uk he shared services chris cobb pro vice-chancellor

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UK HE Shared Services Chris Cobb Pro Vice-Chancellor

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UK HE Shared Services Chris Cobb Pro Vice-Chancellor. Shared Services - Definitions. Centralisation within one institution Sharing between institutions Out-Sourcing to a third party. Origins/Perspectives:. Gershon Review (2004/5) Transformational Government Technology (2005) - PowerPoint PPT Presentation

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Page 1: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

UK HE Shared Services

Chris CobbPro Vice-Chancellor

Page 2: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

Shared Services - Definitions

• Centralisation within one institution

• Sharing between institutions

• Out-Sourcing to a third party

Page 3: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

• Gershon Review (2004/5)• Transformational Government Technology (2005)• NHS – XANSA (now Steria)

– 150 Healthcare Trusts– 21M patient records– £225M in savings

• Austria• HEFCE

– KPMG Report– Pilot Studies– …..?

• SCONUL – University Librarians• JISC – Joint Information Systems Committee

Origins/Perspectives:

Page 4: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

Austrian Model

Page 5: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

KPMG Shared Services in HE Report: Barriers

Barriers:• The additional costs of shared services as a result of

irrecoverable VAT.• The need for HEIs to maintain their independence

(and be seen to be doing so), when they are in competition with one another. Threat to academic or operational independence, or sharing student services without compromising a competitive advantage

Page 6: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

• UCAS >500,000 undergraduate applications processed per year• JANET network connecting UK universities, FE Colleges, Research

Councils, Specialist Colleges and Adult and Community Learning providers. Over 18 million end-users.

• USS – pension fund with 133,000 active members• SLC – over 800,000 loan applications for September 2010• RCUK – shared HR, finance, procurement, IT, payroll, grant processing• M25 Library group – 59 member institutions• Follow the Sun – out of hours ICT Support• Internal Audit : Kingston City Group, UNIAC • Procurement – Advice and consortia LUPC, SUPC et al• SUMS – management consultancy services with 31 members

KPMG Shared Services in HE Report: UK Examples

Critical Mass Economy of Scale

Page 7: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

Ernst Young – Finance Function

• Decision Support– Perform planning, budgeting & forecasting– Perform cost management & profitability– Evaluate & manage financial performance– Manage capital

• Control– Manage Internal Control– Manage Treasury– Manage Taxes

• Reporting– Manage policies and procedures– Perform product and general accounting– Deliver reporting

• Transaction Processing– Process accounts payable– Process expense reimbursements– Process payroll– Process revenue accounting

Page 8: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

HEFCE Feasibility Pilots / Institutional Experiences

•Research Data Services•Salford & Derby shared data centre•Bloomsbury Group•Durham •Finish (Helsinki) •Liverpool•Austria

Page 9: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

University of Liverpool & Liverpool John Moores University by PA Consulting

Opera tional transactions

(procurement) (F4)

Opera tional part ner rela tionship

mana gement

FAC

ULT

Y Commercial Planning

Mana gement Reporting

Programme Management & AdviceTimetabling &

workload planningTier 3 ap plication

Support

Teaching and research Technical Support

Research & Research Training

administration

Recruit, Select

Appoint (H1)

Mana ge Placements

Committee Support

= partial ta rge tKEY

Delivery Processes Support Processes

Student Admin

Mana gement & Policy

Enquirymanagement

Stude ntFinancials

Enrolment

Service

Planning & Business

Development

Legal Services C3)

Committee Secretariat

Mana gement Reporting

Audit, Complianc e & Risk

Mgt (C2 & F5)

Corporate Information

Academic Teaching & Lea rning Suppo rt

(LS2)

Learning design & production (LS 1)

Educational Techn’gy support(LS3, LS 4 & L S5)

Management & Policy

Manage G rantApplications

Mana ge Research Highe r Degrees

Mana gement & Policy

Mana ge Research Support Units

BibliographicServices

InformationServices

LendingServices

Recruit, Select

Appoint (H1)

Provide Advice

Training &Development

(H2)

Mana gement & Policy (I1)

IT Strat egy & Architectu re

Production & Opera tions Support (I3 )

FM Mana gement & Planning (P S1)

Maintenanceservices &

supervision (PS3)

