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.

Testing, testing

Why are we testing?

We use testing to ensure that all the components of the new OneUniversity solution for Finance and Procurement function as we expect them to. The University supplies a list of requirements called acceptance criteria and we test against these standards.

Who’s involved in testing?

There’s a wide variety of people involved in testing – business process change managers, business analysts, professional support staff, change champions and Finance subject matter experts (SMEs). Finance project manager, Stuart Moorhouse, said: “We’ve conducted a very thorough programme of testing with different groups of people across the Business. This is vital to the success of delivering the Finance and Procurement function of the OneUniversity solution”.

When will Finance go live?

This is a question we’re often asked when out and about, and the simple answer is, only when we’ve completed testing and the system meets the requirements of the business.

Key-user and end-user training

The Business Transformation training team has been supporting the Finance and Procurement workstream to deliver key-user and end-user training. We’ve been offering hands-on workshops and drop-in sessions underpinned by a suite of online training materials.

Who are key users?

Key users are subject matter experts working on the Programme at a workstream level, or those closely involved in the shaping and delivery of the OneUniversity solution.

How do we support the workstreams?

  • Identify staff who need training
  • Develop the end-user training programme
  • Develop training manuals and videos
  • Organise end-user training

We’re all end users

All University staff and students will use OneUniversity so we’re all end users. The Change and Communications team will deliver end-user training and any other activity associated with helping to prepare our people for the transformation OneUniversity will bring.

How we’re going to manage change arising from OneUniversity

Our objectives are to equip people with the knowledge, skills and abilities to do their jobs from day one and support them as they transition to using new, shared processes and databases.

Dedicated training team

We now have a dedicated training officer, Chris Reid, and administrator, Emma McDade, who you’ll meet when you attend a session. You can contact the training team on 388081.

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.

It’s here! Travel and Expenses demo on OneUniversity

At the end of June, the Business Transformation Training team, Chris Reid and Emma McDade, ran drop-in sessions in the Tower and at Life Sciences to showcase the new Travel and Expenses functionality in OneUniversity.

Chris was pleased to see how well the day went. He said: “Our sessions were very positively received, which was great news, and users were happy to see the system in action and how easy it was to submit a claim. It’s great that expenses can be done ‘on the go’ and allows for quicker submissions, which means no more paper jams!

“Moving forward, we’re going to run several more of these sessions which we’re really looking forward to. We’ve also recorded any questions that were asked and they’ll be available along with responses in the Help4U Knowledge Base.” You can login here.

The next drop-in session is at Ninewells on 12 July in Teaching Room 4 from 9:30am to 10:30am with further sessions being planned.

Start: 12 Jul 9:30AM      End: 12 Jun 10:30PM

There are also drop-in sessions for one to one or small groups who would like to see demonstrations of the Travel and Expenses function on Thursday 19 July 10.00 -11.00 (Dalhousie 2G13) and Tuesday 24 July 14.00-15.00 (Dalhousie 2F11).  No need to book, just turn up.

Start: 19 Jul 10:00AM      End: 19 Jul 11:00PM

Start: 24 Jul 14:00AM      End: 24 Jul 15:00PM

Fancy putting your dexterity skills to the test?

We’re looking for fast fingers to help us trial the new mobile Travel and Expenses functionality in OneUniversity.

We’re giving away a £30 Amazon voucher in our latest competition. All you have to do is test your digital dexterity skills and complete an expenses claim form on your mobile, against the clock, using the new OneUniversity Finance solution.

We’ll send you a link to a video showing how to complete the expense claim. Contact business-transformation@dundee.ac.uk to receive your video link and arrange a time to visit the BT office at Heathfield to put your skills to the test!

Terms & Conditions:
Competition open to UoD staff only.
Entries close at midnight on Monday 30 July.
No alternative prize will be offered.
The winner will be announced on Tuesday 31 July.

Q & A with Student Services

The Student Services Change Champions and Ambassadors, from left, Tina Brander, Kirsty Stewart, Lesley Sinclair, Keith Mackle and Graham Nicholson.

We visited Student Services to find out more about their roles as Change Champions and Ambassadors for the BT Programme and what they’re looking forward to most about the new OneUniversity solution.

Who?
Student Services Change Champions Tina Brander – Student Records, Fees, and Module Assessment Officer and Kirsty Stewart – Immigration Compliance Manager. Student Services Change Ambassadors Keith Mackle, Assistant Director; Graham Nicholson, Director of Student Services and Lesley Sinclair, Director of Registry

How are you involved in the Programme?
As Change Champions for Student Services we take a very active role, attending all meetings and training sessions provided by the Business Transformation team.

We work closely with our Change Ambassadors, helping to identify key users and raise awareness of the change programme in our Student Services colleagues and communicate updates and act as a liaison between Student Services and the Programme team.

We try to ensure that key users are included in all relevant training sessions. We do our best to answer any queries they might have ourselves or let them have the relevant contact at BT.

We have introduced ourselves to all staff in Student Services, keeping in regular contact with them via email and gave a presentation at our last  Away Day. We took the opportunity to explain more about our role as Change Champions and provided an update on how the Finance and Procurement system would affect us all.

As Change Champions we have also arranged a series of informal briefing sessions with Student Services staff and Angela Hamilton from BT. This was very well attended and received very positive feedback.  These sessions let staff see how the system will look and provided an opportunity for them to ask Angela, the Ambassadors, Change Champions and Key Users any questions that they had.

What excites you about the new OneUniversity solution?
Having attended the early demonstration days  we were the first to have the opportunity to see what the system can do. It looks good, it’s very easy to navigate and we think it will improve our students’ experience as well as making things more accessible for staff.

What three actions will ensure a successful implementation?
Consultation, engagement and communication.

What three things do you want to tell people about the Programme?
That as an integrated system it is:
1. accessible anywhere,
2. easy to navigate,
3. user friendly and it will work for the better.
That’s four things so it’s probably just as well we don’t work in Finance!

What is the first thing you will do when you use the new Student solution?
Celebrate! Log in!