Celebrate our Improvements
more value from our systems
Enwezor Nzegwu – Enterprise Architect
Claire Unwin-Reed – Product Analyst
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
What happens if you don’t have the
knowledge of what to share?
The dangerous myth of IT systems
Student Housing & Residential
Services
Celebrate our Improvements
more value from our systems
Residential Services Spaghetti Diagram
Diagnostic
No. of Systems
21
Process Complexity
Maximo
Student Online
Inventory
System (STEMS)
Residential
Services
Managers
HMS
High
Withdrawal
form
T-card system
Level of Integration
between systems
Low
Front Desk
E-intro for halls
PAMS
Complexity to Staff
Marker Pen
High
University Kdrive
A-Z Student
Index
Student-centric systems
Medium
Student
Kx
Paper Inventory
Form
Domestics
Web Pay
payment file
SSM System
Returned keys
form
Guard report
Management
Reporting
Spreadsheets
Parcel Book
Porter
Costs
Notification of
change form
Maintenance
Desk
Security
Guard
Unite job
management
Low
System Maintenance
Medium
Required System
Functionality
Low
PAT Testing
Spreadsheet
Student Support Managers
Overall Efficiency &
Business Value of
Systems
Low
Summary
Student Housing Spaghetti Diagram
Diagnostic
No. of Systems
Student Housing
Systems Manager
Student
Housing
Manager
Filemaker data
export for email
Student
application
download from
e-intro for apps
E-intro to house
hunting
Gmail scripts
Process Complexity
High
Student
application
upload into PAMS
& filemaker
Level of Integration
between systems
Medium
E-intro for apps
Changes to Student
Housing room
occupancy export
from filemaker
PAMS
PAMS payment
file
Student Records
student details
data file
Filemaker
Student
Changes to Student
Housing room
occupancy import
to e-intro
Student Records
Eviction report
Student Records
Withdrawal
report
Filemaker export of eintro student log-in
details for printing
department
Student
Housing Officer
Costs
Filemaker
export of
student details
for e-intro
Filemaker
import of eintro student
log-in details
E-intro upload
of student
details from
filemaker file
Filemaker
export file for
printing
department
Student-centric systems
Medium
Filemaker import
of student details
data file for e-intro
processing
Notification of
change form
Student Records
rejections
report
Complexity to Staff
High
A-Z Student
Index
E5 Finance
System
24
Medium
System Maintenance
High
Required System
Functionality
Medium
Overall Efficiency &
Business Value of
Systems
Medium
Summary
Single Shared System for Student Housing & Residential Services Spaghetti Diagram
Diagnostic
No. of Systems
Residential
Services
Managers
Student Housing
Systems Manager
Student
Housing
Manager
8 instead of 45
Process Complexity
Front Desk
Low
Level of Integration
between systems
High
PlanOn
Interface
Complexity to Staff
Shared Single System
Information
Services
Low
Student-centric systems
Student
Student Records
student details
interface
High
Unite job
management
system interface
Domestics
Costs
Security
Guard
Student Records
student status
interface
E5 Finance
Interface
WebPay
Interface
EDM Interface
Medium
System Maintenance
Low
Required System
Functionality
High
Overall Efficiency &
Business Value of
Systems
High
Porter
Student
Housing Officer
Maintenance
Desk
Student Support Managers
Summary
• Addressing business
problems
• Improving business
processes
• Improved productivity
5% of University Systems in this diagram
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
Campus Services Business Case Summary
Tangible Benefits
The business case ROI is
based on stated
Department Head
business goals improved service to
students & increased
operational
effectiveness.
Chart showing System Reduction from moving to Single System Model
across Student Housing & Residential Services
50
45
40
35
30
Current Systems
25
Future Systems
Column1
20
15
The mandatory cost of a replacement PAMS system has not been factored in as a benefit.
10
Student Housing / Residential Services Cost Benefit Analysis
Low Contribution
4%
5
High Contribution Benefits = 78% = 125
Medium Contribution Benefits = 12% = 20
Low Contribution Benefits = 4% = 7
Business Cost = 6% = 9
Medium Contribution
12%
0
No. of Systems
Efficiency Savings
•
Business Cost
6%
•
•
High Contribution
78%
•
•
Pie chart to show relative contribution of benefits to the business
goal by introducing a Single System across both departments
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
By understanding what work happens in the University, we can produce useful
analysis for the University Executive, e.g. Pain / Gain Analysis
Least Direct Contribution Some direct Contribution
to University of
to University of
Portsmouth
Portsmouth
(Sufficiency)
(Parity)
Most direct Contribution
to University of
Portsmouth
(World class)
e.g. CRM
Large Performance
Gap
Highest Pain
e.g. Room
Utilisation
e.g. Timetabling
e.g. common A/V
Moderate Performance
Gap
Little Performance
Gap
e.g. Library Book
Ordering
e.g. Student
Exchanges
Remove from Detailed
Consideration
Highest Gain
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.
Source: BPTrends Associates 2013
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