UK HE Shared Services
Chris Cobb
Pro Vice-Chancellor
Shared Services - Definitions
• Centralisation within one institution
• Sharing between institutions
• Out-Sourcing to a third party
Origins/Perspectives:
• Gershon Review (2004/5)
• Transformational Government Technology (2005)
• NHS – XANSA (now Steria)
– 150 Healthcare Trusts
– 21M patient records
– £225M in savings
• Austria
• HEFCE
– KPMG Report
– Pilot Studies
– …..?
• SCONUL – University Librarians
• JISC – Joint Information Systems Committee
Austrian Model
KPMG Shared Services in
HE Report: Barriers
Barriers:
• The additional costs of shared services as a result of
irrecoverable VAT.
• The need for HEIs to maintain their independence
(and be seen to be doing so), when they are in
competition with one another. Threat to academic or
operational independence, or sharing student
services without compromising a competitive
advantage
KPMG Shared Services in
HE Report: UK Examples
• UCAS >500,000 undergraduate applications processed per year
• JANET network connecting UK universities, FE Colleges, Research
Councils, Specialist Colleges and Adult and Community Learning
providers. Over 18 million end-users.
• USS – pension fund with 133,000 active members
• SLC – over 800,000 loan applications for September 2010
• RCUK – shared HR, finance, procurement, IT, payroll, grant processing
• M25 Library group – 59 member institutions
• Follow the Sun – out of hours ICT Support
• Internal Audit : Kingston City Group, UNIAC
• Procurement – Advice and consortia LUPC, SUPC et al
• SUMS – management consultancy services with 31 members
Critical Mass
Economy of Scale
Ernst Young – Finance Function
•
•
•
•
Decision Support
– Perform planning, budgeting & forecasting
– Perform cost management & profitability
– Evaluate & manage financial performance
– Manage capital
Control
– Manage Internal Control
– Manage Treasury
– Manage Taxes
Reporting
– Manage policies and procedures
– Perform product and general accounting
– Deliver reporting
Transaction Processing
– Process accounts payable
– Process expense reimbursements
– Process payroll
– Process revenue accounting
HEFCE Feasibility Pilots /
Institutional Experiences
•Research Data Services
•Salford & Derby shared data centre
•Bloomsbury Group
•Durham
•Finish (Helsinki)
•Liverpool
•Austria
University of Liverpool &
Liverpool John Moores University
by PA Consulting
Support Processes
FACULTY
CENTRAL
Delivery Processes
Service
Student
Admin
Academic
Support
Research
Support
Partner
Relationships
Library
Services
Student
Support
Human
Resources
Information
Technology
Finance
Facilities
Management
Marketing
Public
Accountability
Corporate
Services
Management
& Policy
Management
& Policy
Management
& Policy
Management
& Policy
Management
& Policy
Management
& Policy
Management
& Policy (H8)
Management
& Policy (I1)
Management
& Policy
Management
& Policy (PS1)
Management
& Policy
Quality mgt
reporting (Q1 & Q4)
Planning &
Business
Development
Enquiry
management
Academic Teaching
& Learning Support
(LS2)
Manage G rant
Applications
Strat egic JV
relationship
management
Bibliographic
Services
Health
Recruit,
Select
Appoint (H1)
IT Strat egy &
Architecture
Decision
Support (F1)
FM Management
& Planning (P S1)
Marketing
Operations
(M1, M5 & M6)
Manage
student
survey (Q2)
Management
Reporting
Admissions
Learning design &
production (LS 1)
Manage Research
Higher Degrees
Manage agent
relationships
Information
Services
Couns elling
Provide
Advice
Production &
Operations
Support (I3)
Financial
Cont rol (F2)
Maintenance
services &
supervision (PS3)
International
sales
Conduct internal
academic audit (Q5)
Audit, Complianc e
& Risk
Mgt (C2 & F5)
Enrolment
Educational
Techn’gy support
(LS3, LS 4 & LS5)
Manage Research
Support Units
Manage
Commercial
Entities
Lending
Services
Careers
Development
(H2)
Training &
Business Systems
Management
& Support (I 2 & I 4)
Financial
Planning &
Reporting (F3)
Space
Management
Domestic
Sales
Produce stat utory
reports (P1)
Legal
Services C3)
Collaboration with
reg. and nat.
