‘Early life support’ top queries

Two weeks since go live and more than 250 Help4u queries have been successfully resolved.

The ‘top ticket item’ was Procurement and Purchasing Management queries relating to requisitioning, punching out to PECOS gateway and purchase cards.

The second most popular query was Managing Payments which covers Accounts Payable queries and Travel & Expenses. There have also been a few queries regarding the process for Resolution Pools.

The third most popular was System Admin with queries relating to profiles, my tasks and changing approval pools.

Please be aware that no changes to approval pools will be processed until the start of September unless there is a problem which has genuine effects on business process.

Changes to user profiles and approval pools

Any changes to user profiles and approval pools have been suspended for a period of around one month. We will contact you again when this restriction has been lifted. This is to limit changes to the system to allow the Business Transformation team to deal with early life support enquiries from around the business.

Exception
There is an exception to this. If operations in your area could be adversely affected by the restriction, such as only having one or two people in your approval pool.

Process to make a change
If you do want to request a change to a user profile or approval pool, please do this through your School Manager, Dean, Director or Assistant Director. You can also speak to your School or Directorate accountant.

Launch of OneUniversity Finance

OneUniversity portal

The OneUniversity Finance system was successfully launched to the core Finance team on Thursday, 1 August, followed by requisitioners and approvers on Friday 2 August. Staff who carry out expense claims and funds checking were given access on Monday 2 August.

Accessing the system

Here’s where you can access the system:

Training environment and resources

  • If you have any queries regarding the system, please follow the ‘1, 2, 3 of support’.

Support

  • There are training resources in Box which you can refer to and training sessions are still available to book for subjects including approvals, expenses and requisitioning.
  • The Train environment will be left open so you can familiarise yourself with the system before using it in earnest. Please do not use the live system to practice.
  1. Visit the self-Service portal and search for your query in our Knowledge Base.
  2. Contact your local Transformation Advice and Support Team (TAST) member or Change Champion to receive assistance.
  3. Raise a ticket with help4U@dundee.ac.uk.

Dundee hosts tri-university workshop

BT programme manager Pat Furze

The Student team in Business Transformation is hosting a tri-university workshop from Tuesday to Thursday this week, and will welcome colleagues from the universities of Sussex and Lincoln.

Student programme manager Pat Furz is excited about the hook up. “It’s great that we’re working with other universities who are also going through a period of big change, especially around the implementation of the OneUniversity system.

“Collaboration is a great way of knowledge sharing and helping each other, and it will also give us great insight into the UK requirements for deploying the new release of the OneUniversity student system”.

OneUniversity go live and the financial year end

The August go live of OneUniversity Finance coincides with our financial year end and we’re aware that this is a busy period for all involved. All activity relating to the management of the year end process will be carried out in the existing finance systems.

Also, there are significant changes to some year-end deadlines this year due to the cutover to OneUniversity,  and additional processes in place to ensure all income and expenditure is correctly accounted for.  Further guidance is available on the Finance webpage.

When OneUniversity goes live on 1 August only a draft position will be available for 2018/19 as we will continue to work on the year-end in CODA.  Transactions posted after the CODA closedown on 26 July will be migrated to OneUniversity at a later date.  School Managers and Directors will be notified by Finance when this work is complete.

Six weeks to go – the countdown is on

With just six weeks until 1 August we are officially in our cutover period!

What is cutover?

This is the length of time we’ve estimated it will take to carry out all the activities needed to get the University up and running and ready for 1 August. We’ve created a day-by-day, detailed plan that covers all the technical and functional activities over the next six weeks, as well as all the communications, engagement and training that will take place.

During cutover we’ll share regular updates about the progress we’re making and outline key activities and dates people need to be aware of for things like the availability of some of our services, system closure dates and deadlines.

How will we share this information? 

Our website

Our website will be our key communications platform and will be updated regularly so check out our Finance pages for the latest news.

Our change champions

Our change champions are a local point of contact in the run up to go live. Each School and Directorate is covered and details of the champions in each area are available on Box. We’ll try not to overload people with too much information, so we’ll use our network of champions and our School and Directorate Managers to cascade information across the University, making sure it gets to the right people at the right time.

Our staff newsletter

We’ll publish a brief outline of key activity in each staff newsletter in the run up to 1 August.

For more information, email us at bt-finance@dundee.ac.uk.

Start your TRAIN-ing today

The newly refreshed training environment  now contains the latest configuration and data for users to practise with, making it as similar to the live system as possible. The business is using the TRAIN environment to carry out its end-to-end testing and you can use it too as we get ready for go live.  Find out what TRAIN is, what’s in it and how to use it in the TRAIN factsheet.

Johanna Smith – BT’s new Programme Manager  

Where were you before coming to Dundee?

I was the Project Manager for the University of Exeter’s Future Finance Transformation Project. We redeveloped the operating model for Finance and Research services implementing TechnologyOne products.

Previously, I was head of Business Information at Falmouth University for 10 years where I implemented a range of systems for finance, customer-relationship management, student timetabling, online payments and more. With an MBA and a long background in software and business implementation, I’ve also worked in support development and sales and have a lot of experience in higher education.

What brought you to UoD Business Transformation?

The successes of Exeter made me want to come here to work on the transformation programme. It’s ambitious in scope and has a team with great experience across the piece. I really believe the change we can achieve working with the teams across the University will get the best out of our processes and enable a step change in how the University uses its business systems. Having worked at Exeter with TechnologyOne, the vendor of the OneUniversity solution, I’ve also been able to bring my strong relationship with the company and its consultants forward into my new role.

I’m excited to have the chance to deliver support towards the strategic growth which drives Dundee’s objective of becoming Scotland’s best University.

Academic Workload Allocation Modelling System (WAMS) is now live

WAMS portal

The Workload Allocation Modelling System (WAMS), a project aimed at improving how the University tracks and plans academic workload, is now live with the Teaching and Scholarship area of the system. Education and Social work will be the first School to adopt the new solution with other Schools following on during April and May.

The off-the-shelf solution is supplied by Simitive, a Bristol-based company which specialises in tools to improve organisational performance.

The University is moving away from ‘silo’ working practices and the current spreadsheet-based model and there is a wealth of information that the University can’t currently access or use in an efficient manner.

The solution will integrate with other systems including Finance, HR and Payroll, Research Management and Student and Curriculum Management and will provide embedded reporting and data analytics capability. It will also provide greater transparency and greater ease of access for users.

Go live date announced for OneUniversity Finance

OneUniversity portal

An exciting milestone has been reached in the Business Transformation programme with the announcement of a go live date of 1st August for the OneUniversity Finance solution.

The new timeline was agreed after consultation with the BT Team and the Finance Directorate.

The focus now is on working with Schools and Directorates to help them prepare for August. This will include additional training, knowledge transfer and increased engagement activity.

Further information will be shared over the coming weeks. For any queries, contact business-transformation@dundee.ac.uk