Celebrate our Improvements more value from our systems Enwezor
Nzegwu Enterprise Architect Claire Unwin-Reed Product Analyst
Slide 2
Some knowledge is worth sharing across the University Dont
share everything, only share what is useful. To know what is useful
to share, you need knowledge
Slide 3
What happens if you dont have the knowledge of what to
share?
Slide 4
The dangerous myth of IT systems
Slide 5
Student Housing & Residential Services more value from our
systems Celebrate our Improvements
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Student No. of Systems 8 instead of 45 Process Complexity Low
Overall Efficiency & Business Value of Systems High Level of
Integration between systems High Complexity to Staff Low
Student-centric systems High Costs Medium System Maintenance Low
Diagnostic Student Housing Officer Student Records student status
interface Single Shared System for Student Housing &
Residential Services Spaghetti Diagram Student Housing Systems
Manager Student Housing Manager Student Records student details
interface Porter Front Desk Residential Services Managers
Maintenance Desk Security Guard Student Support Managers Domestics
PlanOn Interface EDM Interface WebPay Interface Shared Single
System Information Services Unite job management system interface
E5 Finance Interface Required System Functionality High
Summary
Slide 10
Addressing business problems Improving business processes
Improved productivity Addressing business problems Improving
business processes Improved productivity Residential Services &
Student Housing Systems (Current) Residential Services &
Student Housing Systems (Future) The Unknown - 95% of University
Systems the systems used by people The Hidden Systems Architecture
of the University 5% of University Systems in this diagram
Slide 11
Campus Services Business Case Summary High Contribution
Benefits = 78% = 125 Medium Contribution Benefits = 12% = 20 Low
Contribution Benefits = 4% = 7 Business Cost = 6% = 9 Tangible
Benefits The business case ROI is based on stated Department Head
business goals - improved service to students & increased
operational effectiveness. The mandatory cost of a replacement PAMS
system has not been factored in as a benefit. Efficiency Savings
6500 letters & 6000 booklets no longer needed. 80% room
allocations can be automated saving 35 days work. 1 set of student
occupancy data instead of 4. Huge reduction in the need to pass
data between different systems as all necessary information is
recorded once centrally. Students can now raise their own
maintenance jobs themselves online instead of manually from the
front desk Pie chart to show relative contribution of benefits to
the business goal by introducing a Single System across both
departments
Slide 12
By understanding what work happens in the University, we can
produce useful analysis for the University Executive, e.g. Pain /
Gain Analysis Pain / Gain analysis uses high level understanding of
all the Universitys business processes to highlight which business
process will contribute most to the Universitys success. Highest
Pain Highest Gain Remove from Detailed Consideration Large
Performance Gap Moderate Performance Gap Little Performance Gap
Least Direct Contribution to University of Portsmouth (Sufficiency)
Some direct Contribution to University of Portsmouth (Parity) Most
direct Contribution to University of Portsmouth (World class)
Source: BPTrends Associates 2013 e.g. common A/V e.g. CRM e.g. Room
Utilisation e.g. Student Exchanges e.g. Library Book Ordering e.g.
Timetabling
Slide 13
Acting on the knowledge of how we work across the University
will help us get more value from our systems Less of this More of
this
