41 - White Space Programme: WSU Experience

White Space Programme: WSU Experience

Presenter: Lazola Cebe (WSU)
Chair: Xolelwa Olayi (Adapt IT)

SYNOPSIS
The presentation focuses on the journey WSU started more than 5 years ago of transformation through automation and system optimisation. There were ITS modules available which were not being utilised, and the environment was heavily reliant on manual processes. This meant there were slow and inefficient processes and poor internal controls which led to endless audit issue. 
This transformative journey of the Finance unit, in particular, also touches on the advancement of the Student and academic activities. The journey began with an audit of how we were using the system. This led to an implementation programme that started with training to capacitate teams and hands on support when implementing new modules and applications. Our processes became more efficient and internal controls improved.

The presentation’s main focus is on how WSU has maximised its use of ITS applications. Students and staff alike interact with the system in various ways. Students apply, register and are admitted on ITS. Financial arrangements are also done through online platforms, and clearance is done in bulk using ITS.

Procurement of goods is fully automated using a combination of inhouse developed requesting platforms and the ITS procurement functions embedded on iEnabler. Staff are able to view their budget before requesting goods and services on iEnabler, once requisitions are done budget is able to vet the transaction to ensure the correct allocation of expenses. The routing system automatically seeks approvals aligned to delegated authority. Orders are placed following successful approval of these requisitions. Payments are done without the need of physical documents as documents are stored on ITS and payments are therefore more efficient.

The presentation therefore is a demonstration on how WSU has embraced technology in improving processes, controls and overall general efficiencies by focusing on optimal use of ITS Integrator applications.