1. Celebrate our Improvements more value from our systems Enwezor Nzegwu – Enterprise Architect Claire Unwin-Reed – Product Analyst

2. Some knowledge is worth sharing across the University Don’t share everything, only share what is useful. To know what is useful to share, you need knowledge

3. What happens if you don’t have the knowledge of what to share?

4. The dangerous myth of IT systems

5. Student Housing & Residential Services more value from our systems Celebrate our Improvements

9. 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

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

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

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 University’s business processes to highlight which business process will contribute most to the University’s 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

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