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.

Student Workstream Established

We’ve been working hard over the summer in preparation for the launch of the OneUniversity Finance solution in November, but in addition to this and other workstreams that make up Phase 1, we’ve also recently started the Student worksteam in earnest.

The Team

The Student Programme team currently comprises of:
– Two project managers (Stuart Moorhouse and Richard Cassells)
– Senior UoD Business Stream Solution Manager (Gwen Hunter)
– Two business analysts (Andrea Byrne and Lana Smith)
– A project officer (Nadege Minois)
– Four business process change managers (Gillian Sharp, Duncan Brown, Judith Milne and Rachel Smith)

Others will join the team in due course.

In addition to this we have four TechnologyOne consultants on-site and working with team. They are Sam Curtis (Senior Consultant), Ian Henry (Project Director), Philip Gorse (consultant) and Lauren Wood (consultant).

Solution Verification Workshops

The team have recently attended a number of workshops to get a feel for what the OneUniversity Student solution offers, and from next week (25th September) through to December, a series of solution verification workshops will take place with key stakeholders.

School Managers and Directors have been issued the dates and times of these workshops and have been asked to select suitable individuals to attend each.  The schedule for these workshops is as follows:

26 – 29 September – Managing Curriculum – courses, units, structures
5 – 10 October –        Fee Schedule Maintenance
13 – 17 October –       Student Self-Service
23 – 24 October –      Student Administration
27 – 3 November –    Enquiry Management
10 – 17 November –   UCAS/UKPASS
23 – 26 November –  Access and Security
4 – 7 December –      Applications and Admissions
13 – 15 December –   Scholarships and Rewards

We’ll be sharing the output of these workshops with staff early 2018.

If you have any questions about the Student Workshop please get in touch.

PECOS Changes

What’s happening to PECOS?

We’ve had a few queries recently from people wondering what’s going to happen to Pecos when we launch OneUniversity Finance on 1st December, so we thought we’d explain how this will be done.

The three things you really need to know are:

1. We’re not technically switching off PECOS, but at some point prior to the 1st November all requisitioning rights will be removed.  This means you can still log in to PECOS and see your current and historical orders, but you will not be able to raise new requisitions or receipt previous purchase orders.

2. All orders that are open on PECOS from August 2017 to the time we remove requisitioning rights will be transferred to OneUniversity.  This means that any work on existing open orders will be carried out in OneUniversity.

3. All new requisitions from 1st December should be raised in OneUniversity.

Don’t worry, we’re keeping PECOS beyond the go-live date to ensure that we have contingency for any unexpected issues.

We’ll be issuing a timetable soon detailing what will be happening and when so that you know exactly what’s going on.

If you have any questions, please get in touch.

 

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.

For a full schedule of KUT and UAT dates for Finance & Procurement visit our all-staff folder on Box.

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!

 

 

 

 

Kody Everson Joins Research and Projects Workstream

As our Research and Projects Workstream enters its build phase, Kody Everson has joined the team to work on the build of the solution. He joins Cara Breingan the CiA Solution Architect who has been supporting the Workstream for some time now.

Australian native Kody is enjoying working in Scotland and he’s endeavouring to experience all the facets of our culture.

“The air quality up here is much better than in London, although the weather is not amazing. I’ve been seeing a bit of Dundee and am looking forward to visiting the Edinburgh Festival Fringe this weekend.”

He’s also tried traditional Scottish cuisine.

“Last night we tried a deep fried Mars Bar and Irn Bru ice cream. That was an experience!”

Top Five Tips on Expenses

As you will be aware, the way that we process our Finance and Procurement is changing.  Part of this change will involve submitting claims for expenses, which will be done online.  Here are some of the questions that we are frequently asked at drop-in sessions on the new solution, OneUniversity.

Q: How do we deal with the expenses of volunteers and others who are external to the University?

A: For go live these will continue to be processed in the same way as they are done at the moment, that is, you complete an external claim form which will be authorised and passed to Accounts Payable. We will continue to pay these as sundry payments.

Q: How will we deal with claims for expenses under £50?

A: This applies to staff-only claims and this amount is still to be confirmed.  These claims will automatically be processed for payment unless a restricted item has been purchased. The staff member will be required to confirm that they have read and understood the reimbursement policy. There will be regular checks as part of the audit process.

Q: What do I do with my receipts?

A: OneUniversity requires you to upload valid receipts which can easily be carried out using a scanned image or a photo capture by smartphone. You don’t need to retain the original paper copy but you may choose to in the event of a query.

Q: What is the policy on alcohol?

A: • When a claim is submitted, the staff member has to confirm they have read and understood the reimbursement policy. This includes a clear stance on alcohol. If you submit, process or approve expenses claims, you must ensure you are familiar with this.

Q: How will I claim mileage?

A: OneUniversity will have the mileage rate automatically applied. Staff will be required to confirm to and from locations (preferably confirming post codes). Any claims over £50 will be checked by the relevant approver, with under £50 handled through the pre-approved expenses process.

For further information please contact the team on business-transformation@dundee.ac.uk

Student Administration set to be Transformed

OneUniversity Solution

The University of Dundee is aiming to transform the way that it works. In order to provide efficient and effective student management processes, it has signed an agreement with TechnologyOne who will provide a cloud based business solution called OneUniversity.

This contemporary, Web enabled, Software as a Service (SaaS) solution embraces mobile technology and will be available anytime, anywhere and on any device.

It will bring our Finance, Purchase to Pay, HR, Payroll/Pensions, Research and Student lifecycle activities into a single, integrated administrative solution with embedded, real time, reporting and analytics capability.
The current student records system (SITS) is based primarily round registry and admission.  A great deal of student administration takes place outwith this system and this means that data may need to be input multiple times and information held in local databases and spreadsheets.

The benefits of the new solution

The new solution aims to bring the entire relationship that a student has with the University, from prospect enquiry to offer, matriculation to graduation and alumni, into one place. As this will be part of the OneUniversity integrated solution, the student and curriculum management information will be input once and accessed by those who need it.  This will enhance the effectiveness of our business processes and ways of working, improve the student and staff experience and achieve our aim of having a single source of accurate student information.

Academic Activities

The new Student Management solution will provide greater support for a range of academic activities including a programme and module catalogue, programme and module approval system, attendance and engagement monitoring facility, and support for student placements, assessment, results, progression, retention, grades and classification. Those members of staff who currently use SITS or one of the bespoke services will notice the increased functionality.

Dr Jim McGeorge is the Programme Sponsor for the University of Dundee.
“We are delighted to be moving ahead with an effective, integrated product that will enhance the experience for the staff and students whilst streamlining our administration processes.”

Our students will have access to information about their course and their academic progress be through their mobile phones, laptops or tablets, no matter where they are and what time of day or night.  This will enhance their engagement with the University and their studies and further contribute to our reputation for delivering an outstanding student experience.