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SAP ProjectUniversity of Leeds

Superuser InformationPack (Central Admin)

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Contents

SAP Project..............................................................................1

University of Leeds.................................................................1

Superuser Information Pack (Central Admin).......................1

Contents..................................................................................................

Foreword by Mark Bulmer..............................................................................4

Introduction.......................................................................................................6

What is SAP?...................................................................................................6

Why change?....................................................................................................6

Past, present & future.......................................................................................6

Benefit Statement...............................................................................................8

Roles & Responsibilities....................................................................................

Superuser Job Description...............................................................................9

Superuser Person Specification......................................................................10

S!" #ser Reports ...........................................................................................$$

%e Role of te Business 'wner & (eputy...................................................$)

*ontacts............................................................................................................$+

SAP Proect !ontacts.....................................................................................1"

A#$inistration...............................................................................................1"

%echnica........................................................................................................1"

%raining..........................................................................................................1"

Support & De'eop$ent................................................................................1"

Phase (...........................................................................................................1"

Accounts Payabe...........................................................................................1)

Accounts *ecei'abe+Saes............................................................................1)

!ontroing.....................................................................................................1)

Proects...........................................................................................................1)

inance...........................................................................................................1)

%reasury.........................................................................................................1)

i-e# Assets...................................................................................................1)

A% & %a-....................................................................................................1/

Perio# n# Processing+Syste$s.....................................................................1/

rganisationa Structures...............................................................................1/

2u$an *esources..........................................................................................1/

2esa................................................................................................................1/Payro............................................................................................................1/

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Purchasing+Stoc3............................................................................................1/

*esearch.........................................................................................................1/

*esource !entre !ontacts 4.........................................................................16

*esource !entre !ontacts 55......................................................................16

*esource !entre !ontacts SD........................................................................1

7ni'ersity Ser'ices !ontacts 4.....................................................................1

Aca#e$ic Ser'ices !ontacts 4.....................................................................18

Aca#e$ic Ser'ices !ontacts SD....................................................................18

Aca#e$ic Ser'ices !ontacts 55..................................................................18

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"ore#ord $y %ark &ulmer 4n 199 it as #eci#e# to un#erta3e a re'ie of the 7ni'ersity:s $anage$ent

syste$s. 4t ha# beco$e apparent that it as 'ery #ifficut to obtain ti$ey an#

accurate infor$ation. Syste$s ;so$e co$puter base#, so$e not< ere not

co$$unicating ith each other an# this as resuting in unnecessary #upication

of #ata an# or3.

When 4 oine# the 7ni'ersity in January 1999, 4 as3e# hat the obecti'es of the

ne syste$ ere. %he $ain benefit, in a##ition to $anage$ent infor$ation, as

seen as i$pro'e# processes in ter$s of =uaity an# efficiency. 4 as to# that e

nee# to re#uce the a#$inistrati'e bur#en on our staff to enabe the$ to

concentrate on the $ain acti'ities of the 7ni'ersity being stu#ents an# research.

!onse=uenty, 5A4S ;5anage$ent an# A#$inistrati'e 4nfor$ation Syste$s<

as for$e# to #e'eop an# i$pe$ent the SAP ;Syste$s, Appications an#

Pro#ucts< *+" syste$ an# the ne Stu#ent syste$. SAP is the or# $ar3et

ea#er of fuy integrate# enterprise i#e syste$s ith o'er 1",000 custo$ers an#

1( $iion users or#i#e.

2oe'er, the strengths of SAP are aso it ea3nesses in ter$s of scae an#

co$pe-ity. >ou i see a nu$ber of artices in the 4% press co'ering

#ifficuties co$panies face in ter$s of i$pe$entation. We ha'e face# a nu$ber

of chaenges, hich e ha'e o'erco$e by or3ing ith the users an# bui#ing

on the s3is of the i$pe$entation tea$. 4 ha'e spo3en to a arge nu$ber ofother SAP custo$ers fro$ the Pubic sector regar#ing their i$pe$entations. n

the hoe e ha'e #ei'ere# $ore, in shorter ti$escaes, ith s$aer bu#gets

than $ost an# it is a tre$en#ous achie'e$ent. ary users in particuar ha'e,

unfortunatey, e-perience# so$e pain through i$pe$entation, but in earning

together e are i$pro'ing the syste$ an# i$pe$entation processes a the ti$e.

