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 PresentationTRANSCRIPT
UK HE Shared Services
Chris CobbPro Vice-Chancellor
Shared Services - Definitions
• Centralisation within one institution
• Sharing between institutions
• Out-Sourcing to a third party
• 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:
Austrian Model
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
• 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
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
HEFCE Feasibility Pilots / Institutional Experiences
•Research Data Services•Salford & Derby shared data centre•Bloomsbury Group•Durham •Finish (Helsinki) •Liverpool•Austria
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
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
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
Joint Information Systems Committee (JISC)
•Duke and Jordon Report•Flexible Service Delivery Programme
•Enterprise Architecture•Service Orientated Architecture•System Modularisation•Cloud Computing
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
Duke & Jordon: Principal Drivers for ICT Shared Services
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20
40
60
80
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Don't know
Not important at all
Slightly important
Fairly important
Very important
•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)
•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
“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