Space Mana gement

Marketing Opera tions

(M1, M5 & M6)

Business SystemsMana gement

& Support (I2 & I4)

CommunicationInfrastructure

Mgt (I6)

Domestic Sales

Fund raising/ Alumni mgt (M4)

Client relationship

Mgt (M3)

Strategic JV relationship mana gement

Mana ge agent relationships

Admissions

Mana gement & Policy (PS1)

Mana gement & Policy

Workshops, Stores & delivery

Financial Planning &

Rep orting (F3)

Opera tionalTransactions (F4)

Mana gement & Policy

Mana ge Commercial

Entities

International sales

AcademicSupport

ResearchSupport

Partner Relationships

Library Services

Human Resources

Information Technology Finance Facilities

Management Marketing Corporate Services

CEN

TRAL Ex ams

Mana gement

Mana gement & Policy

Student Support

Mana gement & Policy

Health

Internatio nalSupport

Careers

Couns elling

Loans / Welfare

Accommod ationSupport

Mana gement & Policy

Management & Policy (H8)

Health & Safety (H4)

Security

Procu rement

Payroll

Cate ring (PS4)

Printing P ost & Transport

(PS5)

Collabo ration withreg. and na t.

Libra ries (LS6 )

Maintain staff records

(H6)

Monito r staff absence

(H7)

Employee relation mgt

(H3)

Equal opportunities

mgt (H5)

Employee counselling

Client RelationshipMana gement (I5 )

Decision Support (F1)

Financial Cont rol (F2)

BusinessContinuity

TravelPlanning

Environment(not cleaning )

PublicAccountability

Mana ge student

survey (Q2)

Quality mgtreporting (Q1 & Q4)

Conduct inte rnalacademic audit (Q5)

Produce statuto ry reports (P1)

Mana ge resourcesallocation (P 2)

Mana ge f acultyschool & service

planning (P 3)

Mana geprogrammeslifecycle (P4)

Mana ge student numb er policy (P5 )

Mana ge & planOSS programme

structu re (P6 )

Mana gebenchmarking

info (P 7)

= Full target

Opera tional transactions

(procurement) (F4)

Opera tional part ner rela tionship

mana gement

FAC

ULT

Y Commercial Planning

Mana gement Reporting

Programme Management & AdviceTimetabling &

workload planningTier 3 ap plication

Support

Teaching and research Technical Support

Research & Research Training

administration

Recruit, Select

Appoint (H1)

Mana ge Placements

Committee Support

= partial ta rge tKEY

Delivery Processes Support Processes

Student Admin

Mana gement & Policy

Enquirymanagement

Stude ntFinancials

Enrolment

Service

Planning & Business

Development

Legal Services C3)

Committee Secretariat

Mana gement Reporting

Audit, Complianc e & Risk

Mgt (C2 & F5)

Corporate Information

Academic Teaching & Lea rning Suppo rt

(LS2)

Learning design & production (LS 1)

Educational Techn’gy support(LS3, LS 4 & L S5)

Management & Policy

Manage G rantApplications

Mana ge Research Highe r Degrees

Mana gement & Policy

Mana ge Research Support Units

BibliographicServices

InformationServices

LendingServices

Recruit, Select

Appoint (H1)

Provide Advice

Training &Development

(H2)

Mana gement & Policy (I1)

IT Strat egy & Architectu re

Production & Opera tions Support (I3 )

FM Mana gement & Planning (P S1)

Maintenanceservices &

supervision (PS3)

Space Mana gement

Marketing Opera tions

(M1, M5 & M6)

Business SystemsMana gement

& Support (I2 & I4)

CommunicationInfrastructure

Mgt (I6)

Domestic Sales

Fund raising/ Alumni mgt (M4)

Client relationship

Mgt (M3)

Strategic JV relationship mana gement

Mana ge agent relationships

Admissions

Mana gement & Policy (PS1)

Mana gement & Policy

Workshops, Stores & delivery

Financial Planning &

Rep orting (F3)

Opera tionalTransactions (F4)

Mana gement & Policy

Mana ge Commercial

Entities

International sales

AcademicSupport

ResearchSupport

Partner Relationships

Library Services

Human Resources

Information Technology Finance Facilities

Management Marketing Corporate Services

CEN

TRAL Ex ams

Mana gement

Mana gement & Policy

Student Support

Mana gement & Policy

Health

Internatio nalSupport

Careers

Couns elling

Loans / Welfare

Accommod ationSupport

Mana gement & Policy

Management & Policy (H8)

Health & Safety (H4)

Security

Procu rement

Payroll

Cate ring (PS4)

Printing P ost & Transport

(PS5)

Collabo ration withreg. and na t.

