Coleg Gwent Resources Committee 22 November 2011 BUSINESS SYSTEMS DEVELOPMENT Lynda Astell – VP (Finance, Estates & Information Services) Diane Clark –

Coleg Gwent

Resources Committee

22 November 2011

BUSINESS SYSTEMS

DEVELOPMENT

Lynda Astell – VP (Finance, Estates & Information Services)

Diane Clark – Business Systems Manager

Paul Mugleston – Systems Analyst

Coleg Gwent

Introduce the Business Systems Department

Overview the work of the Business Systems department

Demonstrate a recent significant development

Give an overview of future developments

Aims of the Session

Coleg Gwent Business Systems

Business Systems Manager

Diane Clark

Database Analyst

Geoff Langdon

Systems Analyst

Paul Mugleston

System Administrator

Will Silcox

E-Systems Analyst

Ceri Cosway

Information Analyst

Jim Morgan

Coleg Gwent

Research shows that ‘white collar workers’ lose 35% of their time searching for information and the

problem grows year on year

Coleg Gwent

“Information management is much more than just technology……………………it is about the

business processes and practices that underpin the creation and use of information”

Coleg Gwent

Recognise (and manage) complexityFocus on usersDeliver tangible & visible benefitsPrioritise according to business needsTake a journey of a thousand stepsCommunicate extensively Aim to deliver a seamless user experience

Principles of Effective Management Information

Coleg Gwent Principles of Effective Management Information & Department Focus

Principle Related Department Focus Recognise (and manage) complexity Supports a wide range of Business Systems

across a large and diverse user base Focus on users Development of a Knowledge Base

Setting up targeted User Groups Deliver tangible & visible benefits Always focused on ‘making things easier’ &

‘doing things better’ Focus on developments that are visible and

useful to as many users as possible e.g. Agent/Finance Portal/HR Portal

Prioritise according to business needs Limited Resource so must always focus on the wider College need – sometimes causes tension

Take a journey of a thousand steps Continuous development & improvement Communicate extensively Use feedback loops (e.g. One Stop Shop)

Close working relationship between department and end users

User Groups Aim to deliver a seamless user experience One stop shop and future developments

Coleg Gwent Recognise & Manage Complexity?

Coleg Gwent

• Users don't understand systems.

• The underlying goal should therefore be to deliver a seamless user experience, one that hides the systems that the information is coming from.

• In practice, this means:

Delivering a single point of access that gives access to all information and

tools.

Ensuring a consistent look-and-feel including standard

navigation and page layouts.

Providing 'single sign-on' to all applications.

Breaking down the distinctions between applications, and delivering tools and information along task and subject lines.

Aim to deliver a seamless user experience?

Coleg Gwent

Let us introduce:-

“THE ONE STOP SHOP”

Coleg Gwent What’s next?

Future Development Reporting developments Imminent

Lecturer Performance Review sheets

In development Basic Skills reporting (in line with Estyn Best Practice) Enhanced Absence Reporting Enhanced Learner Attendance Reporting Other Estyn requirements

One Stop Shop improvements

Further refine functionality Link to new Intranet

Systems Development e-Prospectus

Central Admissions Further work on HR Portal

Coleg Gwent

Any Questions?