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

2. 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.

3. 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.

4. 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.

5. 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.

6. 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;

7. 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.

8. Structures
See Handouts – Data & MIS proposed structures

10. 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.

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

12. 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

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

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

15. New Posts (Proposed) Data: Data Processing FTEs Points
Team Leader – Data
Data Coordinator
Data Administrator
Timetabling & Registers
Data Coordinator – Timetabling & Registers
Data Administrator – Timetabling & Registers

16. New Posts (Proposed) Data (continued):
Funding & Compliance FTEs Points
Funding & Compliance Officer
ILR & Funding Administrator

17. New Posts (Proposed) Exams: Posts* Points
Exams Coordinator – 018
Exams Administrator – 013
*Totaling 4.5 FTE

18. 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

19. 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.

20. 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

21. Any Questions?