Libra ries (LS6 )

Maintain staff records

(H6)

Monito r staff absence

(H7)

Employee relation mgt

(H3)

Equal opportunities

mgt (H5)

Employee counselling

Client RelationshipMana gement (I5 )

Decision Support (F1)

Financial Cont rol (F2)

BusinessContinuity

TravelPlanning

Environment(not cleaning )

PublicAccountability

Mana ge student

survey (Q2)

Quality mgtreporting (Q1 & Q4)

Conduct inte rnalacademic audit (Q5)

Produce statuto ry reports (P1)

Mana ge resourcesallocation (P 2)

Mana ge f acultyschool & service

planning (P 3)

Mana geprogrammeslifecycle (P4)

Mana ge student numb er policy (P5 )

Mana ge & planOSS programme

structu re (P6 )

Mana gebenchmarking

info (P 7)

= Full target

Page 10: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

Liverpool Outcomes

Leave Standalone Collaboration Shared Services Exams Management Student Support – Health HR – Employee Counselling Finance – Financial

Planning & Reporting Management Reporting Audit Compliance Catering

Bibliographic Services Library Information

Services Student Support –

Accommodation Support Facilities management -

Travel planning Risk Management

Student Financials Student Support – Counselling Students Support – Loans/Welfare HR –Training & Development HR – Maintain Staff Records HR – Monitor Staff Absence HR – Payroll IT – Production & Operation Support IT – Business Systems Management & Support Finance – Operational Transactions Facilities management - Business Continuity Health & Safety Printing Post & Transport

Page 11: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

Standing Committee (SCONUL)

•Library Management Systems•Modularisation•SAAS

•Resource Discovery standards•Licensing

•92% interest in a shared service undertaking e-Journals licensing•92% interest in a shared service undertaking e-Books licensing•84% interest in a shared system for Electronic Resource Management•77% interest in a shared service undertaking ERM

Page 12: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

Joint Information Systems Committee (JISC)

•Duke and Jordon Report•Flexible Service Delivery Programme

•Enterprise Architecture•Service Orientated Architecture•System Modularisation•Cloud Computing

Page 13: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

Duke & Jordon: Systems

Source: JISC Shared Services Study Report 2. “Software currently in use for administrative systems in UK FE & HE. Undertaken by Duke & Jordon April 2008

Page 14: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

Duke & Jordon: Principal Drivers for ICT Shared Services

0

20

40

60

80

100

Don't know

Not important at all

Slightly important

Fairly important

Very important

Page 15: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

•Hybrid cloud solution for research repository services•Regional University collaboration with local council for shared ICT service•Use of EA:

•centralised timetabling for space efficiency and carbon reduction•smart card access control•integrated learning environments

•Product modularisation utilising cloud deployed systems and SOA•Secure electronic document delivery e.g. degree certificates•GRID enabled HPC•Cloud based Enterprise Service Bus•Research Management

JISC Flexible Service Delivery Programme (FSD)

Page 16: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

•Reluctance dissipating with burning platform of fiscal crisis, cut-backs•VAT – despite increase it is unavoidable and staff costs are increasing (pay & pensions)•New Gov’t push for efficiency, driven by fat cat perception - £20M stimulus

•Shared Data Centres•E-Procurement•FSD Funding

Current Situation

Page 17: UK HE Shared Services Chris Cobb Pro Vice-Chancellor

“One of the great ironies for those of us in higher education ICT is that, in the coming years, doing the best possible job for our institutions will mean finding the optimal

ways to replace our functions with outside services. In other words, a critical part of our job will be to outsource ourselves as

effectively as possible”.“Painting the Clouds”, Educause Review, vol 43, no. 6 (Nov/Dec 2008)

Colin Currie, Director of Administrative Information Services, Princeton University