UNIVERSITY OF EXETER
FUTURE WORKPLACES PROJECT GROUP
Terms of Reference and Membership of the Project Group, Project Coordination
Group and Work Streams
1
Terms of Reference of the Project Group
a) Scope of the Project: To advise on the scope and oversee the project, to
include the agreed outputs, programme and budget. To approve any material
deviation from the approved project.
b) Costs and Budget: Consider for recommendation for approval of resource
requirements needed to deliver the project and oversee the expenditure of
allocated budgets to ensure they are prudently managed.
c) Risks: Ensure that risks to the project are effectively managed.
d) Reporting: Chair of the Project Group to report on the progress of the project
to VCEG and SMG and report on any material deviation from the agreed
scope.
e) Coordination: Advise on the need to coordinate the Project with other
relevant University initiatives.
f)
Consultation: Advise on consultation and monitor actions to consult on the
Project.
g) Communication: Approve and monitor progress of the development and
implementation of the Communications Plan.
h) Championing Projects: Members to act as Lead Change Agents, to promote
and encourage Flexible Workplace Working in their Colleges and Services.
2
Membership of the Project Group
Project Sponsor - Provost (Professor Janice Kay)
Chair & Project Lead for Professional Services - Chief Operating Officer (Geoff
Pringle)
Deputy Chair - Chief Information Officer (Lynne Tucker)
Head of Stakeholder & Internal Communications - Lindsay Aitken
Director of Estates and Capital projects, FX Plus (Tim Brooksbank)
Director of Communications & Marketing Services - Jane Chafer
Dean of CLES (Daniel Charman)
College Manager, SSIS (Karen Ball, replacing Simon Wright)
Council Lay Member (Amanda Conroy)
Chief Executive Officer of the Guild (Tracey Costello)
Project Coordinator - Head of Space Management & Design, EDS (Helen
Greenbeck)
Director of HR (Jacqui Marshall)
Dean of Exeter Business School (Robin Mason)
Chair of Academic Staff Association (Professor Alan Outram)
Senior Lecturer in Human Geography, CLES (Dr. Nicola Thomas)
Project Lead - Estate Development Service Deputy Director (Frances Vowles)
3
Terms of Reference for the Project Coordination Group
a) Scope of the Project: Ensure that the Project has been adequately scoped
and actions assigned to the work streams. Monitor the progress of the work
streams, scope and take responsibility for actions that fall out of the scope of
work of any of the work streams.
b) Timescales: Produce and monitor the Project programme. Milestones and
other key stages should be clearly defined. Ensure that the work streams are
adhering to their timelines.
c) Costs and Budget: Identify costs and resource requirements needed to
deliver each phase of the project and ensure any allocated budgets are
prudently managed. Delegate sub budgets to work streams as appropriate.
d) Risks: Develop and maintain a risk register for the Project.
e) Reporting: To provide a report to each Project Group meeting to cover
Project progress and, if allocated, expenditure against budget. Report on any
material deviation from the agreed scope and update on delivery risks.
f)
Coordination: Ensure that there is coordination between the Project and
other relevant University initiatives. Ensure that the actions and outputs of the
work streams are coordinated and interlinked as necessary.
g) Consultation: Ensure that the work streams are carrying out a
comprehensive and inclusive consultation process. Ensure that there is wider
engagement with the University community and external advisers and other
universities, public and private sector companies.
h) Communication: To develop and implement the Communications Plan and
ensure that the communications across the work streams are consistent and
unified.
4
Membership of the Project Coordination Group
Chair & Project Lead - Deputy Director EDS (Frances Vowles)
Project Coordinator - Head of Space Management & Design, EDS (Helen
Greenbeck)
Chair of Enabling Tools Workstream - Head of IT Partnerships & Service
Delivery, Academic Services (Nathan Burden)
Chair of Place Workstream - Head of Buildings, EDS (Ian Millar)
Chair of People Workstream - HR Business Partner, HR (Geoff Williams)
Chair of Teaching Day Workstream - College Manager, HUMS (Ariel Edge)
Communications Officer (Abigail Dixon)
Chair of ASA (Professor Alan Outram)
5
Terms of Reference for the Work Streams
5.1
The following revised generic terms of reference are proposed for the Work
Streams:
a) Scope and Action Plan: To scope the work of the work stream and produce
an action plan to implement over the 3 phases of the project to be considered
for approval by the Project Group.
b) Timescales: To ensure that the action plan has a clear and defined timeline,
to coincide with the timeline for the project overall. Milestones and other key
stages should be clearly defined.
c) Costs and Budget: Identify costs and resource requirements needed to
deliver each phase of the project and ensure any allocated budgets are
prudently managed.
d) Risks: To ensure that the action plan clearly defines risks to the delivery of
the work of the work stream and other risks that might impact on the project
overall. Develop and maintain a risk register for the work stream.
e) Reporting: To provide a report to each Project Group meeting in an agreed
standard format, to cover progress and, if allocated, expenditure against
budget. Report on any material deviation from the agreed scope and action
plan for the work stream and update on delivery risks.
f)
Communication: To ensure that suitable outputs are created in a timely
fashion to communicate the actions of the work stream in accordance with the
Communication Plan. The coordination of communications to ensure a unified
message will be managed by the Project Coordination Group.
g) Consultation: Ensure a comprehensive and inclusive consultation process
by:
a. Establishing framework for consultation that is achievable and appropriate
to the work stream and ensures wide engagement.
b. Consulting and incorporating findings from focus groups for each agreed
workstyles, as well as establishing and engaging with any work stream
specific focus groups as necessary.
c. To seek advice where appropriate from other work stream members,
nominated change agents and relevant representative of the University
community as well as external advisors and other universities, public and
private sector companies. To carry out visits as necessary.
h) Testing: To benchmark against work stream key performance indicators then
set up pilot studies and a process of testing the outputs of the work stream.
