1. Reducing the administrative burden on schools
Kelly Edmunds, Delivery Unit

2. Acknowledgement of country

3. Today’s agenda 1 The journey we are on 2 How you can help 3
The opportunity ahead 3
How you can help

4. Wellbeing | Academic Achievement | Equity | Independence
Our Executive priorities to achieve this
We have a clear vision and purpose, reducing admin burden will play a key part to achieve it
Our Vision
To be Australia’s best education system and one of the finest in the world
Our Purpose
To prepare young people for rewarding lives as engaged in a complex and dynamic society
Our Goals
Wellbeing | Academic Achievement | Equity | Independence
Our Executive priorities
Improve school performance and student outcomes
Improve teaching quality
Strengthen school leadership
Improve system support to schools
Make the department a great place to work
Reducing the administrative burden on schools

5. To reduce the administrative burden on schools, we are embedding a school-centric delivery approach
School-centric delivery is…
A set of principles +
Supporting tools
School time counts
Master schedule
With schools, not to schools
Change-free periods
Change targets
Delivery meetings
Take the time to get it right
Coordinate and prioritise as one
… a way of working to reconnect with our schools and improve the quality and coordination of our work

6. We have introduced a master schedule to improve visibility, planning and coordination in the DoE8

7. We have also introduced change-free periods17
Change-free weeks 5
Very busy BAU weeks 19
Potential change roll-out weeks 41
Schools weeks per year
Week 1
Week 2
Week 3
Week 4
Week 5
Week 6
Week 7
Week 8
Week 9
Week 10
Week 11
School holidays
Term 1
First five weeks of school year
First 6 weeks of school year
Last week of term
Term 2
First week of term
NAPLAN Week 1
NAPLAN Week 2
SPC Conf.
Term 3
Edu Week
Term 4
PPA Conf.
Last five weeks of school year
To accommodate busy periods in schools, we have identified 17 weeks in the school year where the DoE will avoid introducing any new changes to schools
Note: a change is any activity that is not self-explanatory and requires training or on-boarding for schools to understand or use it.

8. What does this look like for teams delivering change?1 2 3 4
Embed & monitor
Plan & prioritise
Design, pilot & iterate
Train & implement
Consult with schools on their pain points
Define outcomes and how schools will benefit
Estimate time impact
Coordinate and prioritise within and across divisions using master schedule
Design change with and for schools
Pilot change
Iterate based on feedback and take the time to get it right
Verify time impact
Clearly communicate change to schools
Ensure appropriate training and support to embed change
Deliver change
Establish monitoring and evaluation
Determine if outcomes are being delivered and refine as needed
Ensure change is embedded in DoE and with schools

9. School time matters and we are counting every hour we save
Since Jan 2018, we have saved:
67 hours
per principal
10 hours
per admin staff
156 hours
per school
345,000 hours
across the system
2 hours
per teacher
School time counts. We are tracking every hour we give back to schools to focus on their core business of teaching, leading and supporting our students

10. Time savers for admin staff to date
Have these changes made a difference?
Log onto Slido.com
Use code: DU2
Time savers for admin staff to date
Heading
Go-live
Est. time saved (hrs)
Increase mailbox size
Term 2, 2018
0.45
Improve login speed for cash management
Term 3, 2018
2.85
Reduce print errors for cash management
0.26
Remove need for pre-approval on P-card
0.66
Shift 'blank' report to monthly
Term 4, 2018
1.70
Prefill school info on cash bag
0.19
One-to-one support for completing the school budget
Term 1, 2019
0.56
Introduce risk tolerances for cash management
0.40
Streamline cash management process
0.50
Removed need to decide which finance category (Expense 8)
0.70
Provided access rights to SAP
Central processing of electricity invoices
Term 2, 2019
Improvements to how funds are released
0.10
Access requests IFS funding year 6 to 7 automation
0.15
Streamline fringe benefit tax (FBT) return
tbd 12

11. We are also encouraging each area of the Department to play their part
Time-saving leader board (average hours saved per school)
ITD
CESE
Learning & Teaching
EDConnect
School infrastructure 1 2 3 4 5

12. The opportunity ahead involves embedding school-centric delivery and delivering further time savers
Embed school-centric delivery
Testing and minimising time impact
Verifying that we are working on the right problems
Involving you in design decisions
Waiting for the right time to go-live
Deliver further time savers
ebs improvements
Taleo improvements
eFPT improvements
Online enrolment
Expense 8 and SAP HR integration 14

13. How can you help?
Tell us what the greatest time saving opportunities and any and potential solutions 1 2
Give feedback to teams when they ask 3
Offer to pilot new solutions 4
Help us verify the time impact of new changes

14. Number of schools that raised the issue
Log onto Slido.com
Use code: DU2
The top issues we heard from schools in term 1 were staffing, compliance and HR payroll
Staffing “ *
Compliance “
HR Payroll “
Finance “
Identified as issue by SPC
EDConnect
Top issue in Principal workload study “ *
Assets “
1:1 Engagements
Expense8
Workshops
Probity & Screening
management *
Access request “
eFPT
Training
External validation
ASTP
MyPL
Number of schools that raised the issue
Note: other issues raised by seven or less schools included Reporting, WBS IO, EBS, TALEO, NESA, SPaRO, School website, AMU, Complaints management, Annual School Report, 3PI, SCOUT, External agencies (e.g. FACS), Policies, PDP, ClassCover, Plan 2, Internal communications, Audit, External communications, Cash management Reporting and internal communication were other top issues raised by the Deloitte Principal workload study