View
229
Download
4
Category
Tags:
Preview:
DESCRIPTION
Unite Newsletter
Citation preview
UNITEUPDATE
November 2013
November 2013
Welcome to the first UNITE newsletter. We are very
excited to have had the Town Hall meeting as the
grand introduction to the project. In the upcoming
months, you will be updated on the progress. You
are highly encouraged to involve, so that we can
have a successful implementation that everyone will
be happy with.
November 2013
Recap of the Town Hall meeting
� UNITE stands for Univan IT Environment
� Is one of the 7 company objectives
� Is connecting several systems
� Some systems will be replaced by more effective ones
� Goal: To streamline work processes
� The official launch is 1st
March 2014
And the winning UNITE logowent to...
A big thank you to Apol Villamor for designing this logoNovember 2013
November 2013
Status of UNITE
External vendors External vendors External vendors External vendors identified:identified:identified:identified: ProcessProcessProcessProcess mappingmappingmappingmapping::::
YourYourYourYour suggestionssuggestionssuggestionssuggestions::::
November 2013
Yammer is an open communication
platform you can join in order to
follow news and updates about
UNITE. You can also come up with
suggestions and get involved. It’s
open for everyone. Just ask one of
the super users to get an invite.
Join
UNITE will become a
system platform that
unifies several systems.
We will be integrating
these systems to ensure a
smooth data flow.
The suggestions in the
suggestion boxes are being
taken into consideration
by the project team.
Thank you for putting
them in, and we
encourage everyone to
pour in more ideas and
suggestions. Which
working tasks can be
improved by the new
system? The project team
promises to have a look at
it.
The project plan has been
updated and is
synchronised with the
vendors’ time schedule
also. The super users have
been mapping your
working processes to
outline the flows, and the
job profiles are being
developed. This means
that they are looking into
the job responsibilities of
the new workflows. Later,
they will be extending
those to make the standard
operating procedures.
What has been going on this year..
• May – Decision was made on which system vendors to use for the UNITE-project.
• June & July – finalised process list and agreed these with the owners. The key reporting requirements were also identified.
• August – Contracts with vendors have been finalised.
• September – The project plan was made, and the super users were found to form the UNITE work group.
• October – Agreement on the project plan (including synching the same with vendors). Initial workshops were held to discuss process flows and to identify customisation requirements.
• November
– Detailed design workshops held by SUN Financials and Purchasing. The super users, together with IT discussed the design and development of reports.
– Town Hall meeting was held and the suggestions received are now being reviewed.
– Train The Trainer workshop held for the super users in order to get prepared to train the end users.
– One day Team Building activities for the super users.
November 2013
November 2013
Interviewing the super users..Renjit
Stanley
Planned Maintenance
System Coordinator
1. What does it mean to be a UNITE super user?
RENJIT: To me being a super user
means representing technical
department in Unite project, stand up
and guide the users (not limited to
Technical department) whenever they
face difficulties in understanding the
system.
LILLIAN: Seems I’m a super hero
straight from a Marvel comics! Kidding
aside, for me it’s a daunting task. A lot
of work and responsibility involved but
I know at the end of this, everyone will
be benefited.
Lillian
Villamor
Management
assistant, Accounts
November 2013
3. In your opinion, how will the new system improve your daily work?
RENJIT: New system should free up
the users from time consuming paper
work, helping them with quick process
completions electronically and perform
their duties to optimum, handle more
work with ease. It will help me and
others generate useful reports live with
an integrated software environment
helping better monitoring of vessels and
activities.
LILLIAN: At the moment we have a lot
of manual paper work. I believe the
new system will help speed up and
streamline the processes. Thereby,
reducing long hours and time-consuming
work.
2. It’s a lot of hard work to be a UNITE super user. What keeps you engaged?
RENJIT: Yes it takes a lot of time and
Hard work to be a super user, its all about
prioritising the daily work and find time
in between to interact with users collect
their feedback and suggestions which
keeps me engaged.
LILLIAN: Yes it is! However,
knowing I am part of something
great that will benefit everyone
keeps me engaged and excited at
the same time.
November 2013
Road show (around Christmas time)
o Presentations by the super users and
discussions in smaller groups
UNITE-quiz (December)
o Winners will be announced at the annual
dinner.
End user training (January)
o Performed by the super users. You will get
proper training on the systems.
Upcoming activities
November 2013
Why we need to speak up....
How can you involve?
A few words from the change coordinator...A few words from the change coordinator...A few words from the change coordinator...A few words from the change coordinator...
You might have been wondering who that mysterious girl starting to
wandering around is. She doesn’t have a name tag at her desk, and what is
she doing with all those books at her table? Well, that’s me - the new
change coordinator for the UNITE-project. I will be an intern aiding the
project team to get the whole organisation engaged and involved in the
UNITE-project. My role is to tap into what the end-users (you) need while
we’re going through this huge systems change. At the same time, I’m
writing up my master’s thesis to be handed in soon, so I’ll go back in my
home country in the cold north end January. I feel so humbled to have had
this opportunity to work with a project like this before graduating, and I
hope to hear some responses from you on how I’m doing. What kind of
information do you want? How do you want it? Have you got the right tools
to involve? What can I do for you to be better prepared for the big change?
Please, just pull me aside or find me on Yammer to give me some feedback.
– Maria Nhieu
Recommended