eExpenses project timeline

The information below shows when key activities are being undertaken.  More detail will be added as it becomes available.

April 2020: Inital user feedback (proof of concept)

Thanks to everyone from across the University who attended the online demonstrations of the eExpenses system.  Answers to questions raised are available within these eExpenses webpages, mostly on the Information for Claimants, Information for Approvers and General FAQs pages.

April to October 2020: Data cleansing

A data collection and cleansing exercise ihas been undertaken to ensure eExpenses is populated with accurate and appropriate information regarding cost codes, project names and the approval hierarchy.  See further information on the eExpenses preparation page.

November 2020: Webinars for HAFs (Heads of Administration and Finance) and PAs 

  • A series of 50 minute webinars for HAFs, or equivalent, were run to help them prepare their colleagues and students for the move to eExpenses. For more information please see the webinar recording (Microsoft Stream) and HAF webinar slides (PDF).
  • We recognise that people in PA and Executive Assistant, and similar, roles often support senior colleagues with the creation of their expense claims.  Therefore, we ran a series of webinars with this group so they know what to expect from the introduction of the new system.  Please see the presentation recording, the targeted short demo of eExpenses (Microsoft Stream) and the PA webinar slides (PDF).

November to December 2020: User acceptance testing

This involves users testing that eExpenses works as it should, from the perspective of both claimants and approvers. A cross section of staff from departments and colleges adopting eExpenses will be asked to complete specific tasks within the system.  A series of scenarios will be tested and this will enable any discrepancies or bugs to be identified and fixed before we launch the system.

February/March 2021: Early adoption and rollout of eExpenses 

At the start of the phased rollout of eExpenses a single division (Social Sciences) will act as an early adopter before it is introduced more widely.  Rollout to the remaining academic departments, UAS sections, GLAM, Continuing Education and colleges introducing the system (Kellogg, Reuben and St Cross) will follow on after that. 

Users will be supported by online training and guidance, Quick Reference Guides, and the SAP Concur 24 hour support desk.