We i continue to #ei'er ne functionaity to users in phases to 3eep us

focuse#. %o #ate e ha'e i$pe$ente# appro-i$atey 1/ percent of the SAP

syste$. %his ea'es tre$en#ous scope to #ei'er further benefit to our users.

Se'era potentia proects ha'e area#y been i#entifie# hich incu#e@

• Process i$pro'e$ents through use of Wor3fo an# the 4ntranet

• *esearch syste$s #e'eop$ents an# a gra#ua $o'e to $ore SAP usage

• e functionaity in 2u$an *esources

• e functionaity in inance an#

• 5anage$ent 4nfor$ation+-ecuti'e 4nfor$ation Syste$s

%he i$pe$entation process i not be ithout probe$s B the $agnitu#e of

change, particuary in respect of the purchasing process an# financia re

structuring, i be consi#erabe. %his is a $aor #e'eop$ent for the 7ni'ersity

an# i enabe further significant #e'eop$ent in the future. %his presents an

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e-citing chaenge for e'eryone in'o'e#. 2a'ing superusers in a arge

organisation such as the 7ni'ersity of Cee#s aos us a to better $anage the

arge a$ount of change this pro#uct i bring to the ay things are #one. Aso,

it i ao us to =uic3y i#entify an# rectify issues by in'o'ing superusers in

the future #e'eop$ent of SAP at the 7ni'ersity. 4n or3ing together e beie'e

e can #ei'er significant benefits to the 7ni'ersity o'er the co$ing years.

4f you ha'e any =uestions pease contact the SAP office on e-t 1"98 or e$ai@

$..bu$era#$.ee#s.ac.u3 . %he WWW a##ress is http@+++ee#s.ac.u3+$ais

#ark $ulmer SAP %evelopment #ana&er

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mailto:[email protected]


http://www/leeds.ac.uk/mais


http://www/leeds.ac.uk/mais

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Introduction

'at is SAPEase# in Wa#orf, Fer$any, SAP AF ;Syste$s Appications an# Pro#ucts< is the

ea#ing pro'i#er of fuy integrate# business syste$s.

'y can*e%he 7ni'ersity:s strategic $o'e to i$pro'e processes recognise# the nee#@

, to ta3e account of other initiati'es ;e.g. co$$ercia Gbest practice:<

, for 'isibe focus an# co$piance re=uire$ents on pubic fun#e# bo#ies, fro$

the pubic, e-terna organisations an# reguatory authorities ;au#it

re=uire$ents<, to attract genera efficiency gains

, to a##ress year (000 issues.

%he obecti'es an# benefits ;percei'e# an# actua< of this change can be foun# on

our eb site ;http@++.ee#s.ac.u3+$ais<

Past+ present , futurePhase 1 of the SAP i$pe$entation as co$pete# hen e repace# the centra

inance syste$ ;Apri 1999< an# the centra Personne an# Payro syste$ in Juy

1999. We aso ga'e finance 'ie ony an# reporting access to a arge nu$ber of#epart$enta users.

Phase ( ros out the ne Purchasing an# Saes processes an# i$pro'e# inancia

$anage$ent to #epart$ents. 4$portanty, it aso bui#s reationships an#

pro'i#es a far better un#erstan#ing of each *esource+Ser'ice !entre:s business

an#, therefore, each !entre:s in#i'i#ua re=uire$ents. %he i$pe$entation of

Phase ( of SAP to a *esource+Ser'ice !entres an# Ser'ices is un#eray an#

e-pecte# to ta3e at east 1( $onths. Se'era re'ies are nearing co$petion@

i-e# Assets, Stoc3 an# 4nterna 5ar3et. Presentations ere gi'en to the SAP

Steering Froup at the beginning of 5arch (000, reco$$en#ing a ay forar# in

these areas.

A piot for the roout of the 2u$an *esource syste$ co$$ence# in 5arch

(000. nce this piot is co$pete# an# essons earnt it i be roe# out to a

other areas of the 7ni'ersity nee#ing access after the upgra#e.

