Griffith-QUT Mobile Staff Productivity project
In 2006, QUT and Griffith University jointly received $1.36 million from the federal government to boost staff productivity through the increased use of mobile practices and technologies. The Griffith-QUT Mobile Staff Productivity project (MSP) commenced in 2007 with a focus on the people and policy issues associated with the exploitation of mobility. Key elements of the project include:
- A research stream to analyse existing patterns of staff mobility and design a mobile productivity model
- A series of trials to test the benefits of various forms of mobility (from smart meetings to virtual teams software)
- An online training package to support staff wanting higher levels of productivity through mobile practices
- A mobility website to provide staff with a single point of information, training and support
The project is currently preparing for the mobility trials which arel running from January to April 2008. The best outcomes of the trials will be mainstreamed across both universities. For more information on the project's activities contact the Project Manager, Wendy Jones (phone: 0438 168 747| email: wc.jones@qut.edu.au).
Student and Academic Management System (SAMS): Project Update
SAMS is currently in the implementation phase of the program. Progress is ongoing in all four projects (student administration, curriculum and academic policy, technical environments and user interfaces, communication and change management) as well as in various other QUT projects and areas closely aligned with SAMS.
The latest release (4.3) of the TechnologyOne Student Management software was received by QUT at the end of December 2007 and testing is underway. This version of the software is almost fully converted to the new Connected Intelligence (CI) platform on which QUT will go live. QUT-commissioned enhancements to the product are being refined and due for delivery during 2008. The next major release (4.4) is expected at the end of June.
SAMS data conversion and integration activities are being progressed by external providers in close consultation with SAMS analysts and key QUT staff in related projects and technical support roles. Due to the co-operation and contributions of system and project owners across the university, considerable progress has been made in the system integration area to identify key inter-dependencies with SAMS. Project Alignment Agreements are to be established to assist system and project owners to meet their obligations and complete their project in alignment with QUT’s approved SAMS data conversion/implementation schedule. Two (2) of these Agreements have been finalised for QUT Virtual and Research Master. Others are in progress.
The Business Process Design phase which commenced in April 2007 is nearing completion. As per the approved business change approval process, SAMS business models may be referred to QUT's Academic Policy and Procedures Committee (APPC) and/or other relevant bodies for endorsement prior to approval by the Registrar and Deputy Vice-Chancellor (Academic). APPC consultation has been conducted for the first batch of business processes relating to examinations, graduation ceremonies, and enrolments. New student-fees related process designs have been issued for consultation with Student Business Services and Finance and Resource Planning. Further models will be referred in the coming months as process designs are finalised. Related activities including the development of end-user reports and user procedures will commence immediately thereafter.
Once all business changes have been approved, SAMS will initiate system configuration, detailed change management planning and implementation, assisted by stakeholders such as the SAMS Change Leadership Group. This group will be comprised of representatives nominated by Executive Deans and Directors from all major stakeholder groups impacted by SAMS to ensure that change management activities address stakeholder needs. The group is expected to convene by the second quarter, 2008 and members will be pivotal in addressing the impact of SAMS upon each of their respective local areas.
Following consultation through faculty road-shows (April-July, 2007), the SAMS Curriculum Model was endorsed by QUT Teaching and Learning Committee in September 2007. As per the model, study packages within SAMS will be grouped to capture course requirements as: ± course core ± Study Area A ± complementary studies (where ± indicates with or without). Faculty Curriculum Experts undertook specialised training in August 2007 with the Curriculum and Academic Policy team to understand how courses and associated student study plan delivery will be structured within SAMS. From September – November, up to 30 faculty staff were embedded within SAMS creating, to date, 223 course structures in preparation for SAMS Go-Live and the generation of student study plans for QUT students in 2009.
Refer to the SAMS website www.sams.qut.edu.au for further program information.
Formation of the QUT Information Management Advisory Group
As information is a critical and yet complex organisational resource, ensuring it is managed efficiently and effectively has become vital to the University’s success. In response to this issue, the Information Management Advisory Group has been formed to provide strategic advice regarding the management of the University's information assets.
Reporting to the Information Technology Governance Committee, the Group is responsible for advising on the management of corporate information such as web information and workgroup and individual level information used for work purposes. It also provides advice on information management issues in areas such as email communication, and document sharing.
The Information Management Advisory Group will not advise on the management of primary research data and academic content.
Information Management Needs Analysis - Pilot
One of the group’s current initiatives involves working with a selected staff cohort to identify information management priorities and make recommendations about how to improve access and use of information. This data will then serve to develop and test a model for establishing information management priorities for other staff cohorts. This list of priorities and recommendations will be submitted to the IT Governance Committee later in the year.
Other initiatives
In addition to the Information Management Needs project, the Group will also focus on identifying Information Management training on offer at QUT and identify possible gaps.
Also, given the ongoing issue in many work areas concerning the use of collaborative technology, specifically, Wiki and SharePoint, the Group will investigate these platforms and draft recommendations regarding their usage at QUT.
Staff involved in Information Management projects across the University are encouraged to contact the Group and present at committee meetings. Other projects being discussed include the TILS Information Framework and the implementation of the record management software, Trim.
For further information, please contact the Committee Chair, Judy Stokker, Director, Library Services (phone: 3138 1642) | email: j.stokker@qut.edu.au).
Changes to the Project Portfolio Office
The Project Portfolio Office (PPO) has a primary role in the management of the portfolio of IT projects of the University. A number of IT Governance strategic planning and project portfolio management activities are undertaken by this area.
Due to organisational changes, the PPO has moved from the department of IT Services, to the Deputy Vice-Chancellor's Office, Technology, Information and Learning Support. As this services area is a university-wide resource, several recommendations relating to the role and organisational relationship this unit has within the University community have been approved and are currently being implemented.
The team structure has also been changed to accommodate for a growing focus on procurement. The team is managed by the Divisional Executive Officer. A Team Leader (currently being filled) will supervise the pool of project managers.
Future tasks include developing support mechanisms for IT projects and AV procurement in conjunction with staff in strategic procurement (FRP) and the Legal Office. For more information please contact Kathy Wheeler, TILS Executive Officer (phone: 3138 2716 | email: k.wheeler@qut.edu.au) or visit the PPO website at: www.its.qut.edu.au/pp
