MIS & Data Consultation David Howells – Vice Principal Paul Ramshaw – Director of IT & MIS Margaret Ridge – Director of Information Systems

Rationale A recent review of MIS functions has identified issues that need to be addressed to ensure the services operate more efficiently, remove curriculum bottlenecks and support the College as it strives for excellence; There is also a need to ensure teams have clearly defined roles and responsibilities, MIS functions are centralised, processes are improved, efficiency is increased and the staffing structure is fit for purpose.

Identified Concerns Fragmentation of some services leading to duplication of work and lack of ownership and accountability; Resource intensive systems and processes; Poorly integrated systems in some areas; Lack of capacity and resilience resulting in delays to key processes; MIS perceived to be reactive to its internal customers rather than proactive.

Intended Outcomes Financial Incidental Cost Saving - £13,909 Curriculum Effective process and procedures; Clear communication channels with curriculum teams leading to timely resolutions of issues; Greater accountability; Greater Service.

Required Outcomes (2) Operational A fit for purpose Management Information infrastructure, and integration and consolidation of all student records, ILR, examinations and timetabling functions into a single cohesive service; A team focused on the provision of effective reporting, systems support and development; The capacity to focus on the development and integration of systems.

Required Outcomes (3) Simplified MIS systems with standard and streamlined processes to improve efficiency and organisational performance; Clearly defined roles and responsibilities leading to much more efficient operations and clear lines of accountability; Appropriate roles and responsibilities that drive forward policy and expectations for MIS service maximised to support; and respond timely to the information needs of the College and its customers;

Required Outcomes (4) Cohesive teams that can provide timely support to both internal and external customers; Improvements to the service provided to stakeholders as a result of the changes; Clear internal controls that adequately measure and manage the risk that the College could face.

Structures See Handouts – Data & MIS proposed structures

At risk Posts (Proposed) MIS: Planning & Information Manager Proposal to delete; potential to apply for new positions. Systems & Database Developer (2 posts) Proposal to delete and replace with a Systems Developer and a Report Writer; Slot into positions. Information Analyst (Planning & Performance) Proposal to delete and replace with Team Leader - Course File & Planning Support; Slot into position.

At risk Posts (Proposed) MIS: Information Analyst (Quality & Performance) Proposal to delete and replace with Business Analyst; Slot into position.

At risk Posts (Proposed) Data: Senior Data Administration Officers Proposal to delete; Slot into positions. Data Administration Officer Proposal to delete; potential to apply for new positions. Data Administration Assistant

At risk Posts (Proposed) Exams: Examinations Team Leader Slot into position. Exams Officer Proposal to delete; potential to apply for new positions.

New Posts (Proposed) MIS: FTEs Points MIS Manager 1 037 - 038 Senior Systems Developer 1 032 - 035

New Posts (Proposed) Data: Data Processing FTEs Points Team Leader – Data 1 022 - 025 Data Coordinator 3 014 - 018 Data Administrator 2 011 - 013 Timetabling & Registers Data Coordinator – Timetabling & Registers 1 014 - 018 Data Administrator – Timetabling & Registers 1 011 - 013

New Posts (Proposed) Data (continued): Funding & Compliance FTEs Points Funding & Compliance Officer 1 025 - 027 ILR & Funding Administrator 1 022 - 025

New Posts (Proposed) Exams: Posts* Points Exams Coordinator 3 014 – 018 Exams Administrator 2 011 – 013 *Totaling 4.5 FTE

Consultation Process Timeframe 05 May 2017 – start of consultation 03 June 2017 – end of consultation Start moving to new structures from w/c 05 June 2017 New structures in place from 01 July 2017 Individual Consultation w/c 05 June 2017 Communication through the process Staff Bulletins HR Surgeries

Consultation Process (2) Selection Process Will be discussed as part of consultation Redeployment Will be considered where appropriate Voluntary Redundancy Considered on an individual basis where it is proposed there will be a reduction in staffing requirements. Suitable alternative posts will also be taken into account when considering VR requests.

Other Matters Support available HR surgeries Job Centre Plus Your time to speak up – all comments considered You can feed into the consultation process via any of the following: Line manager SLT HRM Trade union representative

Any Questions?