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

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

2. CONTENTS
• Welcome to meeting #7!
• Program Status Overview
• PMO Changes
• Project Update - Approvals Project
• Project Update - Revitalising Learning
• Quiz!
CHANGE
CHAMPIONS
UPDATE
#7

3. PROJECT 2012 FOL – THE PORTFOLIO
ExecuLve
Sponsor
Prof.
Graham
Webb
Flexible
&
Academic
Lead:
Helen
Carter
Online
Program
Director:
Sam
Austrin-­‐Miner
Revitalised
Transforming
Working
Learning
Technology
Together
Prog
Mgr:
Myles
Carrick
Prog
Mgr:
Lorraine
Jenkyn
Prog
Mgr:
Norma
Abey
CHANGE
CHAMPIONS
UPDATE
#7

4. PROJECT FOL – THE PORTFOLIO
ExecuLve
Sponsor
Prof.
Graham
Webb
Flexible
&
Academic
Lead:
Helen
Carter
Online
Program
Director:
Sam
Austrin-­‐Miner
Revitalised
Transforming
Working
Learning
Technology
Together
Web
Cluster
Project
Approvals
Project
Backup
Project
Workforce
Planning
CHANGE
CHAMPIONS
UPDATE
#7

5. PROJECT FOL – THE PORTFOLIO
• 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
CHANGE
CHAMPIONS
UPDATE
#7

6. THE NEW LOOK, NEW FEEL PROGRAM"
CHANGE
CHAMPIONS
UPDATE
#7

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’HANGE
CHAMPIONSSUPDATE
#7
-11
C S STRATEGIC PLANNING
ESSION 23-FEB

8. PMO STRUCTURE, RESOURCES, & SERVICES
VC
SERVICES
COO
Business
Analysis
Business
Case
Development
Prog
Prog
Director
Office
Mgr
Porolio
Mgt
Program
Mgt
Project
Mgt
Comms/
Program
Program
Program
Change
Mgr
1
Mgr
2
Mgr
3
Mgr
Benefits
RealisaLon
Cross
FuncLonal
Team
–
Project
Managers
8
AA
Business
Process
XFTE
AdaptaLon
VICE CHANCELLOR’HANGE
CHAMPIONSSUPDATE
#7
-11
C S STRATEGIC PLANNING
ESSION 23-FEB

9. PMO STRUCTURE, RESOURCES, & SERVICES
VC
SERVICES
COO
Business
Analysis
Business
Case
Development
Prog
Prog
Director
Office
Mgr
Porolio
Mgt
Program
Mgt
Project
Mgt
Comms/
Program
Program
Program
Change
Mgr
1
Mgr
2
Mgr
3
Mgr
Benefits
RealisaLon
Cross
FuncLonal
Team
–
Project
Managers
8
AA
Business
Process
XFTE
AdaptaLon
VICE CHANCELLOR’HANGE
CHAMPIONSSUPDATE
#7
-11
C S STRATEGIC PLANNING
ESSION 23-FEB

10. GOVERNANCE MODEL/REPORTING
VC
VCC
Two
Weekly
ExecuLve
Sponsor
COO
SDVC
CDO
DVCR
PVCSS
Steering
Commi_ee
Monthly
PMO
Project
Team
Usually
Weekly
VICE CHANCELLOR’HANGE
CHAMPIONSSUPDATE
#7
-11
C S STRATEGIC PLANNING
ESSION 23-FEB

11. GOVERNANCE MODEL/REPORTING
VC
VCC
Two
Weekly
ExecuLve
Sponsor
COO
SDVC
CDO
DVCR
PVCSS
Steering
Commi_ee
Monthly
PMO
Project
Team
Project
Team
Usually
Weekly
Project
Team
Usually
Weekly
Project
Team
Usually
Weekly
Usually
Weekly
VICE CHANCELLOR’HANGE
CHAMPIONSSUPDATE
#7
-11
C S STRATEGIC PLANNING
ESSION 23-FEB

12. GOVERNANCE MODEL/REPORTING
VC
VCC
Two
Weekly
ExecuLve
Sponsor
COO
SDVC
CDO
DVCR
PVCSS
Steering
Commi_ee
Monthly
Projects
Projects
Projects
Projects
Project
Team
Project
Team
Usually
Weekly
Project
Team
Usually
Weekly
Project
Team
Projects
Usually
Weekly
Usually
Weekly
VICE CHANCELLOR’HANGE
CHAMPIONSSUPDATE
#7
-11
C S STRATEGIC PLANNING
ESSION 23-FEB

13. GOVERNANCE MODEL/REPORTING-DOCUMENTATION
INITIATION
• Scope, Governance, Delivery Approach
Project
• Budget, Benefits Realisation ROI Model
• Key Milestones
IniLaLon
• Risks
Document
• Definition of Success
• Key Messages
• Stakeholders
Comms
• Delivery Change Channels/Tools
Change
• Actions and Deliverables
Strategy
VICE CHANCELLOR’HANGE
CHAMPIONSSUPDATE
#7
-11
C S STRATEGIC PLANNING
ESSION 23-FEB

14. GOVERNANCE MODEL/REPORTING-DOCUMENTATION
PROJECT
INITIATION
TEAM
• Detailed planning of all deliverables arising
Project
from the key milestones including comms
Project
change and benefit realisation actions.
IniLaLon
Plan
Document
• Ongoing analysis, mitigation of Risks
Comms
Risks
• Risk template includes Probability and Impact
Change
Register
Assessment, tolerance levels
Strategy
• Management of all arising issues in the project
• Project managers will automatically escalate
Issues
issues that cannot be resolved at the project
Log
team level
VICE CHANCELLOR’HANGE
CHAMPIONSSUPDATE
#7
-11
C S STRATEGIC PLANNING
ESSION 23-FEB

15. GOVERNANCE MODEL/REPORTING-DOCUMENTATION
PROJECT
GOVERNANCE
INITIATION
TEAM
LEVEL
• Project and Program Managers Report on the
Project
Project
status of the project
Project
Status
• RAG Status of project
IniLaLon
Plan
• Financial Outturn
Document
Report
• Key Milestones
• Risks & Issues
• Reported monthly to Steering Committee
• Vice Chancellors Committee Report
Comms
• Exec Sponsors Portfolio overview of all projects
Risks
VCC
• Financial Outturn of portfolio
Change
Report
Register
• Status of each project
Strategy
• Key Milestones delivery
• Major Issues/Risks for escalation
Issues
Log
VICE CHANCELLOR’HANGE
CHAMPIONSSUPDATE
#7
-11
C S STRATEGIC PLANNING
ESSION 23-FEB

16. GOVERNANCE MODEL/REPORTING-DOCUMENTATION
VICE CHANCELLOR’HANGE
CHAMPIONSSUPDATE
#7
-11
C S STRATEGIC PLANNING
ESSION 23-FEB

17. 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

18. 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

19. Project Update – Revitalising Learning
• Training and unit support and progress
• New and Revitalised units
• Systems update
CHANGE
CHAMPIONS
UPDATE
#7

20. 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

21. CHANGE CHAMPIONS MEETINGS – 2011"
NOON – 1.30PM AT OORALA
• Choice and Flexibility
• A Seamless Student Experience
• Regionally Based – Globally Connected
• March 28th
• Driving Innovation
• April 18th
• May 30th
• June 27th
• July 25th
• August 29th
• September 26th
• October 31st
• November 28th
• December (tba)
CHANGE
CHAMPIONS
UPDATE
#7