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

  • Administration Service identity

 MUST

  • Staff composition and structure of Administration Service

 MUST

  • Launch of new Administration Service

 MUST

  • Clear roles and responsibilities (organisation chart)

 MUST

  • All admin staff have up to date, consistent Job Descriptions

 MUST

  • Clear career pathways and professional development opportunities for admin staff

 MUST

  • Review of admin processes, forms and practices
 MUST
  • Implement standardised and efficient (within constraints) admin processes, forms and practices

 MUST

  • Design & implementation of interim and/or final workflow structure

 MUST

  • Methodology for creation of knowledge base

 MUST

  • Service catalogue

 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

Project Info

Project
Integrated Administration Services
Code
ISG004
Programme
Z. IS Change - Working Together (CWT)
Management Office
ISG PMO
Project Manager
Rhona McMorland
Project Sponsor
Alistair Fenemore
Current Stage
Close
Status
Closed
Start Date
30-Jan-2017
Planning Date
n/a
Delivery Date
27-Jul-2018
Close Date
08-Aug-2018
Overall Priority
Higher
Category
Discretionary

Documentation

Plan