Important information about delegation of expenses

The Programme has explored the possibility of using the delegations functionality within One University.

Due to the nature of an integrated system, the addition of modules such as Human Resources gives the potential for inappropriate access to sensitive information.

The Programme has therefore taken the decision not to use this functionality. If you have any queries, please contact business-transformation@dundee.ac.uk

We have a winner!

We’re pleased to announce that the winner of the Digital Dexterity competition is Amy Pass from the Development and Alumni Relations Office (DARO).

Amy made an expense claim on her mobile phone in just over a minute – 01:04 to be precise. Her flexible fingers beat off stiff competition from her own colleagues at DARO and External Relations who took nine out of the 10 top spots on our leader board. There must be something in their water cooler.

Amy was delighted to win a £30 Amazon voucher.

From the go-live date on 1 November everyone will be responsible for completing their own expenses in OneUniversity. If you haven’t used the system yet, come along to one of our Expenses drop-in surgeries between 6 September and 18 October. You can view the sessions on the Business Transformation website.

You can try out claiming an expense on OneUniversity right now on a computer, tablet or mobile in our Train environment. Have a look at our self-service training materials and give it a go.

Travel and Expenses competition hits the road

We’re rolling out our summer Travel and Expenses competition for another month and this time we’re bringing it straight to you!

We’ll be taking the Digital Dexterity competition on the road around Schools and Directorates so you and your colleagues can challenge each other to see who completes a Travel and Expenses claim on their mobile the fastest.

If this will be the first time you get your hands on the system you’re about to find out how easy and fast it is to use and the overall winner’s prize is a £30 Amazon voucher. Your change champion will be getting in touch with you soon and inviting us over to put you all to the test. So beat the clock and beat your colleagues.

Terms and conditions:

Competition open to UoD staff only.
Entries close at midnight on Thursday 30 August.
No alternative prize will be offered.
The winner will be announced on Friday 31 August.

Cyber security on your mobile

The OneUniversity solution can be used when you want, where you want and on any  connected device you choose. As well as providing a high level of flexibility, we have ensured that using the system is in full compliance with the recent government Cyber Essentials security scheme.

Here are some questions we have been asked about using OneUniversity securely on a private, personal or mobile device:

Q. Is my login to the OneUniversity portal secure?
A. Yes, the only way to access the system is to log in using your UoD credentials (authenticated single sign on). This is the same as the way you access the Office 365 portal and other University cloud-based solutions.

Q. Do I have to download an app to access OneUniversity on my mobile device?
A.No, OneUniversity is currently accessed through a browser with your secure sign on.

Q. Can I access OneUniversity outside the University network?
A. Yes, you can access OneUniversity securely outside of the University network as Multi-Factor Authentication (MFA) will be in place for any mobile device?

Q. How do I securely log out of OneUniversity on my mobile device?
A. To log out of OneUniversity on a mobile device simply close the window on your browser.

Q. Does my phone retain any data from OneUniversity after I have used it?
A. No, your phone will not download any data as all interactions in OneUniversity are cloud based. Please note that in the Travel and Expenses function of OneUniversity, while you can upload your receipt documents to the solution, you are not able to download data to your device.

Q. Can I safely access other University services using my mobile device?
A. Yes, using a browser you can access services such as webmail and the Virtual Learning Environment (VLE) which don’t download data.*

Q. Is security training compulsory before accessing OneUniversity on a mobile device?
A. Yes, Business Transformation is working with IT to ensure that all users who will access OneUniversity will have completed mandatory security training by 1 October 2018. You can find the module at My Dundee under My Organisation.

Q. Has Business Transformation been working with IT to ensure that each user is in compliance with the Cyber Essentials security scheme?
A. Yes, colleagues from BT and UoDIT have been working closely on security to ensure that we’re adhering to the required Scottish government policies.

* Current UoD policy demands that, in order to use your phone for work-related activity such as accessing emails that are stored on your device, you must download the InTune app that allows the University to secure the device: https://www.dundee.ac.uk/it/guide/details/secure-mobile-working.php?. This policy does not extend at the moment to the use of web-based connections to services (OneUniversity, webmail, VLE, OneUniversity) that do not download data but is in review as part of Cyber Essentials.

If you have further questions about using the solution securely please contact us at: business-transformation@dundee.ac.uk.

T-Rex in the Park

We were joined at the spectacularly sunny BT BBQ last week by a visitor who didn’t look out of place among the ferns at the Botanic Garden.

We asked Mr Rex O’Saur whether he thought he had the digital dexterity to enter our summer Travel and Expenses on a mobile competition and he proved that you can teach a Jurassic-era giant reptile new tricks.

In spite of his genetically tiny forelimbs, he showed he could press the ‘submit’ button and roar at the same time!

Here, there and everywhere – get competitive

Our competition has been underway for a week and runs throughout July. A number of competitors from across the University have got us off to a great start with the top time on the leader board currently standing at 3 minutes and 54 seconds.

Look out for our promo video on University screens.

Everyone in the BT all-staff team meeting had thumbs twisting with the new easy-to-use function on our phones.

You can too:

1.  If you want to try on your own, come along to our Heathfield office to see how you fare.

2. Fancy a group challenge? Make a team who all want a go and we’ll bring our pop-up competition station (and t-shirts!) to your School or Directorate.

Contact us at business-transformation@dundee.ac.uk or see your Change Champion for details.

Stuart Moorhouse

 

 

 

 

 

 

Stuart has moved from Student Technical to manage the Finance and Procurement workstream.

What’s your role?

