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CHANGE CHAMPIONS MEETING # 7 UNE FLEXIBLE AND ONLINE UPDATE 28 FEBRUARY, 2011

Change Champions #7

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Slidepack presented at meeting no. 7 of UNE's Change Champions Network (on 28 February, 2011)

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Page 1: Change Champions #7

CHANGE CHAMPIONS – MEETING # 7

UNE FLEXIBLE AND ONLINE UPDATE

28 FEBRUARY, 2011

Page 2: Change Champions #7

CONTENTS

•  Welcome to meeting #7!

•  Program Status Overview •  PMO Changes •  Project Update - Approvals Project •  Project Update - Revitalising Learning •  Quiz!

CHANGE  CHAMPIONS  UPDATE  #7  

Page 3: Change Champions #7

PROJECT 2012 FOL – THE PORTFOLIO

Flexible  &  Online  

Revitalised  Learning  

Working  Together  

Transforming  Technology  

ExecuLve  Sponsor  Prof.  Graham  Webb  

Academic  Lead:    Helen  Carter  

Program  Director:  Sam  Austrin-­‐Miner  

Prog  Mgr:  Myles  Carrick   Prog  Mgr:  Lorraine  Jenkyn   Prog  Mgr:  Norma  Abey  

CHANGE  CHAMPIONS  UPDATE  #7  

Page 4: Change Champions #7

PROJECT FOL – THE PORTFOLIO

Flexible  &  Online  

Revitalised  Learning  

Working  Together  

Transforming  Technology  

ExecuLve  Sponsor  Prof.  Graham  Webb  

Academic  Lead:    Helen  Carter  

Program  Director:  Sam  Austrin-­‐Miner  

CHANGE  CHAMPIONS  UPDATE  #7  

Web  Cluster  Project  Backup  Project  

Approvals  Project  Workforce  Planning  

Page 5: Change Champions #7

PROJECT FOL – THE PORTFOLIO

CHANGE  CHAMPIONS  UPDATE  #7  

•  One year through two year implementation (50% time)

•  75% Delivered on project numbers •  Most of the effort in R/L •  Projects Delivered:

–  @Task Project Management Tool/Reporting –  Load and Revenue Forecasting –  New Support Model (Productivity Assist) –  Program Management/ Benefits Realisation –  Cloud Email/Calendar Strategy –  Disaster Recovery Project - IAM –  Hosting Strategy – Phase 1 –  IT Budget Rebuild Strategy –  IT Design New Organisational Model –  IT Strategy Deployment –  Skype Roll Out –  Voice Over IP –  Learning Models, Quality and Standards •  Cancelled Projects:

–  Business Process Adaptation! –  Information Strategy

Page 6: Change Champions #7

THE NEW LOOK, NEW FEEL PROGRAM"

CHANGE  CHAMPIONS  UPDATE  #7  

Page 7: Change Champions #7

PMO CHANGES"WHY PROGRAM MANAGEMENT OFFICE? [PMO]

•  Provision of centre of excellence/rigour for project delivery and change management (Prince 2; Agile/Scrum)

•  Provides a standardised approach to delivery of projects and change –  Business analysis – business case development –  Adequate Scoping of project deliverables, resources and timelines –  Delivery of discreet projects and portfolio transformation etc

–  Management/mitigation of project risks/issues/interdependencies –  Provision of best practice for benefits realisation methodology –  Communications and change-management practice

•  Transparency of the delivery/change process to all areas of the business

•  Adequate reporting to allow senior executive to make key business decisions and prioritisation

•  Management of Budgets (where appropriate)