%here is a great #ea of a##itiona functionaity a'aiabe in the SAP pac3age that

e are not currenty using an# through your fee#bac3, e i be abe to assess

ho best to use these functions. Area#y, fee#bac3 recei'e# through the 2ep

Des3 has instigate# research into i$pro'e$ents such as a userfrien#y reporting

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http://www.leeds.ac.uk/mais

http://www.leeds.ac.uk/mais

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$enu, the setting up of onine 7ser Froups an# the #e'eop$ent of an intranet

Purchase re=uisition soution.

SAP is continuousy #e'eoping their syste$ in response to custo$erHs #e$an#s.

%his pro'i#es the opportunity for the 7ni'ersity to benefit fro$ #e'eop$ents

an# upgra#e our syste$ accor#ingy, thus ensuring that e are using appropriate

technoogy to #ei'er the $ost effecti'e an# efficient syste$. %he ne-t upgra#e of

our syste$ i IFo Ci'e on 6 o'e$ber (000.

A##e# to that, the fouryear 5A4S strategy agree# to at Steering Froup e'e

incu#es the fooing proects@

• 2u$an resources

• inance

• *esearch

• 5anage$ent 4nfor$ation Syste$• -ecuti'e 4nfor$ation Syste$

• 4ntranet+or3fo soutions

urther infor$ation about these proects i be circuate# as it beco$es

a'aiabe.

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&enefit StatementThe primary aim of introducing the concept of Superusers for SAP at the

University of Leeds is to allow users to be directly involved in the implementation

and development of SAP.

%he SAP Proect sees the $ost i$portant benefits to *esource+Ser'ice !entres

an# !entra A#$inistration as foos@

or$aise, recognise an# support arrange$ents that $ay area#y e-ist

infor$ay

nabe a users to 3no the syste$ better an# therefore gain further benefit

Ao users to infuence the #e'eop$ent of the syste$, an# its

i$pe$entation by incusion in acceptance testing for 'ersion ).6 upgra#e

2eping *esource+Ser'ice !entres an# !entra A#$inistration $o'e toar#s

sefsufficiency, as the SAP Proect co$petes its #e'eop$ent ifespan.

!reate a Honestop shopH to $a3e i$pe$entation+support $ore $anageabefor both SAP users an# other staff

Ao the *esource+Ser'ice !entre an# !entra A#$inistration to #e'eop a

coser or3ing reationship ith SAP Proect tea$ $e$bers

*e#uce ti$e aiting for for$a SAP courses to beco$e a'aiabeK $o'e

toar#s a $ore fe-ibe Gust in ti$e: approach to user training an# support

Ao users, in ti$e, to create their on reports, aoing $ore fe-ibiity in

their use of SAP

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oles , esponsi$ilities

Superuser .o$ /escription

+o, Purpose-

%o gain a #etaie# un#erstan#ing of the SAP syste$ in or#er to $a-i$ise the benefits to

the *esource+Ser'ice !entres

%o pro'i#e first ine support an# ontheob coaching+$entoring for a users ithin their

#epart$ent for the i#entifie# SAP roe;s<.

Liases it/-

7sers ithin #epart$ent

SAP Proect tea$ $e$bers

ther superusers

#ain responsi,ilities-

Pro'i#es first ine support for a users ithin their #epart$ent for their

i#entifie# roe;s< e.g. purchasing an# finance. %his incu#es SAP an# the

associate# business processes.

Pro'i#es infor$a, onetoone coaching for other users for their i#entifie#

roe;s<

Atten#s a##itiona training ;or uses co$puter base# training< pro'i#e# by the

SAP Proect tea$

Pro'i#es fee#bac3 an# input on user #ocu$entation to SAP proect tea$

4n'o'e# #irecty in user acceptance testing of the syste$ ;using LAS<

5ay i#entify other users to assist in acceptance testing

Atten#s an# ta3es an acti'e part in user groups

Ciases cosey ith SAP Proect tea$ contacts

Acti'ey in'o'e# ith SAP upgra#e;s<

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Superuser Person Specification

2as goo# business process 3noe#ge

nthusiastic an# positi'e, both about SAP an# change

Possesses goo# change $anage$ent s3is

4s respecte# for both 3noe#ge an# e-perience ithin the #epart$ent

Foo# co$$unication s3is

Probe$ so'er

!o$petent in use of 4%, specificay SAP.


