10232009 Slide 1

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JISC Conference 2006
Exploring the e-administration agenda
Joint Information Systems Committee
Supporting education and research
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Exploring the e-administration agenda
Steve Bailey, Records Information Manager,
JISC Bob Powell, Sector Support Manager, JISC
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Overview

• From MLE records management to
  e-administration
• The role of e in management and administration
• JISC current work programme and support for
  management and administration
• Future developments

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e-Administration

• Developing and integrating information systems
  and processes supporting a managed approach to
  the co-ordination and effective control of
  business processes the information they create

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Work to date

• The MLE perspective
• Integrating systems
• Linking separate systems to reduce workload and
  improve the value and management of information
• Unified information flow teaching, learning,
  research, management, administration
• MLE notion - linking systems
• Problem
• Technology fails to distinguish between
  technology systems and management functions
• Easy to think you can buy one off the shelf

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Work to date

• Records management
• Has played an invaluable role in improving the
  management of core administrative records
• JISCs support for Records Management to date
• Generic toolkits
• Developing best practice
• Publications (both practitioner and management
  level)
• Events
• Collaboration

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Problems

• Records Management
• Remit influence seldom extends beyond core
  admin processes
• No longer appropriate to just focus on records
• Information data also need equivalent levels of
  management
• e-administration should strive to extend the
  concepts underpinning records management to all
  processes and information

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e-Administration Scope Objectives
Core administrative functions Admissions,
Registry, departmental admin., committee support,
finance, estates etc

• Common concerns
• Instance identification
• Lifecycle mapping
• Lifecycle management

e-Administration
Administrative systems Document/records mgt
systems, line of business apps, email, intranets
etc
e-Administration
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The vertical strand The growing importance of
core administrative functions

• The scale complexity of modern institutions
• External regulation
• Public scrutiny
• Pressure to be lean

e-Administration
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The Impact of Information Rights legislation

• There is now a whole range of legislation
  determining how information should be managed
• Data Protection Act
• Freedom of Information Act
• Environmental Information Regulations
• Covers all information
• Knowing what information you hold managing it
  appropriately is now essential

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The horizontal strand common concerns

• What are our goals?
• Identification of the master-copy
• Lifecycle mapping
• Lifecycle management
• Across all processes systems at work within the
  e-learning, e-research e-administration areas

e-Administration
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e.g. the dangers of data duplication

• Data often duplicated in literally dozens of
  systems and locations
• Risks
• information not updated or deleted consistently
• Version control issues decisions made on out of
  date data
• Information not known about or retrieved if
  requested
• Risk of accidental disclosure
• Information created for one purpose may get
  (mis)used for another
• Wasted resources caused by duplication

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Managing the Information Lifecycle
How will its long term value be appraised? How
will we ensure it is preserved as a valid
record? How will we ensure all instances of it
are removed?
What metadata do we need to capture? What format
should it be created in?
Creation
Final disposition
Current use
Who needs access to it? What purposes can it be
used for?
How long must we keep it for for operational,
legal historic purposes?
Semi-current use
A MANAGED CONSISTENT PROCESS
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How is JISC taking this forward?

• Building on our successful work supporting
  records mgt
• JISC Information Governance Gateway
• Contributing to and informing e-learning
  initiatives
• Legal retention study and the lifelong learner
  record
• Incorporating these objectives within future
  development activities
• Institutional Repositories
• e-framework
• Assisting institutional planning, integration
  embedding

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Organisational Support work programme

• Reporting in Autumn 2006
• Study of integration what is it that
  institutions
• a. Have actually linked together
• b. Want to (electronically) integrate
• c. What are perceptions of benefit/ risk

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Organisational Support work programme

• Reporting in Autumn 2006
• Sustainability of investment
• a. Problems of maintaining increasing ICT
  systems
• infrastructure
• maintaining adaptive capacity
  (HEFCE)
• b. What are institutions doing in practice
  

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Organisational Support work programme

• Reporting in Autumn 2006
• Access to electronic communications network
• impact on institutional effectiveness
  efficiency of restrictions on staff access to
  networked institutional information and
  communications
• Guidance for Administrators on managing
  implementation of major information systems
  projects

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e-business of education

• Publication Autumn 2006
• Managing Post-secondary Education In An E-world
• Edited by Dr Jos Boys and Prof. Peter Ford
• exploiting the opportunities (and recognising
  the threats) offered by new technologies in
  particular web-enabled information transfer and
  communication.
• Strategies for change
• Improving processes and adding value
• Implementation issues

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Governance and Management of ICT systems

• Draft Guidelines and toolkit for governance and
  management of ICT systems (now available)
• Pilot testing and refinement in UK Universities
  2006/07
• Report Summer 2007

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Managing ICT investment

• Publication February 2006
• The Management of ICT investments
• A senior managers guide to JISCs recent work
• Support for non-ICT specialists making ICT
  decisions
• Cost-benefit analysis of ICT investment
• Risk analysis of ICT investments

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Continuing support

• Services
• JISCinfoNet
• JISC Legal
• Shared programmes partnership work
• AUA, UCISA
• HEA, Leadership Foundation
• UUK, SCOP
• Development programmes
• E-Frameworks
• Digital Repositories

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Thank YouQuestions?s.bailey_at_jisc.ac.ukb.powel
l_at_jisc.ac.uk