VICE CHANCELLOR’S STRATEGIC PLANNING SESSION 23-FEB-11 CHANGE  CHAMPIONS  UPDATE  #7  

Page 8: Change Champions #7

Cross  FuncLonal  Team  –  Project  Managers  8    XFTE  

PMO STRUCTURE, RESOURCES, & SERVICES

VICE CHANCELLOR’S STRATEGIC PLANNING SESSION 23-FEB-11

COO  

Prog  Director  

Program  Mgr  1  

Program  Mgr  2  

Program  Mgr  3  

Comms/Change  Mgr  

Prog  Office  Mgr  

AA  

Business  Analysis  Business  Case  Development  

Por\olio  Mgt  Program  Mgt  Project  Mgt  

Benefits  RealisaLon  Business  Process  

AdaptaLon  

VC  

SERVICES  

CHANGE  CHAMPIONS  UPDATE  #7  

Page 9: Change Champions #7

Cross  FuncLonal  Team  –  Project  Managers  8    XFTE  

PMO STRUCTURE, RESOURCES, & SERVICES

VICE CHANCELLOR’S STRATEGIC PLANNING SESSION 23-FEB-11

COO  

Prog  Director  

Program  Mgr  1  

Program  Mgr  2  

Program  Mgr  3  

Comms/Change  Mgr  

Prog  Office  Mgr  

AA  

Business  Analysis  Business  Case  Development  

Por\olio  Mgt  Program  Mgt  Project  Mgt  

Benefits  RealisaLon  Business  Process  

AdaptaLon  

VC  

SERVICES  

CHANGE  CHAMPIONS  UPDATE  #7  

Page 10: Change Champions #7

PMO  

GOVERNANCE MODEL/REPORTING

VICE CHANCELLOR’S STRATEGIC PLANNING SESSION 23-FEB-11

COO  ExecuLve  Sponsor  

Steering  Commi_ee  Monthly  

VC  

SDVC   CDO   DVCR  

Project  Team  Usually  Weekly  

VCC  Two  Weekly  

PVCSS  

CHANGE  CHAMPIONS  UPDATE  #7  

Page 11: Change Champions #7

Project  Team  Usually  Weekly  

Project  Team  Usually  Weekly  

Project  Team  Usually  Weekly  

PMO  

GOVERNANCE MODEL/REPORTING

VICE CHANCELLOR’S STRATEGIC PLANNING SESSION 23-FEB-11

COO  ExecuLve  Sponsor  

Steering  Commi_ee  Monthly  

VC  

SDVC   CDO   DVCR  

Project  Team  Usually  Weekly  

VCC  Two  Weekly  

PVCSS  

CHANGE  CHAMPIONS  UPDATE  #7  

Page 12: Change Champions #7

Project  Team  Usually  Weekly  

Project  Team  Usually  Weekly  

Project  Team  Usually  Weekly  

Projects  

GOVERNANCE MODEL/REPORTING

VICE CHANCELLOR’S STRATEGIC PLANNING SESSION 23-FEB-11

COO  ExecuLve  Sponsor  

Steering  Commi_ee  Monthly  

VC  

SDVC   CDO   DVCR  

Project  Team  Usually  Weekly  

VCC  Two  Weekly  

PVCSS  

CHANGE  CHAMPIONS  UPDATE  #7  

Projects  

Projects   Projects  

Projects  

Page 13: Change Champions #7

GOVERNANCE MODEL/REPORTING-DOCUMENTATION

VICE CHANCELLOR’S STRATEGIC PLANNING SESSION 23-FEB-11

Project  IniLaLon  Document  

Comms  Change  Strategy  

•  Scope, Governance, Delivery Approach •  Budget, Benefits Realisation ROI Model •  Key Milestones •  Risks •  Definition of Success

•  Key Messages •  Stakeholders •  Delivery Change Channels/Tools •  Actions and Deliverables

INITIATION    

CHANGE  CHAMPIONS  UPDATE  #7  

Page 14: Change Champions #7

GOVERNANCE MODEL/REPORTING-DOCUMENTATION

VICE CHANCELLOR’S STRATEGIC PLANNING SESSION 23-FEB-11

Project  IniLaLon  Document  

Comms  Change  Strategy  

Project    Plan  

Risks  Register  

Issues  Log  

•  Detailed planning of all deliverables arising from the key milestones including comms change and benefit realisation actions.