Libraries (LS6)
Loans /
Welfare
Maintain
staff records
(H6)
Communication
Infrastruct ure
Mgt (I6)
Procurement
Workshops,
Stores & delivery
Fund raising/
Alumni mgt (M4)
Manage resources
allocation (P 2)
Committ ee
Secret ariat
International
Support
Monitor staff
absence
(H7)
Client Relationship
Management (I5)
Operational
Transactions (F4)
Business
Continuity
Client
relationship
Mgt (M3)
Manage f aculty
school & service
planning (P 3)
Corporate
Information
Accommodation
Support
Employee
relation mgt
(H3)
Travel
Planning
Manage
programmes
lifecycle (P4)
Health &
Safety (H4)
Equal
opportunities
mgt (H5)
Environment
(not cleaning)
Manage student
number policy (P5)
Security
Payroll
Manage & plan
OSS programme
structure (P6)
Catering
(PS4)
Employee
counselling
Manage
benchmarking
info (P 7)
Printing P ost
& Transport
(PS5)
Ex ams
Management
Student
Financials
Programme Management & Advice
Manage
Placements
Operational
Research &
Research Training part ner relationship
management
administration
Recruit,
Select
Appoint (H1)
Tier 3 application
Support
Commercial
Planning
Operational
transactions
(procurement) (F4)
Teaching and research
Technical Support
KEY
= partial target
= Full target
Timetabling &
workload planning
Management
Reporting
Committ ee
Support
Liverpool Outcomes
Leave Standalone
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Exams Management
Student Support – Health
HR – Employee Counselling
Finance – Financial
Planning & Reporting
Management Reporting
Audit Compliance
Catering
Collaboration
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Bibliographic Services
Library Information
Services
Student Support –
Accommodation Support
Facilities management Travel planning
Risk Management
Shared Services
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Student Financials
Student Support – Counselling
Students Support – Loans/Welfare
HR –Training & Development
HR – Maintain Staff Records
HR – Monitor Staff Absence
HR – Payroll
IT – Production & Operation Support
IT – Business Systems Management & Support
Finance – Operational Transactions
Facilities management - Business Continuity
Health & Safety
Printing Post & Transport
Standing Committee
(SCONUL)
•Library Management Systems
•Modularisation
•SAAS
•Resource Discovery standards
•Licensing
•92% interest in a shared service undertaking eJournals licensing
•92% interest in a shared service undertaking e-Books
licensing
•84% interest in a shared system for Electronic
Resource Management
•77% interest in a shared service undertaking ERM
Joint Information Systems
Committee (JISC)
•Duke and Jordon Report
•Flexible Service Delivery Programme
•Enterprise Architecture
•Service Orientated Architecture
•System Modularisation
•Cloud Computing
Duke & Jordon: Systems
Source: JISC Shared Services Study Report 2. “Software
currently in use for administrative systems in UK FE &
HE. Undertaken by Duke & Jordon April 2008
Duke & Jordon: Principal Drivers
for ICT Shared Services
100
80
60
40
Don't know
20
Not importa
Slightly impo
0
Fairly impor
Very import
JISC Flexible Service Delivery
Programme (FSD)
•Hybrid cloud solution for research repository services
•Regional University collaboration with local council for shared ICT service
•Use of EA:
•centralised timetabling for space efficiency and carbon reduction
•smart card access control
•integrated learning environments
•Product modularisation utilising cloud deployed systems and SOA
•Secure electronic document delivery e.g. degree certificates
•GRID enabled HPC
•Cloud based Enterprise Service Bus
•Research Management
Current Situation
•Reluctance dissipating with burning platform of
fiscal crisis, cut-backs
•VAT – despite increase it is unavoidable and staff
costs are increasing (pay & pensions)
•New Gov’t push for efficiency, driven by fat cat
perception - £20M stimulus
•Shared Data Centres
•E-Procurement
•FSD Funding
“One of the great ironies for those of us in
higher education ICT is that, in the coming
years, doing the best possible job for our
institutions will mean finding the optimal
ways to replace our functions with outside
services. In other words, a critical part of
our job will be to outsource ourselves as
effectively as possible”.
“Painting the Clouds”, Educause Review, vol 43, no. 6 (Nov/Dec 2008)
Colin Currie, Director of Administrative Information Services, Princeton University