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.

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.

Selfies mean prizes!

Banner selfies are pouring in as the competition passes the halfway mark. Our HR team was out and about on campus and clicked this cheerful pic to send all the way back to BT.

Have you spotted one of our four banners? They’ve been spied as far apart as the Life Sciences Street café, the entrance to DJCAD, 2nd floor of the Tower and the Dental School.

The BT Banners are on the move again. Where will they be this week? Here’s a clue to one of the four different locations. It’s a place you go to get better.

Don’t forget to read the banner to answer the question ‘What are we investing in?’ and send your response along with your banner selfie and where you snapped it to: business-transformation@dundee.ac.uk

In a building near you for one week and one week only! Here is a reminder of the prizes you can win:

1. £30 Amazon voucher
2. One month’s free pass to Institute of Sports & Exercise (ISE)
3. A surprise hamper of goodies
4. Three separate prizes of tea and sandwiches or cake in the Tower café

Last snaps in by go live date 5 March please!

Accessing catalogues in OneUniversity: what you need to know

On Tuesday 27 February at 5.00 pm the PECOS purchasing system will close down. Over the past few months we’ve been testing how we can store, access and maintain catalogues in OneUniversity and we’ve found that the best option from 5 March is the PECOS Gateway.

What is the PECOS Gateway?

The PECOS Gateway enables public bodies like us at the University of Dundee to ‘punch out’ from their Finance and Procurement system and seamlessly ‘punch in’ to the Gateway. Here we can shop from a range of available hosted catalogues and punch-out sites.

How does it work?

We are going to access our catalogues and punch-out sites on the PECOS Gateway, which is not the PECOS you know as it contains no order functionality. Instead, you’ll be pleased to know, requisitioning will all happen in our new OneUniversity system!

We select content from the PECOS Gateway and the requisition comes back to OneUniversity. Here, we add the financial coding and submit the requisition for approval. Once orders have been approved, OneUniversity transmits them directly to the supplier.

What are the benefits of using the PECOS Gateway?

  • a straightforward tool for Procurement to manage and maintain catalogues
  • reduces administrative burden of catalogue maintenance
  • best and familiar means for searching for required catalogue content
  • existing PECOS catalogues and punch-out sites available from go-live
  • national and local suppliers familiar with of PECOS catalogue formats
  • many suppliers on APUC frameworks produce catalogues in PECOS
  • access to punch-outs set up by other organisations using PECOS
  • minimises University risk as the Scottish Government hosts our catalogues

So get ready to walk through the Gateway and go live!

OneUniversity Finance – we’re here to help!

Team members Emma McDade, Lyle McDonald and Joanna Stephens modeling the latest fashion in Business Transformation attire.

We’ve been getting asked what will happen when we go live, especially with technical support.

In the days immediately after go live we’ll have people on hand locally to help you with general queries – this might be your change champion, someone from IT or the BT Programme, or someone who’s taken part in Key User Training.

We’ll publish a list of who these people are on Box but they’ll be identified by their bright blue t-shirts with the OneUniversity logo!

In addition to this we’ve created a bank of Frequently Asked Questions within the IT portal which will be available soon. Just login, select the OneUniversity tile and search! We’ll update this daily so you can be guaranteed that the latest information and support will be there.

If you still can’t find the answer you should raise a ticket with the Service Desk where it will be assessed and allocated to the appropriate group/person to resolve and respond.

We know that it’ll be busy, particularly during the first week, so help us to help you by trying the FAQ’s before raising a ticket and, unless absolutely critical, avoid calling the Service Desk.

Raise a ticket with Help4You and they’ll get on it ASAP.

Thanks in advance for your support and understanding!

Show me the money

Claiming for expenses with OneUniversity

With OneUniversity you can submit your expense claims electronically, taking photographs of your receipts on your phone and uploading them with your claim.

By doing it this way we cut out the paper, and you get paid with less fuss.

What happens now?

You continue to submit expenses in the traditional way until 5:00 p.m. on Tuesday 21 November after which there will be a freeze on claims until we switch to OneUniversity.

After the go live date all claims must be submitted through OneUniversity. We won’t be accepting any further paper claims.*

Here are a few questions we’ve received recently:

Q: Do I have to submit my own expenses?

A: Of course we’d prefer people to take responsibility for their own expenses but we appreciate this is not always possible or the best use of time. OneUniversity will let you delegate your expense claim to another person to do on your behalf. It’s important to note that, whoever the delegate may be, the person who has incurred the expenses will be accountable for the eligibility of their claim.

Q: When will my expenses be paid?

A: Your expenses will be paid in the first payment run in OneUniversity. After that, the next weekly staff payment run will reimburse any expenses that fall under the pre-approval limit of £50. Expense claims requiring approval will be paid in the payment run after they’ve been approved.

Q: How are external expenses being managed?

A: For now, we’re managing external expenses in the same way as we do at present. You can submit an external claim form that has been signed off and financially coded using the new coding string to Accounts Payable. We’ll pay these claims in the same way as commercial creditors and include them in the payment run along with our suppliers.

We’re currently setting up business process management (BPM) forms so we’ll all soon be able to submit external claims online.

Q: How will I learn to do my expenses?

A: The solution is intuitive and easy to navigate so you’ll be able to familiarise yourself with it as soon as we go live. We’ll hold drop-in sessions all over the University where you can bring along your expenses and receipts and we’ll guide you through the submission process.

In addition to this we’ll be arranging sessions looking at the new coding string, as well as advanced training with staff likely to have some responsibility for putting in expense claims on behalf of others.

Q:  What about student expense claims?

A:  There will be no immediate change to how we manage student claims. We will, however, be amending the claim form to take account of the new coding string and moving towards and online submission process.

* Exceptions are travel insurance claims, removal expenses, taxable benefits and staff prizes.

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.

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!

 

 

 

 

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.