The team has had a busy week, we had the Enable SMWG meeting on Tuesday which is our first get together since the middle of last year, we also had some dissemination events to attend and a Document Management workshop. It was good to get everyone around the table again for the SMWG. We were able to give them a quick update on what we had been up to and how we have been using the Enterprise Programme Approach to support projects, including working closely with initiatives such as the Quality Review and the SURF Portfolio Review. We also gave each member a copy of all the issues that arose during the first interview phase, broken down by those already being addressed and those not being addressed. Those highlighted as not being addressed also had an “impact” column. The SMWG has been asked to look through this list and see whether they agree with the issues (or whether they are perceptions – as discussed in “Barriers to being flexible – Myth or Reality?”. We have also asked them to consider which issues they think should be the priority for the university.
One of the main streams of the Enable is to help support a change in how we do CDD. As part of this we do the programme approach mentioned above, but we also want something tangible. As part of this we have taken the work of the Quality Review and their recommendations and taken one aspect we could use within Enable, as an example of the benefits of using a holistic approach. We will be using the same modelling framework that we used to create the baseline report and intend to fully engaging all stakeholders involved. We are looking at a 6 month initiative to e-enable the External Examiner process within QIS and Faculties. This was deemed to be be a practical scope for the Enable project team to handle, and with the help of those within the Quality Review we will also be creating the “to be” model mentioned in previous posts. This was presented at the SMWG with the use of a PID (Project Initiation Document) which raised some questions that we needed to address:
- What technology are we planning to use? this was raised as we need to review document management as part of this work, and we mentioned that an example would be SharePoint. This made the SMWG think we had already picked the technology. We haven’t and in fact we are part of a steering group that is looking at university wide requirements for document management. This group is designed to give the university a solution (or number of solutions) for document management within a short time frame.
- Is this just a solution for solutions sake? No, this was a real problem highlighted by the Quality Review, it is a small scope project that will be able to prove proof of concept that can be moved to other areas of CDD once the “to be” model has been created, and the skills have been acquired to implement the solution.
- Are we really planning to model both “as is “ and “to be” of the whole of CDD in 6 months? Yes and No, most of the “as is” model has been produced as part of the baseline report from last year, although some changes have taken place that need to go in, the “to be” model can not be created without the input of process owners, we will be modelling how they see the “to be” not creating it in isolation as we don’t own the processes. We can however use the “as is” model to help identify areas of improvement.
We have had the go ahead on the “project” however we are all meeting again in 6 weeks to discuss the proposals given by the Document Management Group as to what technologies need to be in place and what the cost implications would be and how they would be handled.