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					ANU Enterprise Systems Planning Advisory Committee (ESPAC)
Administrative System Priorities for Colleges (Revised - September 2009)
Item of Work Priority Rating Business Case College Sponsor Central Admin Sponsor DRSS Current Status Notes

Student Administration Online enrolment for undergraduate and postgraduate coursework students

High

ANU should be setting the standard of technological excellence in administration and have this as an optional choice for all students. As we compete with other universities, on among other things, the overall student experience, implementing online enrolment should become a high priority. The Colleges note that the Registrar’s Division has formed a working party to investigate implementation.

CASS CoL CECS CAP

Online enrolment is already a capability- business process seems to be the issue now – therefore may not relevant in this forum (ESPAC).

Student Advisement of graduation eligibility

High

Automate the current manual task required to check CASS the progress of students towards completion of their degree/ program. The module for this work doesn't necessarily need to be S21, but could be sourced separately if there are issues. Also, it may be that the online enrolment could rectify some of the time-consuming processes associated with checking records to confirm graduationready because of the need to put in course rules for example. There is indisputable potential here to yield significant efficiencies and savings but is also dependent on the number and structure of award programs and courses and related business processes. Progress needs to be advised by DRSS. CASS has been advised that there is a separate system that has been implemented by CSU and ACU. Arrangements for a demonstration will be made shortly?

DRSS

CASS to provide business case CBE note that this could yield significant efficiencies and savings. However, it is hugely complex and will take a considerable period of time. Preference, therefore, that it be something that DRSS press on with but outside of the constraints of the context of this current administrative systems priority list.

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Item of Work

Priority Rating

Business Case

College Sponsor

Learning Management System (LMS)

High

Although identified as a teaching system the importance of this to the Colleges cannot be stressed highly enough. This is of particular importance to those Colleges currently relying on flexible delivery of courses and for those planning to offer these in the future.

CoL CAP

Central Admin Sponsor DRSS

Current Status

Notes

Implemented? Note: After tender process Wattle/Moodle has been adopted as the replacement for WebCT ‘though serious concerns about it exists and are being pursued through different forums. Still retained on list to monitor progress of implementation. CBE note – Still a high priority for CBE but will check with DRSS (SRI). SRI was also interested in the past and CBE will check with them to see what progress, if any, was made. CBE note – CBE can persist with its own system but it seems somewhat selfdefeating for colleges to have to develop and maintain separate systems to deal with something that is University-wide. WebCT contained a tutorial allocation module – not sure if Wattle/Moodle does (but not everyone that requires tutes used WebCT and, no doubt, Wattle). A ‘medium’ level priority for CBE.

University wide enquiry management system

High

To assist with management of enquiries to study at the CBE University so that ‘prospects’ can be tracked effectively. CoL

DRSS

A University wide tutorial allocation system

Relatively High

To allocate tutorials online. The business case is the time saved for staff. College of Law and College of Business and Economics have already developed their own systems.

CBE CoL

DRSS

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Item of Work

Priority Rating

Business Case

College Sponsor

HDR Student Management Tools: Redevelopment and upgrade of the HDR component of Student 21 AND Provision of a scholarships report that provides details including student name, ID, program, type of scholarship, amount p/a, budget code, start and end dates.

High

Upgrade the functions of the HDR component to save staff time. Possible integraton of CECS Student DB functions – could address scholarship tracking as well. It is understood that additional functionality has been added to HDR Student 21 but will requires additional enhancements to undertake some of the functions already available in CECS Student tracking system, ie alerting and monitoring milestone reporting CAP is interested particularly in HDR scholarships reporting. To enable staff to track scholarships more effectively. To increase efficiency and thus staff time. This could be for both undergraduate or postgraduate students.

CBE CECS CASS CAPS CoL CMBE/CPS

Central Admin Sponsor DRSS

Current Status

Notes

CBE note – This is a high priority for CBE and all the better if it can include better scholarships reporting too. CBE note – Suspect that the most contentious area relates to HDR scholarships (and fee waivers?).

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Item of Work

Priority Rating

Business Case

College Sponsor

Human Resources 52-day rule on-line register Travel Management System: HR/Finance

Central Admin Sponsor HRD

Current Status

Notes

Medium

High

To provide on-line facility to record and approve 52-day rule activity with capacity to run annual report. Currently, all undertaken manually and difficult to maintain record of activity. Risk management ANU staff (academic & general) undertake a large number of domestic and overseas travel journeys each year. An automated travel system building on work already undertaken by CoS would greatly assist administrative efficiency which will be required in future years. Mgt of Travel approvals, absences - must include fieldwork

CASS CMBE/CPS CMBE/CPS CASS CAP CoL CBE CASS

HRD

Planning / In Progress

Delegations System

High

1. Review of structure of delegations - profiles, etc 2. Implementation of on-line system for management of delegations Improve internal controls. Provide support for moving to workflow mgt of certain process. Eliminate many manual processes undertaken across all of ANU To streamline acting position arrangements while staff are on leave. This has an obvious efficiency dividend for all Colleges.

CMBE/CPS

HRD

Planning / In Progress

F&BS will provide Business Support. Interim discussions held with CoS rep. Alternative options also being considered. Recommendation due end of May 09. Significant 'business process' impact. CBE note – Not sure where this is up to but it remains a high priority for CBE, CMBE/CPS. Business Analyst role / team to be allocated to support development of design specifications

Integration of a position management (HR system) into the delegations system Integrated University wide email/calendaring system (MS Outlook or similar, 'drag & drop', synchronization with handheld devices functionality) Staff Web Portal

Relatively High

This is now being addressed by the delegations system CoL CBE CMBE/CPS

HRD

High

With integration of administration functions being CMBE/CPS considered, clear and efficient communications systems CoL will be crucial to successful implementation CASS

HRD

CBE note – A high priority for CBE but agree with observation that it seems to be being addressed on a different front. Comment from IT/IS?

