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 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
Chair & Project Champion – Senior Deputy Vice Chancellor (Neil Armstrong)
Project Lead for Professional Services - Deputy Chief Operating Officer &
Director of Campus Services (Geoff Pringle)
Dean of Exeter Business School (Robin Mason)
Dean of CLES (Daniel Charman)
College Manager, SISS (Simon Wright)
Chair of ASA (Professor Alan Outram)
Chief Executive of the Guild (Tracey Costello)
Director of HR (Jacqui Marshall)
Director of Communications and Corporate Affairs (tbc)
Chief Information Officer (Lynne Tucker)
Project Lead, Estate Development Service Deputy Director (Frances Vowles)
Project Coordinator, Head of Space Management & Design, EDS (Helen
Greenbeck
In addition, Amanda Conroy, a lay member of Council, will join the Project Group,
together with the new incoming Director of Estate and Development Services at
FXPlus, Tim Brooksbank in January.
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 workstreams 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 Work stream - Head of IT Partnerships & Service
Delivery, Academic Services (Nathan Burden)
Chair of Space Work stream– Head of Buildings, EDS (Ian Millar)
Chair of HR Work stream – Senior HR Manager, HR (Geoff Williams)
Chair of Teaching day Work stream – College Manager HUMS (Ariel Edge)
Communications Officer (Abigail Dixon)
Assistant Director Strategic Change (Gill Preston)
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 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.