Administration Portfolio initiatives | Staff Gateway

All initiatives are subject to review and approval by the committee portfolio

Please note that the below table will continue to be updated as the status of each initiative changes, check back regularly for updates

Initiative Name	What will this initiative cover?	Initiative Type	Proposed Start Year	Status
Risk management tool (Phase 1)	The first phase of implementing the recommendations from the earlier investigative assignment into the requirements and potential solutions for an Enterprise Risk Management Tool in order to streamline the processes for the management and reporting of risks across the organisation, and enable the University to understand and mitigate key risks in a more controlled and managed way thereby reducing the University's risk profile and potential reputational damage. Phase 1 will focus on the procurement and implementation of a solution, plus the configuration of the system for an initial set of key use cases, as well as an assessment of how the system could be extended to meet other governance, reporting and compliance requirements.	Intervention	2023-24
Information compliance / data protection case management tool	The Information Compliance team manage 1,000s of cases each year including FOI (freedom of information) requests, SARs (subject access requests) and other information rights requests, breaches, police requests, and ad hoc requests for advice and guidance. All cases are tracked and managed manually, which is administratively burdensome and can lead to non-compliance with statutory requirements. Investigation into the requirements and potential solutions for a case management system.	Investigative Assignment	2023-24
Electronic records management (ERM) and archiving	Investigation to understand key record-keeping areas across the University, and the processes and approach to the management, retention, archiving, and deletion of data and records; as well as potential solution options for an electronic records management system. Development of institution-wide retention schedules and policies.	Investigative Assignment	2023-24
Electronic records management (ERM) and archiving	Implementation of recommendations from the investigative assignment	Investigative Assignment Follow-up	2025-26
DARS platform and tools review	The DARS system currently in use is outdated with minimal recent development. While the core fundraising elements are of high quality, elements such as reporting, communications, and event management have fallen behind best-in-class software, resulting in a poor user experience and standalone software packages being implemented, utilising data sets extracted from DARS. Investigation and strategic review to determine potential platform and tool options, and enable the definition of a strategic roadmap.	Investigative Assignment	2023-24	Approved
Room and space booking solution (product options review and pilot)	The first phase of implementating the recommendations from the earlier investigative assignment into the requirements and potential options for space booking and utilisation tracking in order to optimise the use of space across the University. Assessment and evaluation of potential options, including a pilot of a room/space booking solution(s) to enable the procurement and implementation of the solution across the University.	Intervention	2023-24
Room and space booking solution	Follow on from the pilot, the procurement and implementation of the recommended room/space booking solution across the University.	Intervention	2024-25
Unified building information monitoring for smarter and greener buildings	The University is not currently able to holistically monitor key building information in a joined-up way which impacts on the ability to make buildings 'smarter' and greener. Investigation to review how to bring together key aspects of building data (including energy consumption and other key stats) as a basis for smarter, greener, and more integrated buildings that are controlled and monitored in a unified way.	Investigative Assignment	2023-24
Unified building information monitoring for smarter and greener buildings (Phase 1)	Implementation of recommendations from the investigative assignment	Investigative Assignment Follow-up	2023-24
Oracle Fusion programme for Finance, HR and Payroll	The University currently has different systems for core Finance, HR and Payroll processing, some of which are end-of-life. A strategic programme of work to assess options, produce a roadmap and deliver a single ERP solution for Finance, HR and Payroll for the University, in order to streamline operations, drive key process efficiencies, improve data quality and scope, and join-up reporting.	Intervention	2023-24
Contract management solution	The University does not currently have a contracts management system, meaning that there is no visibility over contractual liabilities, lack of support for proactive contract and renewals management, and an inability to obtain value for money by aggregating common requirements and benchmarking/ renegotiation. Investigation into the requirements and potential solutions for a centralised contract management system, which could be extended to UAS and divisions/departments.	Investigative Assignment	2023-24
Contract management solution	Implementation of recommendations from the investigative assignment	Investigative Assignment Follow-up	2024-25
Employee Relations Case Management System	The University does not currently have a single robust solution that enables the appropriate management of employee relations cases, such as grievances. Scoping and review of the processes and needs for an Employee Relations Case Management solution.	Intervention	2023-24
Health & Safety call tracking system	There is no system in place to enable collation, and effective monitoring and tracking of requests from staff and students to the Occupational Health and Safety department. This results in an inability to understand demand, and report and monitor trends in order to assign staff and focus support. Investigation into potential solution options, and the work required to effectively implement a solution.	Investigative Assignment	2023-24
Strategic Services Review	The first phase of a programme to deliver digital change initiatives – to be defined during the current analysis phase of the review – in support of the University’s strategic review of Professional Services in all parts of the University.	Intervention	2024-25
Career Pathways	The University has no common platform for managing career pathways and career or professional development for all staff, including for researchers who the University has committed to providing career pathway support to as part of being a signatory to the Research Concordat. Investigation into the requirements and potential solutions for a common, University-wide career development system and process for staff, including analytics and reporting capabilities.	Investigative Assignment	2023-24
Career Pathways	Implementation of recommendations from the investigative assignment	Investigative Follow-up	2024-25