university of dundee one it. business services structure review mark lloyd assistant director,...
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UNIVERSITY OF DUNDEEONE IT
Business Services Structure Review
Mark LloydAssistant Director, Business Services
“To become Scotland’s leading University we need an organisation that is productive, efficient, operates using single processes and approaches, makes the best use of its systems to provide information that will inform operational and strategic decisions and ensures single line management, with staff based where best to deliver the service required…”
Professor Pete Downes – Principal and Vice-Chancellor
One Dundee
The efficient coordination of resources in those teams supporting information systems across the University.
University Strategy to 2017
One IT
“For changes like this to be effective they have to be much more than a rebranding or restructuring, they have to represent a fundamentally different approach to the way we deliver services, conduct our business and function as a University”
Professor Pete Downes – Principal and Vice-Chancellor
One Approach
Infrastructure
WebDev
Email Systems
Business Systems
Desktop&
Dev 100% core
funded
What does ‘in-scope’ mean?
School or College Specific
Shared b/w Colleges
University WideNetwork, web, security, email, end user devices, storage, office apps, business systems, library and learning systems,
backup, DR, directories etc.
"The University is open to reviewing its position if information becomes available during consultation which means that you should not be considered within scope. The purpose of the individual consultation meeting is to confirm whether you are in scope for the IT restructure, to clarify your current role and responsibilities, to discuss the overall goals and proposed IT structure and to understand your career aspirations and how we can work together on our transformation journey. I would like to stress that this is not an interview or part of any selection process for proposed roles.”
Individual Consultations
Monday 2nd February through Friday 27th February50 minute meetingsWork colleague or union rep to accompany if desiredMember of HRMember of IT Management TeamPlease contact Maureen Robertson to schedule a timeMeetings will be available on main campus and at Ninewells
Please let Maureen know if you are interested in one of the senior positions (direct report to management team) so we can prioritize the individual consultations.
Individual Consultations
Fortnightly meeting with all 3 unions (next meeting 30 Jan)
Part of formal procedure for managing organizational change
Collective Consultation
Dalhousie BuildingTue 27th 2:30 2G13 Director’s OfficeWed 28th 9:30 3G02 Infrastructure & Research
ComputingWed 28th 2:30 3G02 Business Services
Scrymgeour Building
Fri 30th 2:00 4.01 End User ServicesFeb TBC - Web
Structure Sessions
We will continue to follow a phased top down hiring process
All Senior roles (direct reports to the management team) will be advertised and go through a formal interview process in March / April
Interview panel will be comprised of university wide representation
Once those roles have been filled we will determine which roles are advertised and which will be matched
Selection Process
BusinessServices
BusinessOperations
Business Services - Scope
Pace of change is accelerating
Massive change backlog
Maturity of cloud services
Always available expectation
Need for transformation
Business Services - Context
Business Transformation
Business Systems• 720 business systems collected (includes spreadsheets and
databases)• 46 (6.4%) are corporate systems and 674 (93.6%) are
departmental• 55% of departmental systems duplicate functionality available
but not deployed in major corporate systems– 105 (15%) in SITS– 17 (2%) in Timetabling– 126 (18%) Coda/PECOS Finance– 122 (18%) HRMS
Source: PWC Business Case
Value Focused?
Educated PeopleResearch OutcomesLocal Community
Really?
Aim for Service Excellence
Embrace the opportunities offered by the cloud
Third party service management model
Focus on Business Process Management
Good practice leadership
Direction of Travel
Business Services - Horizon
Strategy
Operations
Business Processes
Application
Integration
BusinessServices
BusinessOperations
Business Services - Domains
People Students
Learning & Teaching
Research
Money
Skills & Competencies
Duties
Qualifications & Experience
Role Purpose
Based entirely around SFIA Skill descriptions.As the SFIA text has been used verbatim there are naturally occasions where there will be an overlap between role holders. Once the role holders are in place we expect agreement and consensus to form facilitated and enabled by the management team.Defines at the
highest level the job and what is to be performed
Appropriate Essential and Desirable qualifications and experience necessary to fulfil the role
This is where the non technical and behavioural aspects of roles have been captured.