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SAP User eports

-isting users thoughts on hat being a superuser $eans for their areas@

-aterine utt/ Scool of (entristy

%he concept of superusers has been 'ery beneficia $y #epart$ent. 4 ha'e foun#

$ysef to be an in house Hhep #es3H an# in the first ee3 or so after going i'e,

spent $ore ti$e heping others than #oing $y on or3M Eeing an 4n'oice

Par3er, 4 ha'e foun# it 'ery usefu to un#erstan# the concepts of re=uisitioning

etc that prece#e in'oice par3ing. 4t has $a#e $e un#erstan# the probe$s hich

can arise but aso be abe to fin# soutions easier. 4f you 3no ho the probe$

as cause# itHs easier to put rightM %he thing to re$e$ber though is that there issuch a ot of training. 4f you are consi#ering beco$ing a super user be arne#.

%he training is 'ery intense but 4 fee 4 can #o $y ob better an# can assist $y

coeagues to a higher #egree because of it.

elen Strin0er/ Researc Support #nit

As a superuser, it is reati'ey easy to isoate probe$s that occur ith proce#ures

hich, once isoate#, can be rectifie# si$py an# hopefuy a'oi#e# for the future.

1ulia "ickers0ill/ Researc Support #nit

Issues identified and clarified

!anHt aays fin# a##resses for in'oices

2a'e to arrange for ne a##ress co#es to be set up

2u$an resources syste$ not as goo#

ot gi'en fu training for 2*

Different reference nu$bers for 4% notes, #oes not sho the nu$ber to oo3 up in

finance, for a copy you ha'e to oo3 up another nu$ber in SAP.

E@ %hese issues highight ho superusers can assist the SAP tea$ an#appropriate action fe# bac3 to i$pro'e use of the syste$. %he 2* syste$ i be

roe# out ith further training after the upgra#e is co$pete#.


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0e ole of te &usiness #ner ,

/eputy%he business oner is responsibe for the part of the SAP syste$ that reates to

their on area of or3. %he syste$ is one# by the Ibusiness, for e-a$pe,

inance, Purchasing or 2u$an *esources etc, ho ha'e to ta3e responsibiity for

specific areas as foos@

Any changes to the syste$ nee# to be authorise# by the business oner.

%hese changes $ay be correctiona or #e'eop$enta, but because they ha'e

an i$pact on operations the business $ust ha'e a cear un#erstan#ing of the

i$pications an# ta3e responsibiity for ensuring the integrity of processes. A

for$ i be a'aiabe hich i act as the #ocu$ente# contro $echanis$

Access to use of the syste$ is go'erne# by security profies. %he business

oner is in the best position to appreciate the contros that nee# to be in pace

an# $ust authorise changes in profies or contents of profies. An

authorisation for$ is a'aiabe for #ocu$enting this process

%here i be occasions here i$pro'e$ents to the syste$ are i#entifie#.

%hese changes $ay be instigate# by the users or the SAP tea$, or as the

resut of e-terna infuences, i3e go'ern$ent egisation. %he business oner

is the person ho $ust cha$pion this change

Any issues that arise or changes that nee# to be consi#ere#, i3e an upgra#e,

shou# be #iscusse# ith the business oner an# they shou# be in'o'e# in

the #e'eop$ent of poicy an# the approach to reso'ing $atters

%o a'oi# bottenec3s a #eputy i be i#entifie#, hose roe is in support of

the business oner an# i ha'e 3noe#ge of a si$iar type

Any changes $ust be signe# off by the business oner, fooing co$petion

of testing by the superuser to their satisfaction

%he business oner acts as the in3 person to other areas on hich the syste$

i$pacts, either centray, in *esource+Ser'ice !entres or e-ternay

*ecognition of the i$pact of change on other business areas nee#s to be ta3en

into account an# cose iaison $aintaine# to ensure there is no a#'erse effect

%he business i or3 cosey ith senior $anagers on a aspects of change

an# in'o'e the$ in any #ecision $a3ing of significance.