•  Ongoing analysis, mitigation of Risks

•  Risk template includes Probability and Impact Assessment, tolerance levels

INITIATION    PROJECT  TEAM  

•  Management of all arising issues in the project •  Project managers will automatically escalate

issues that cannot be resolved at the project team level

CHANGE  CHAMPIONS  UPDATE  #7  

Page 15: Change Champions #7

GOVERNANCE MODEL/REPORTING-DOCUMENTATION

VICE CHANCELLOR’S STRATEGIC PLANNING SESSION 23-FEB-11

Project  IniLaLon  Document  

Comms  Change  Strategy  

Project    Plan  

Risks  Register  

Issues  Log  

•  Project and Program Managers Report on the status of the project

•  RAG Status of project •  Financial Outturn •  Key Milestones •  Risks & Issues •  Reported monthly to Steering Committee

•  Vice Chancellors Committee Report •  Exec Sponsors Portfolio overview of all projects •  Financial Outturn of portfolio •  Status of each project •  Key Milestones delivery •  Major Issues/Risks for escalation

INITIATION    PROJECT  TEAM  

Project    Status  Report  

VCC  Report  

GOVERNANCE  LEVEL  

CHANGE  CHAMPIONS  UPDATE  #7  

Page 16: Change Champions #7

GOVERNANCE MODEL/REPORTING-DOCUMENTATION

VICE CHANCELLOR’S STRATEGIC PLANNING SESSION 23-FEB-11 CHANGE  CHAMPIONS  UPDATE  #7  

Page 17: Change Champions #7

PROJECT UPDATE – APPROVALS PROJECT

•  Project Objectives: –  Simplify and Standardise the approvals process for new courses and units within

Schools, Faculties, Portfolio Group, UPMP, APC (Academic Board, UNE Council) –  Improve the quality of data submitted –  Introduce controlled stage-gating workflow (systems) –  Reduce time to market where possible –  Close off the loop in the process on the financial viability/sustainability of new courses

and units

•  Delivery To date: –  Defined current state process (overly complex/fragmented/inaccurate/messy) –  Defined current state data requirements –  Defined current state process owners and stakeholders

–  Consulted •  Microsoft •  Callista

•  UWS, UWA, USQ, ECU, UWA, Deakin, Monash

–  Established principles of future state process

CHANGE  CHAMPIONS  UPDATE  #7  

Page 18: Change Champions #7

PROJECT UPDATE – APPROVALS PROJECT

•  Next Steps: –  Review principles of future state process –  Build new process map and stakeholders –  Approve new Process –  Implementation Phase

•  Current Process refining – standardisation/simplification of process and all documentation

•  Implement full new process – paper based with central support model •  Implement systems changes/upgrades •  Implement Units in new process/workflow model with new system

•  Implement Courses in new process/workflow model with new system

CHANGE  CHAMPIONS  UPDATE  #7  

Page 19: Change Champions #7

Project Update – Revitalising Learning

•  Training and unit support and progress

•  New and Revitalised units •  Systems update

CHANGE  CHAMPIONS  UPDATE  #7  

Page 20: Change Champions #7

QUIZ TIME!!"CORRECT ANSWERS MEAN POINTS AND PRIZES

•  What was the name of the music played at the beginning of today’s session?

•  Name two of the projects already delivered by FOL to date? •  Explain two of the benefits that changes to the PMO will bring?

Why the change?

•  Name three of the business functions that PMO will be able to assist with?

•  What documentation is required for each project the PMO undertakes?

•  Tell the group about two of the objectives of the Approvals Project?

•  Which Unit of study was used as the Moodle example? •  Name three of UNE’s current systems, that will be integrated into

Moodle?

CHANGE  CHAMPIONS  UPDATE  #7  

Page 21: Change Champions #7

CHANGE CHAMPIONS MEETINGS – 2011"

NOON – 1.30PM AT OORALA

•  March 28th •  April 18th •  May 30th •  June 27th •  July 25th •  August 29th •  September 26th •  October 31st

•  November 28th •  December (tba)

•  Choice and Flexibility •  A Seamless Student Experience •  Regionally Based – Globally Connected •  Driving Innovation

CHANGE  CHAMPIONS  UPDATE  #7