Future Need

Finance OCR/ Accounts Payable automation

Integration of staff applications information into one page. More information to be sourced on this and provided to ESPAC. Automation of the AP function – scanned invoices/ reduction in data entry/ easier access to financial records

CoL

HRD

High

CMBE/CPS

F&BS

In Progress

Change mgt process

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Item of Work

Priority Rating

Business Case

College Sponsor

Database of major equipment including details or an Equipment Asset Register incorporating replacement schedule Research Researcher Profiles and Scholarship Gateway. This may be satisfied by the IMIS developments, further information is required.

High

A database of lab infrastructure and equipment held by CMBE/CPS the College and the wider University would ensure that equipment purchases did not double up and would support increased efficiencies in the management of work undertaken in College workshops. This would be a representation of all academic staff CAP CMBE/CPS with information on research activities, grants awarded, courses taught, HDR students supervised, publications etc. If this information were available it would simplify the gathering of information both for performance management and any review of areas.

Central Admin Sponsor F&BS

Current Status

Notes

Part driven by legislation

Relatively High

RO

Scholars' Keep / Scholars' Gate / iMIS?

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Item of Work

Priority Rating

Business Case

College Sponsor

General Admin Conference management system linked to the Web.

Central Admin Sponsor ?

Current Status

Notes

High

Development of the ‘one domain’ network structure by DoI

Relatively High

The College of Law an administrative team the College CoL CMBE/CPS Outreach and Administrative Support Team (COAST) that deals with Conference and event administration and research support. A process and system that streamlines conference planning and payment for conferences and associated outcomes is required to support their work. It is noted that a new web based Conference payments system is in place developed by Finance and Business Services this will be evaluated by the College as a solution and outcome to be advised. So this could then be a completed action on the list. Streamlining and efficiency in computer services across CMBE/CPS the University. Is this appropriate for this group to consider?

Already in place developed by F&BS CBE note – Have deleted this from the CBE priorities because of the F&BS development mentioned above. Will monitor this but as a work-in-progess.

DOI

Common Service Request System Complete revamp of the ANU website and website policies and revisions to Study@. Web Content Management System

Relatively High

High

A centralised service request system coupled with asset CMBE/CPS and knowledge base services is required to build a common communication and service delivery of IT across the College. To provide a more up-to-date web face to the outside CBE CoL CMBE/CPS world. To enable Study@ to work more effectively to those staff entering data.

DOI

CBE note – This underpins a lot of stuff. DoI are making headway on this matter so have deleted it as a priority for CBE. Will monitor but as a work-inprogress.

DOI

In progress

Relatively High

Currently there are about six different systems being CAP CMBE/CPS used within CAP. CAP would like to get this down to one or two to reduce the technical support and training costs.

DOI

Revamp of Staff Directory on the web Project management system

Medium Relatively High A project management system would allow Colleges to cost and resource manage, large externally funded projects. CECS CMBE/CPS

DOI ?

CBE note – Appears to be some action on this front. Remains a high priority for CBE but will monitor it as a work-in-progress. High priority for CBE. CBE note – of interest to CBE but being dealt with internally and as part of the ANU web transformation project – see point above about ANU web and Study@ LOCAL NEED REMOVE – CECS can work on a parallel system.

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Item of Work

Priority Rating

Business Case

College Sponsor

Net Community

Additional Module to Raiser's Edge - secure social networking application

Alumni Office

Central Admin Sponsor DOI

Current Status In Progress

Notes

An addition to an existing Enterprise system. Reduction in manual effort Costing includes 'additional' ongoing permanent staff Application exists Proposal is for RSC to host (not DOI) HR have budgeted funds to support the rollout to other areas of Campus. Being rolled out to RSB and JCSMR before end of 2009 From CoS 2008 list of priority items CBE note - remains a high priority but will probably be taken up in other forums and by Statistical Services.

Chemical Inventory System

High

Regulatory Requirement to ensure compliance with OH&S - risk assessment at time of purchase - disaster management - regular stocktakes, stock control and disposal

CMBE/CPS

DOI

Partially implemented

Business Intelligence Tool - further development of iMIS

High

Improved email group management University wide document management system Provision of 'central' file space and back-up services to Colleges

Medium High

Develop a management information system that will CMBE/CPS systematically bring together, on a comparable basis across ANU Colleges and Administrative Divisions, staffing, student and financial information to guide decision making on the future business strategies of the University. Continued development beyond finance and research activity reports. CMBE/CPS

DOI

DOI DOI In Progress Being investigated by DoI

High

CMBE/CPS

DOI

Admin activity calendar on Staff web page

Medium

Incorporating key administrative dates/deadlines across core admin functions

DOI

CBE note - DoI are moving on this front. Remains a high priority (together with service contracts/response times. Monitor work in progress

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Item of Work

Priority Rating

Business Case

College Sponsor

Authentication of identity of staff and students through possibly already existing online systems. System enhancement ratther than new system.

High

With the tightening of immigration requirements and fines for non compliance the Colleges need to ensure that staff and students are who they say they are. A process and system of authentication ofidentity is required as a priority. The business case focuses on a risk management issue to avoid reputational and financial risk to the University. It can also link to managing plagiarism and other academic conduct issues in teachins.

CMBE/CPS

Central Admin Sponsor DOI

Current Status Complete

Notes

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