Management / Administrative Systems

Created by admin on Mon, 08/08/2011 - 09:19.

Aim

To develop and maintain Management Information Systems (MIS) applications and services to enable all relevant staff to be provided with timely, accurate, consistent and appropriate information to help with the management and administration of the College, specifically with regard to Human Resources, Finance, Student Records, Estates, Research Grants and Management Information. To liaise with University staff and systems as required to maintain accurate records in the corresponding University systems.

Service Description

The MIS team is involved with support and development of the following College systems:

  • CLS Staff and Student Database - for use by HR, Reception and Divisional Secretaries to view and update College HR/Student records.
  • CLS Order Book - for use by staff and students to create and update purchase orders to the internal Stores and to external suppliers (largely superseded by CAPS/PECOS).
  • CLS Stores Inventory - for use by Stores staff to maintain accurate stock and invoicing records and for end users to check availability in the Stores (largely superseded by CAPS/PECOS for end users).
  • CLS Assets Database - for use by lab managers and end users to view and update inventory records for equipment and other items requiring asset-tracking and lifecycle management.
  • CLS Health and Safety databases - for Risk Assessments, GM organisms and Radioactive Isotopes record-keeping to ensure College compliance with relevant H&S/SEPA requirements.
  • CLS Library Book - for use by divisional secretaries to request journal reprints from the University Library.
  • CLS Lab databases - hosting lab datasets for use by lab managers and end users to view and update data about cryodepositories, reagents, sample locations and other Lab Information Management Systems activity.
  • CLS Finance databases - for use by finance staff and end users to record and update information about research and class grants as well as internal service budgets and activity.
  • CLS PhD Applications database - for use by PhD Administrator and PIs to record and progress PhD student applications.
  • CLS Invoices - for use by internal services to generate invoices for service users within the University.
  • PECOS_SpendToDate database - to provide lab managers and end users with more flexible searching of CAPS/PECOS orders from the College.

The MIS team liaises with University personnel and systems to help maintain the following University records:

  • CODA - for use by central and College Finance staff to create and update financial income and expenditure information, and for use by authorised end users to monitor activity on specific approved cost centres; authority is granted at department level, i.e. Level 2.
  • P3 (Personnel, Payroll and Planning) - for use by central and devolved HR staff to create and maintain information about University employees and Associate Staff.
  • SITS - for use by Registry to create and maintain student records (undergraduate and postgraduate), and for use by approved School staff to update student exam marks, module conveners and other limited attributes.

User Responsibilities

  • Users should ensure that any relevant changes to HR or student data, change of contract, etc. are reported to the appropriate staff in a timely manner to ensure that the data records are kept up-to-date; or if they have access to update records directly, that they keep their data up-to-date.
  • If granted access to confidential or personal information, users must ensure they comply with the requirements of the Data Protection Act.
  • Users should report anomalies or factual errors to the relevant staff as soon as possible and ensure that they give a full description of the anomaly or error along with the correct information.
  • Users should be familiar with the Service Support website (https://support.lifesci.dundee.ac.uk) and Newsline (3-88730) and monitor these sources for planned maintenance when the College and/or University systems may be unavailable or operating with degraded service.

Service Targets

  • LSC will ensure that planned maintenance on administrative systems is done out of office hours where possible, and will update the Service Support website and Newsline at least 48 hours in advance of scheduled work
  • LSC will guide users to HR or Registry where registration of new starts, or changes to usernames is required.
  • Problems which can be solved immediately over the telephone will be dealt with at the time of the call.
  • Queries which cannot be dealt with immediately over the telephone will be logged as a support call and passed to the appropriate member of the MIS team.