As senior project manager for Finance and P2P my responsibility is to take F&P live into the business. The role is operational, working directly with TechOne. We ask ‘What do we need to get in order to go live?’ We have a clear vision of what success will look like, then we manage and drive tasks forward to get there.

How did you get here?

I moved from a commercial background where we used an end-to-end production model into higher education. I’ve been learning to think about the University as a business with a complex set of institutional, as well as commercial, needs.

What’s next?

We are getting the OneUniversity Finance solution in a steady state, resolving defects before we undertake two cycles of formal testing. The testing will give us the evidence we need to show the solution is fit for purpose.

How is life in Dundee?

At work, I’ve been insistent that the solution should have a Scottish accent that’s configured to meet our specific Dundee needs – funny coming from a South African! At my local, the infamous Dundee pub Cutty Sark on the Kingsway, the strains of my own accent mean I never go unnoticed.

Change Champion Chats: Stewart Kerr

 

Our change champions are an integral part of our change programme. In this blog we speak to Stewart Kerr, Category Manager for Finance, about his role as a change champion.

Please tell us about your role.

I manage the process of procuring goods and services. This means I place contracts on behalf of the University and provide support and guidance to end users when they are sourcing the items and services they need.

I help people to make purchases that are appropriate and achieve value for money. My remit is also to minimise the exposure of University procurement to fraud and collusion by ensuring we act in a legally compliant manner with fair, transparent and open competition.

What made you want to be a change champion?     

I want to stay dynamic, proactive and be a part of the exciting changes ahead. As a contributing member of the change team I have the opportunity to anticipate challenges that the programme may present to myself and my work colleagues. Through looking ahead and understanding the challenges, I can directly motivate myself to respond and help my team to do the same. It’s great to be part of the positivity and drive of this particular journey.

What benefits do you see OneUniversity bringing?

There will be great opportunities for the University to work collectively in one process. The shared undertaking will reduce risk and increase efficiency. It’s something we can all be part of.

Fun fact about Stewart:

I have been on Blue Peter and am the proud owner of a badge.

Finance and procurement training starts!

We have now completed our first training session on the OneUniversity Finance & Procurement solution, which kicked off on 29 August with two days of ‘General Navigation’ training.

We asked School Managers and Directors to nominate two members of their team to take part in Key User Training (KUT) and User Acceptance Testing (UAT). These sessions are taking place between 29 August and 2nd October.

What’s Key User Training and User Acceptance Testing?

Key User training is given to nominated staff who have good knowledge of the current system and will be using certain aspects of the new solution, whilst User Acceptance Testing is carried out to make sure that the system functionality actually meets the University’s requirements and is fit for purpose.

Those nominated will take part in one day of classroom based training which will be followed by a second day of testing. They’ll use the knowledge gained during the training, along with information provided by the Programme team, to carry out testing based on real-life university scenarios.

How are we going to roll-out training?

We need to make sure that everyone who needs to use OneUniversity to do their jobs has the required knowledge and understanding from day one! Some people will need very specific training whilst others may just need an understanding of how to do a particular activity such as submitting an expense claim.

Our challenge is to make sure that everyone receives the appropriate training. We’ll do this through a mix of classroom-based training plus a range of support from videos and “how to” guides to drop-in surgeries.

Interested? We want to hear from you!

Do you have an interest in training or do you currently have responsibility for training others? If so, then we’d love to hear from you. Please get in touch.

More information about training will be posted soon so please check back soon!

Frequently Asked Questions – Purchase Orders and Invoices

 

When we are speaking to staff, we are often asked about common subjects.  Here are some of the questions that we are asked frequently about purchase orders and invoices.

Invoices without POs

There will be a list of exceptions to the No PO No Pay rule, this list will be a combination of specific suppliers and good/services which we would find acceptable not to require a PO. There will also be a process issued to deal with these.

Warnings regarding reaching the ends of budgets

There are not any warnings regarding budget availability within the solution, however the BI Dashboard (Business Intelligence) can be set up to allow a live look at any budgets so they can be appropriately managed.

Raising Internal Invoices

We are currently establishing the process which will allow for internal trade to take place within the system, and to allow for the internal charge requests to be raised in conjunction with other tools.

University Purchase Orders for NHS

The current situation will not change in the immediate future. Procurement are liaising with our NHS colleagues regarding this.

We hope these will prove helpful.

We will be collating frequently asked questions on the other workstreams as they become apparent.
If you wish any further information please contact us on business-transformation@dundee.ac.uk.

 

Glossary of terms

Here are a few terms that you will see us using frequently when you hear us talking about key activities in Business Transformation. 

Benefits Realisation The practice of ensuring that benefits are derived from outputs and outcomes
Change Champion This role is a ‘people’ role rather than a ‘systems’ one. Change champions will help communicate the aims, objectives and outputs of the Programme to end users within their own functional area
Data Cleanse Looking at a set of data and remove/editing/archiving old or irrelevant data
Data Migration Moving large amounts of data from one IT system to another
Output The tangible or intangible product typically delivered by a project
Risk The potential of an action or event to impact on the achievement of objectives
Solution Design Document In the preliminary stages, the SDD will scope the parameters of the project, in later stages it will detail how the various processes will fit together.
Stakeholder An individual, group, or organisation, who may affect, be affected by, or perceive itself to be affected by a decision, activity, or outcome of a change initiative
Stakeholder Management The systematic identification, analysis, planning and implementation of actions designed to engage with stakeholders
Target Operating Model (TOM) This defines the way we should work once the new ways of working are implemented. It provides a benchmark to make sure we’re doing the right things. 
TechnologyOne This is the software provider that is building our cloud based integrated software system
OneUniversity This is the name given to the solution that we are adopting