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Contacts

SAP Pro2ect Contacts5A4S Progra$$e Director Peter Eoan#s p.boan#see#s.ac.u3 1"90

SAP Proect De'eop$ent

5anager 5ar3 Eu$er $..bu$era#$.ee#s.ac.u3 "/

SAP Proect

A#'isor;4+Payro<John Ciyhite .c.iyhitea#$.ee#s.ac.u3 6061

SAP Proect A#'isor ;2u$an

*esources<!aroine Cangha$ c..angha$a#$.ee#s.ac.u3 )1/0

SAP Proect 5anager Earry Dic3son b.#ic3sona#$.ee#s.ac.u3 1"96

SAP Proect 5anager John Eoton .p.botona#$.ee#s.ac.u3 1"96

Administration

SAP Proect A#$inistrator 5ichee %ocher $..tochera#$.ee#s.ac.u3 1"98

SAP Proect ffice an#

%raining !er3Nathy Dyer 3..#yera#$.ee#s.ac.u3 "6

0ecnicalSAP perations 5anager *ichar# Webb r.h.ebba#$.ee#s.ac.u3 )09(

SAP %echnica Support Sarah Wison s..isona#$.ee#s.ac.u3 "8)

0rainin*

5A4S %raining 5anager !hristine Wico- c.ico-a#$.ee#s.ac.u3 1"8

SAP %raining !or#inator Da'i# Fraha$ #.graha$a#$.ee#s.ac.u3 "68

SAP Proect ffice an#

%raining !er3 Nathy Dyer 3..#yera#$.ee#s.ac.u3 "6

Support , /evelopment

Support %ea$ Cea#er *ichar# *ee'es r.i.ree'esa#$.ee#s.ac.u3 1"91

SecurityPau White p.hitea#$.ee#s.ac.u3 1"9"

5ichae *usse $..russea#$.ee#s.ac.u3 1"9)

4+%*+SD Si$on Eroo$e s.$.broo$ea#$.ee#s.ac.u3 1"91

!+PS John Wiis .s.iisee#s.ac.u3 1"9)

55 Janee Ear3er .$.bar3era#$.ee#s.ac.u3 "69

%rish Eurnett p.a.burnetta#$.ee#s.ac.u3 "69

2* Sue Eirch s.bircha#$.ee#s.ac.u3 1"9"

%ony 5oran t.$orana#$.ee#s.ac.u3 1"9/

Pase 3

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Purcasin* ContactJohn Draper faca#a#$.ee#s.ac.u3 (99(

Sales Contact Cynne Wison .isona#$.ee#s.ac.u3 60)1

Accounts Contact Si$on Eroo$e s.$.broo$ea#$.ee#s.ac.u3 1"91

4elpdesk hep#es3ee#s.ac.u3 /"66

Accounts Paya$leEusiness ner John Ciyhite .c.iyhitea#$.ee#s.ac.u3 6061

Eusiness Deputy 5arianne *oberts $.e.robertsa#$.ee#s.ac.u3 606)

Super7ser tba

Accounts eceiva$le5SalesEusiness ner John Ciyhite .c.iyhitea#$.ee#s.ac.u3 6061

Eusiness Deputy Pat Sutton p.crafor#a#$.ee#s.ac.u3 60/"

Super7ser Cynne Wison .isona#$.ee#s.ac.u3 60)1

Controllin*Eusiness ner Stephen Wiis s.g.iisee#s.ac.u3 6016

Eusiness Deputy Jane Durha$ ..#urha$a#$.ee#s.ac.u3 6(86

Super7ser 5i3e erraby $.r.ferrabya#$.ee#s.ac.u3 6090

Pro2ectsEusiness ner Stephen Wiis s.g.iisee#s.ac.u3 6016

Eusiness Deputy Jane Durha$ ..#urha$a#$.ee#s.ac.u3 6(86

Super7ser 5i3e erraby $.r.ferrabya#$.ee#s.ac.u3 6090

"inanceEusiness ner John Ciyhite .c.iyhitea#$.ee#s.ac.u3 6061

Eusiness Deputy Jeff Nnoes .3noesa#$.ee#s.ac.u3 6"19

Super7ser *ache Cee r.$.eea#$.ee#s.ac.u3 6"19

0reasuryEusiness ner Ste'e Ney s.a.3eya#$.ee#s.ac.u3 6009

Eusiness Deputy Fi Do'er g.f.#o'era#$.ee#s.ac.u3 60)"

