Engagement and consultation

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With a new operating model in place, the SET team has been meeting with leadership in faculties and central units for more detailed analysis and planning as to how and where services and processes are best delivered within the model.

As part of this process, sponsors for each of the administrative workstreams (eg: HR, Finance, IT, External Engagement, etc). have composed focus groups of staff subject matter experts. They are creating an exhaustive list of all the activities or services in a particular functional portfolio, and where it would be best placed within the model (service catalogues). These define how the model will function and assist in the decision-making of the faculties and central units as they prepare their staffing transition plans.

Following the development of the service catalogues, functional reviews will be initiated for each of the six workstreams and will require considerable engagement and feedback with staff who know the processes best. Staff will be engaged to review each of the activities and services in the service catalogue, and help inform how processes and other functional elements must change or shift to work within the new operational model.

Functional reviews for each stream will follow a three-step process, which will begin mid to late November 2020, and will take approximately one year to complete.

  1. Process impact assessment: identifies and prioritizes the key processes being undertaken in the university for each of the six workstreams: IT, Finance, HR, External Engagement, Student Support, and Research Administration. This stage will generally involve consultation with unit managers, although some front-line staff may also be engaged. IT, HR, and Finance are the initial streams to be reviewed.
  2. Functional analysis: includes more front-line staff engagement, including round tables for each functional workstream. In this stage, we undertake a current and future state analysis to determine how we can improve the operations of the university.
  3. Implementation of redesigned processes: front-line staff will be heavily involved. The exact timing of this engagement will vary by stream, and each may be at a different pace, but current timelines have the second phases starting in January and the third phase starting in March.

The discovery process, the first phase of the functional reviews, is undererway for the six workstreams. To learn more about this phase, what it entails, and how staff across the university are being engaged, read more here.