Ensure that change agents and other members of staff who may help in
testing outputs are fully briefed and committed to the project.
i)
Role of Work Stream Members: Each member of the work stream should:
a. Attend regular meetings of the work stream and take an active role in
supporting the aims of the group.
b. Each member to take responsibility for the delivery of their allocated tasks
to an agreed time scale.
c. Act as a project champion within the wider organisation.
d. Support the Project Group in delivery of the required Project outputs.
e. Ensure an appropriate replacement is allocated if they are no longer able
to fully participate in the work stream.
j)
Role of the Work Stream Chair: In addition to the above, the Chair of the
work stream should:
a. Liaise with the Chairs of the other work streams by attending Project
Coordination Group meetings on a 3 to 4 weekly basis to ensure linkage
between all the work stream outputs.
b. To allocate and manage tasks from the approved action plan for
implementation to the members of the work stream.
6
Membership of the Work Streams
6.1
Enabling Tools
Chair - Head of IT Partnerships & Service Delivery, Academic Services - Nathan
Burden
Head of Admissions and Registry Services, Academic Services - Ian Blenkharn
Head of Desktop Support & Development, Academic Services – Carolyn Jarvis
Head of Corporate Services, Academic Services – Paul Lightowlers
Head of Procurement - John Malloch
Head of Innovation and lead for the University’s IT Mobility Programme,
Academic Services - Sue Milward
Associate Dean of Education, CLES - Professor Tim Quine
Computer Development Officer, CLES - John Staplehurst
Associate College Manager (Infrastructure) HUMS - Gary Stringer
Assistant Health & Safety Adviser - Aurelia Trollope
6.2
Place
Chair - Head of Buildings, Estate Development Service (EDS) - Ian Millar
Head of Space Management & Planning, EDS - Helen Greenbeck
Space Manager, EDS - Dave Beavis
Senior Project Manager, EDS - Paul Turner
Assistant Building Surveyor, EDS - Alice Carpenter
Technical Administrator, EDS (Furniture Design & Procurement) - Tamsin Love
Head of Property Services - David Nairn
Head of Facilities Management Services, Campus Services - Graham Moncur
Assistant College Manager (Infrastructure & Technical Services), UEBS - Shirley
Turner
Assistant College Manager (Infrastructure & Technical Services), CEMPS Jonathan Cresswell
Senior Lecturer in Biomedical Science, Medical School - Dr Giles Cory
6.3
Workstyles
Chair & Project Coordinator - Head of Space Management & Planning, EDS Helen Greenbeck
GBP Assistant Project Coordinator, EDS - Nicole Solomon
HR Senior Manager, Professional Services - Geoff Williams
Associate Lecturer & Research Fellow, CLES - Elizabeth Dridge
Chair of ASA and Head of Archaeology - Professor Alan Outram
ASA Member & Senior Lecturer (Penryn), CEMPS - Dr Peter Connor
Professor of Law, SISS - Professor Melanie Williams
Head of Education Enhancement, Academic Services - Corony Edwards
6.4
People
Chair - Senior HR Manager - Geoff Williams
Project Coordinator & Employability Officer, CEMPS - Amy Boylan
Learning & Development Adviser - Clive Betts
HR Policies Officer - Charlotte Woollam
Assistant Director (Health & Safety), Professional Services - Kate Lindsell
HR Advisor (Business School) - Richard Daniels
Head of Space Management & Planning, EDS - Helen Greenbeck
Associate Professor of Physical Chemistry, CLES - Professor Andrew Shaw
Director of Legal and Insurance Services, Campus Services - Claire Turner
6.5
Teaching Day
Chair - College Manager, HUMS - Ariel Edge
President of Student’s Guild - Hannah Barton
Head of Modern Languages - Professor Adam Watt
Director of Membership Services, Student’s Guild - Gareth Oughton
Head of Learning Spaces, Academic Services - Elaine Cordy
Timetabling & Room Bookings Manager, Academic Services - Jim Major
Planning Officer, Strategic Planning & Change - Iain Springate
Communications Officer - Abi Dixon
HR Business Partner - Holly Helier
Senior Timetabling Officer, FX Plus/ EDS (Penryn) - Vanessa Templeton
Deputy Director of Campus Services - Phil Attwell
Head of Space Management & Design, EDS - Helen Greenbeck
Head of Media Relations - Elizabeth French
ASA Representative & Senior Lecturer in Biosciences, CLES - Dr. Sara Burton
Frances M. Vowles
Deputy Director (Buildings & Projects), Estate Development Service
February 2015
FMV/FMV
05 February 2015