Super7ser Donna A#a$s #.e.a#a$sa#$.ee#s.ac.u3 60"(

"i6ed AssetsEusiness ner Ste'e Ney s.a.3eya#$.ee#s.ac.u3 6009

Eusiness Deputy 2een %ayor h.r.tayora#$.ee#s.ac.u3 /989

Super7ser Donna A#a$s #.e.a#a$sa#$.ee#s.ac.u3 60"(

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7A0 , 0a6Eusiness ner John Ciyhite .c.iyhitea#$.ee#s.ac.u3 6061

Eusiness Deputy Juiet S$ith .c.s$itha#$.ee#s.ac.u3 60"1Super7ser Debbie A#a$s #..a#a$sa#$.ee#s.ac.u3 60"1

Period 8nd Processin*5SystemsEusiness ner John Ciyhite .c.iyhitea#$.ee#s.ac.u3 6061

Eusiness Deputy Juiet S$ith .c.s$itha#$.ee#s.ac.u3 60"1

Super7ser AOiO 2a=ue a.ha=uea#$.ee#s.ac.u3 60")

r*anisational StructuresEusiness ner An#re Par3inson a..par3insona#$.ee#s.ac.u3 )018

Eusiness Deputy Corna 2ason .$.hasona#$.ee#s.ac.u3 )0"(

Super7ser An#re Eusby a..busbya#$.ee#s.ac.u3 )01

4uman esourcesEusiness ner !aroine Cangha$ c..angha$a#$.ee#s.ac.u3 )1/0

Eusiness Deputy Ju#ith 2ar#y .3.har#ya#$.ee#s.ac.u3 )1/1

Super7sersJane Dufton

2een etcher

.#uftona#$.ee#s.ac.u3

h..fetchera#$.ee#s.ac.u3

)1/(

"969

4esaEusiness ner An#re Par3inson a..par3insona#$.ee#s.ac.u3 )018

Eusiness Deputy !aire eetoo# c..feetoo#a#$.ee#s.ac.u3 )016

Super7ser An#re Eusby a..busbya#$.ee#s.ac.u3 )01

PayrollEusiness ner !i'e Da'ies c..#a'iesee#s.ac.u3 )1/0

Eusiness Deputy Jane Star3 .e.star3a#$.ee#s.ac.u3 )1"(

Super7ser Jane Star3 .e.star3a#$.ee#s.ac.u3 )1"(

Purcasin*5StockEusiness ner %i$ Erannon t.p.brannona#$.ee#s.ac.u3 60"0

Eusiness Deputy John Draper faca#a#$.ee#s.ac.u3 )1)(

Super7sers A$y Eushe a.c.bushea#$.ee#s.ac.u3 (99/

esearcEusiness ner Nathy Eronri#ge 3.bronri#gea#$.ee#s.ac.u3 60/0

Eusiness Deputy *obert S$ith r.a.s$itha#$.ee#s.ac.u3 /91

Super7ser 2een Stringer h..boyesee#s.ac.u3 60/(

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esource Centre Contacts "IArabic an# 5i##e astern

Stu#ies

Pa$ %yson

p.tysonee#s.ac.u3 ")(1Eioogica Sciences Da'i# Sutciffe b$b#see#s.ac.u3 "0)8

arth Sciences Eob 5oorcroft b.$oorcroftearth.ee#s.ac.u3 /(/)

ectronic an# ectrica

ngineering

Juie *ee'es .p.ree'eseeceng.ee#s.ac.u3 (069

4nstitute for %ransport

Stu#ies

2aOe Eriggs h.#.briggsits.ee#s.ac.u3 /"(8

4nstitute of !o$$unications

Stu#ies

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Academic Services Contacts "I!areers !entre ataie 2ey n..heyee#s.ac.u3 /(88

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