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Slidepack presented at meeting no. 7 of UNE's Change Champions Network (on 28 February, 2011)
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CHANGE CHAMPIONS – MEETING # 7
UNE FLEXIBLE AND ONLINE UPDATE
28 FEBRUARY, 2011
CONTENTS
• Welcome to meeting #7!
• Program Status Overview • PMO Changes • Project Update - Approvals Project • Project Update - Revitalising Learning • Quiz!
CHANGE CHAMPIONS UPDATE #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
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
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
THE NEW LOOK, NEW FEEL PROGRAM"
CHANGE CHAMPIONS UPDATE #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
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
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
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
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
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
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
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
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
GOVERNANCE MODEL/REPORTING-DOCUMENTATION
VICE CHANCELLOR’S STRATEGIC PLANNING SESSION 23-FEB-11 CHANGE CHAMPIONS UPDATE #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
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
Project Update – Revitalising Learning
• Training and unit support and progress
• New and Revitalised units • Systems update
CHANGE CHAMPIONS UPDATE #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
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