Overview
Background
The Integrated Administration Services project sits within the ISG Change Programme, which has been created to focus on how staff in ISG work together and how services are delivered, enabling everyone in ISG to play their part in taking the service forward and making it fit for the future. The ISG Change Programme is focusing on nine key themes, one of which is Working Together.
The purpose of the Working Together theme is two-fold:
* to have flexible, innovative and attractive working environments across the whole of IS, where Divisions, Teams and staff can interact and collaborate freely irrespective of their physical location
* to create flexibility in both how and where we work; and to make more effective and efficient use of our time through improved processes and business tools
The Integrated Administration Services project is part of the Working Together theme.
Scope
In scope:
Administrative services provided by staff using processes and forms owned solely by Information Services.
Office Administration - e.g. Diary Management, Filing, Office Reception, Catering, Travel
Finance - e.g. Transactional, Management Accounting, Procurement
HR - e.g. Recruitment, Absence Management, ADRs, Policies
Information & Analysis - e.g. Information Processing, Data Analysis, Dealing with Enquiries
Planning - e.g. Resource Planning, Flat Cash Budgeting, Service Costing
Committees/Governance - e.g. Agendas, Note Taking, Creating & Distributing Papers
Facilities - e.g. Updating Fire Steward & First Aiders, IT Equipment & Access, Telephones
Out of scope:
* Changes to Enterprise processes and systems (Central Finance, Central HR)
Out of scope, for this phase:
* Facilities tasks such as post, store room
* Project support admin tasks
* Other non-central admin tasks such as AV bookings, switchboard
Objectives
The primary objective is the launch of a well-articulated, integrated, effective and efficient administration service.
Deliverables
Deliverable |
Priority |
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MUST |
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MUST |
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MUST |
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MUST |
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MUST |
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MUST |
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MUST |
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MUST |
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MUST |
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MUST |
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MUST |
Benefits
By implementing an integrated administration service, the following benefits are expected to be delivered:
- flexibility of admin resource to better manage workload
- removal of duplication of effort
- reduction in vulnerability of small admin cohorts
- greater flexibility for managing peaks and troughs
- efficiency gains from improved processes
- admin staff have developed their knowledge and skills base
- the rest of the University finds it easier to interface and communicate with ISG
These benefits will be measured by proxy:
- satisfaction surveys of admin service
- one finance measure e.g. no. of outstanding Purchase Orders – to be confirmed with IS Finance
- one HR measure e.g. average length of time taken to recruit – to be confirmed with IS HR
This project is in line with the IS Strategic Vision:
Service Excellence:
- Process improvement, efficiency, quality and best practice
Success Criteria
The project will be viewed as successful if the MUST HAVE deliverables are achieved. In addition, we will want to ensure that the level of service being provided by the admin team is viewed as least as good, if not better than before it was integrated.
Project Milestones
Target Date Title Stage
6 Feb 2017 Project Start Initiate
23 Mar 2017 Project Brief & Plan sign off Plan
16 Jun 2017 Standardisation of Processes/Forms/Practices – Phase 1 Execute
24 Jul 2017 Standardisation of Processes/Forms/Practices – Phase 2 Execute
23 Aug 2017 Standardisation of Processes/Forms/Practices – Phase 3 Execute
30 Sep 2017 Standardisation of Processes/Forms/Practices – Phase 4 Execute
5 Sep 2017 Definition of Administration Services Execute
30 Sep 2017 Structure Defined (Org. Chart) Execute
31 Oct 2017 Structure Implemented Delivery
2 Nov 2017 Closure Close