Category: Project Updates

We have made further progress with the online local risk registers this week. Having developed the input form previously, our effort turned towards the workflow and automation. Some of the specific detail is to be discussed with Planning and Business Intelligence. However we have pushed to develop automation from the BPMN process map.

 

 

The workflow will be manually started when a departments register needs updating. Planning and Business Intelligence will activate this, and some information will be captured at this point. The current owner of the register will be a required field, which will be used to notify that person. Will will also have an optional field that will allow custom text that will be inserted into the notification email.

 

 

Once the user or users required to make edits have finished, they will be asked if they have finished completely to send the document back to Planning and Business Intelligence. If they select yes, PBI will be notified of the completion of the document.

We will be working with Planning and Business Intelligence in the next two weeks to finalise all the smaller details and implement any changes or additions. We will then enter the testing phase before roll out.

Further updates soon.

Please note functionality, forms, visuals and times may be subject to change.

 

Following feedback about the new timetable change requests system, we have been working to make the administration simpler and easier. We have developed a more custom solution that involves just one list rather than using a list and task list, the current method. Functionality will remain the same, with some minor additions. The timetabling team will have additional functionality to add notes and save them. Upon completion of a request the administrator will have an option to send the initiator of the request an email, where previously this was not optional and an email was just sent.

 

 

We will be working with timetabling soon to review this update, and will be looking to roll this out within the next few weeks.

Further updates soon.

Please note functionality, forms, visuals and times may be subject to change.

The organisational development booking system has almost reached the end of it’s development, with the final few changes currently being implemented. We are working closely with HR to enable a smooth transition to the new system, with an estimated change over early in the new year.

 

 

The new system will automate the process of booking a place on internal courses offered by the University. It will also allow you to easily view and cancel any bookings should you no longer be able to attend.

 

 

Once you have made a booking, the system will notify HR of your request, and when they have accepted your request, you will receive a confirmation email, which will contain all the details of the course. The email also offers a downloadable Microsoft Outlook appointment so that you can easily add the appointment to your calendar.

Look out for further updates soon.

Please note functionality, forms, visuals and times may be subject to change.

We have recently started development of transitioning the completion of risk registers online. The new system will host individual risk registers in one central place, where users can have assurance they are working with the most current version. And with version control, users will have the option of reverting to an older version if required.

Below is an early preview of how the new form may look, keeping it inline with the current form which had been agreed with auditors. The development will aim to give Planning and Business Intelligence an easy way to notify users that their risk register requires some updating. It is planned that users will be notified by email containing a link to their document. To avoid saving errors, documents will be required to be ‘checked out’ before any edits can be made.

 

 

Once all users have made the required edits, the system will ask the user if they have finished editing and wish to send the completed form back to Planning and Business Intelligence where further analysis and reporting can be made.

Please note functionality, forms, visuals and times may be subject to change.

Over the last few months the team has been working hard on planning for migration which has consisted of a great deal of house keeping on the current portal and testing migrating content to find potential issues, and ways that they can be resolved to make the transition as seamless as possible for end users. We estimate that migration will begin very soon, and will be performed area by area over a period of time. We have also developed a small form that will help identify potential issues for migration, which will enable us to rectify as many of these as we can, so that after migration content will appear the same or as close to the current portal page. The form we will be using is shown below, and was developed through the issues found through the teams testing of migration.

 

 

The work on system enhancements is progressing well, with lots of work scheduled to make improvements to current portal systems which will automate tasks where possible to make savings in time and money. We are currently working with various people across the University looking to improve the withdrawals, transfers and interrupts processes, organisational staff bookings process, some timetabling processes, creating a new online version of risk registers and we will also soon be starting work with procurement to automate some of their processes.

Please look out for further posts on these.

Please note functionality, forms, visuals and times may be subject to change.