RoadTek
Business Systems Ownership
Briefing Session
July 2003
Overview
• Background (drivers/benefits)
• Overview of RoadTek Business Systems
– Business System Owners
– Components of Business Systems
– Business Systems Register
• Roles & Responsibilities
• Process for changes to Business Systems
Background
• OMG approval April 2003
– Owners identified for all Business Systems (ie.
Directors)
– Register commenced in April (in one-on-one
consultation with all Directors agreeing which
Director owns which Business Systems)
– Register available on Highway21
Definition of Business Systems
Definition of Business Systems
Components of a Business System
• Business policy, procedures, forms/templates etc
• Business Application & supporting documentation, eg.
– user guide, Business Application Information Register (BAIR), etc
• Training Package
- overview of training modules (ie. target audience, duration, expected
outcomes etc)
- training modules (slides, handouts, session plans etc)
- training matrix (based on user profiles eg. Directors, Project
Managers, Line Managers, Supervisors etc)
• Communications Materials
- posters, pocket guides, “Your Questions Answered”
• Audit Module
- audit checklist, audit schedule (location, frequency etc
• KPIs (objectives & targets for reporting on key outputs of system)
Benefits of
Business System Ownership
• Business Systems are continuously reviewed, kept upto-date and improved – an ISO9001 certification
requirement
• Changes to the business systems are undertaken in a
controlled manner
• Changes that impact on RoadTek are reflected in the
business systems
• When a change occurs to a Business System, all
related aspects are considered / updated as well
• RoadTek’s investment in Project 21 & previous
deliverables (ie. establishing new business systems) is
realised through continuous improvement.
Business System Ownership
Key activities:
1. Watching brief
-
periodic “business system review” to confirm suitability, etc
-
Keeping information relevant and up-to-date
2. Managing major changes
-
new system / process / business application
3. Managing minor changes
-
continuous improvement of existing business system eg.
updates, upgrades etc
Roles & Responsibilities
• Business Process Owner (Director):
– Reference Group
– Content Expert
• Business System Owner (PSO):
– Business Improvement & Quality Manager
– System Managers
– Highway21 Co-ordinator
– ICT
• Business Application Administrator
Roles & Responsibilities
Business Process Owner:
• Approve the Business System (ie. all components)
• Ensure content is technically accurate and complete and meets
its business objective.
• Ensure content of the Business System is reviewed periodically
(e.g. annually) to ensure that it remains current.
• Authorise the publication of the content of the Business System
on Highway21 where required.
• Approve and maintain the Reference Group
- charter, membership, schedule of meetings
This role is equivalent to MR roles of “Business Owner & “ Business Manager”
Roles & Responsibilities
Reference Group:
• Review relevant WINs for continuous improvement
opportunities
• Represent all users of the Business System during
review/input for changes (champions)
• Review content of Business System periodically to
ensure that it remains current.
• Advise Business Process Owner on technical aspects
of the content.
Roles & Responsibilities
Content Expert:
• Provide single liaison point for the Business System
ownership.
• Provide expert advice on the content of the Business
System
• Advise Business Process Owner on technical aspects
related to the Business System
• Ensure policies and procedures have the appropriate
approvals.
• Ensure all content meets appropriate standards,
departmental policies and relevant legislation.
• Identify copyright, intellectual property, patent or any other
ownership issues for the ‘Business System Owner’ to
address.
Roles & Responsibilities
Business System Owner (PSO):
• Manage the Business System (ie. all components):
- consider impacts of a change on all components of the Business
System
- monitor / maintain formal agreements that support the Business
System
• Maintain Business System Register and monitor the maintenance
/ improvement of the business systems.
• Implement new/revised business systems effectively across
RoadTek.
• Manage the process for review and update of content on
Highway21 to ensure currency and suitability
• Review content to ensure it meets publishing requirements as
defined in the Highway21 Guidelines.
• Publish content in accordance with standard
Roles & Responsibilities
Business System Owner (PSO):
• Manage delivery of new versions of applications
• Manage software licences
• Provide input into assessment of changes to Business Applications
• Manage contracts with application vendors
• Application testing
• Respond to Highway21 Help Desk, application and infrastructure
problem solving
• Apply whole of government, Main Roads & ICT governance.
Roles & Responsibilities
Business Application Administrator:
• Manage the business application on a
day-to-day basis
• Geoff to clarify roles/responsibilities.
Business Systems
– the process for:
• Major changes
• Minor changes
• Watching brief
Complaints
Audits
Suggestions
System review
Issue identified
Inputs
Non-conformances
Issue recorded on WIN
Employee performance review
Issue logged on WIN Register
(or equivalent)
RoadTek
Improvement
System (RIS)
Nature of issue?
Local
issue
Statewide product-based
issue
RoadTek
issue
Issue addressed
- WIN process
Issues closed-out on WIN Register
Action taken is reviewed for
effectiveness
If a Business
System issue,
WIN escalated to
Business
Process Owner
Feedback to
originator
Business
Systems:
process for
major & minor
changes
RIS
WIN raised &
logged
WIN escalated to
Business Process Owner
WIN
Criteria
Major changes:
- new way of doing business
- new business
- suggestion/need for new BA
- significant enhancement to an
existing BA (>$20,000)
- IMC approval required
- BA requires automated delivery
under Std Desktop
Major
change
Criteria
Reference Group
assesses
idea/improvement
Idea /
improvement
assessed against
criteria
Minor changes:
- amendment / minor change
to a process within the
Business System
Minor
change
Determine impact
of change on Business System
& initiate 'Minor Change'
Request Form
Idea/issue entered into
Initiative Program Mgt
Process
under
development
Undertake actions
as required
Minor
Change
Request
Form
BA
upgrade
IDM
Update RoadTek Business
Systems Register on
Highway21
Brief PSO to enact changes
(as per Minor Change
Request Form)
Minor
Change
Request
Form
PSO implement change into
RoadTek
PSO
Change
Impl'n
Plan
RoadTek
Business
Systems
Register
Technical
close-out of WIN
Minor Change
Request Form
(draft)
Change Implementation Plan (draft)
Change Implementation Plan (draft)
Change Implementation Plan (draft)
Business Systems Register
Business Systems Register
Business Systems Register
Create / change information on Highway21
Request to Publish Process
Questions / discussion…