HERA
Job DescriptionsWe have created job descriptions for each post, using a template approach where possible. We expect to discuss and explore these during both structural and individual consultations
IT Director, Paul Saunders
Assistant Director (Business Services)
Deputy Director (Infrastructure & Research
Computing)
Assistant Director (End User Services) Director’s Office
IT Management Team
Assistant Director (Business Services)
Service Delivery Manager
(Learning & Teaching Systems)
Business Application Specialists
Service Delivery Manager (Student Systems)
Business Analysts
Business Application Specialists
Service Delivery Manager
(Research Admin Systems)
Business Analysts
Business Application Specialists
Service Delivery Manager
(People Admin Systems)
Business Analysts
Service Delivery Manager (Finance Systems)
Business Analysts
Project Portfolio Manager
Change Coordinator
Business Services Team
Mark Lloyd Assistant Director Business
Services
Service Delivery
Manager (People Administration
Systems) (8)
Service Delivery
Manager (Finance Systems) (9)
Service Delivery
Manager (Research Administration
Systems)(8)
Service Delivery
Manager (Student Systems) (9)
Business Application Specialist (Student
Systems)(7)
Business Application Specialist(Research
Administration Systems)(7)
Business Analyst
(People Administration
Systems)(7)
Business Analyst
(Finance Systems)(7)
Business Analyst
(Student Systems)(7)
Business
Analyst(Research Administration
Systems) (7)
Project Portfolio
Manager (8)
Change Co-ordinator
(6)
Business Analyst
(Finance Systems)(7)
Business Application Specialist(Research
Administration Systems)(7)
Business Application Specialist (Student
Systems)(7)
Business Application Specialist (Student
Systems)(7)
Business Application Specialist (Student
Systems)(7)
Business Application Specialist (Student
Systems)(7)
Service Delivery
Manager (Learning Systems) (8)
Business Application Specialist (Learning
Systems) (7)
Business Application Specialist (Learning
Systems) (7)
Business Analyst (Student
Systems)(7)
Proposed UoD-IT Business ServicesOrganization Structure
Including expected post grades
Service Delivery ManagersActing fully in the interests of the University, within a budgetary framework: • The Service Delivery Manager (Domain) is ultimately accountable for the quality and performance of the
IT services within their remit and ensuring that they deliver what it promises in alignment with the business. They have the authority and accountability for each service throughout its lifecycle, including the initiation, design, transition, implementation, operation, monitoring and improvement, and eventual retirement. As Service Owner they have responsibility for the long-term sustainability and suitability of the service.
• The Service Delivery Manager (Domain) reports into the Assistant Director, Business Services. The team currently comprises approximately n staff with support, development, and functional/process knowledge. It is anticipated that the majority of systems development work will be performed by third party suppliers, the Service Delivery Manager will be accountable for the successful delivery of these projects to time, cost and quality constraints.
• Agree and maintain an appropriate service level management approach for Domain Systems. Continually review service performance against service level agreements and ensure they remain relevant and appropriate.
• Build strong, constructive relationships with service users and key stakeholders across the University.• Be familiar with relevant University IT-related policies (acceptable use, data protection, FOI, information
security, purchasing etc.) and advise colleagues and end-users accordingly.• Represent UoD IT and University externally amongst peer institutions and industry associations.
Business Analysts / Application Specialists
Acting fully in the interests of the University, with accountably for an allocated workload, and supporting the Service Delivery Manager: • The role holder will contribute to the configuration and customisation of the
applications within the team’s remit. The post holder is expected to design and implement solutions to serve a wide range of business processes associated with the management and support of administrative and support systems across the University, contribute to development of interfaces with other University systems, to data migration activities from a technical perspective. This role is for experienced analysts who have gained considerable subject expertise and are able to use their experience to make a positive contribution within the team.
• Is accountable for service delivery and quality of allocated work escalating issues when appropriate to senior colleagues.
• Promote service management and continual service improvement to improve quality of customer satisfaction with UoD IT services.
Programme ManagementActing fully in the interests of the University, the context of the Business Services change programme, the Projects Portfolio Manager is: • Responsible for the support and guidance on portfolio, programme and project management processes,
procedures, tools and techniques. Support includes the definition of portfolios, programmes, and projects; advice on the development, production and maintenance of business cases; time, resource, cost and exception plans, and the use of related software tools. Tracking and reporting of programme/project progress, and performance are also covered, as is the capability to facilitate all aspects of portfolio/programme/project meetings, workshops and documentation.
• Responsible for the provision of portfolio, programme and project office services.• Responsible for the catalogue of project requests, supporting stakeholders in the preparation of requests and
processes to prioritise these for delivery.• Facilitate Information Management Committee and subcommittees currently Architecture Review Board, Projects
and Programmes Board and other committees formed to support the Business Services change programme. • Agree and maintain an appropriate service level management approach for the Programme Management Office.
Continually review service performance against service level agreements and ensure they remain relevant and appropriate.
• Build strong, constructive relationships with service users and key stakeholders across the University.• Be familiar with relevant University IT-related policies (acceptable use, data protection, FOI, information security,
purchasing etc.) and advise colleagues and end-users accordingly.• Represent UoD IT and University externally amongst peer institutions and industry associations.
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Q & A