roadtek business systems ownership briefing session july 2003
TRANSCRIPT
RoadTekBusiness Systems Ownership
Briefing SessionJuly 2003
Overview
• Background (drivers/benefits)
• Overview of RoadTek Business Systems
– Business System Owners
– Components of Business Systems
– Business Systems Register
• Roles & Responsibilities
• Process for changes to Business Systems
Background
• OMG approval April 2003
– Owners identified for all Business Systems (ie. Directors)
– Register commenced in April (in one-on-one consultation with all Directors agreeing which Director owns which Business Systems)
– Register available on Highway21
Definition of Business SystemDefinition of Business Systemss
Definition of Business SystemDefinition of Business Systemss
Components of a Business System• Business policy, procedures, forms/templates etc
• Business Application & supporting documentation, eg.– user guide, Business Application Information Register (BAIR), etc
• Training Package- overview of training modules (ie. target audience, duration, expected
outcomes etc)- training modules (slides, handouts, session plans etc)
- training matrix (based on user profiles eg. Directors, Project Managers, Line Managers, Supervisors etc)
• Communications Materials- posters, pocket guides, “Your Questions Answered”
• Audit Module- audit checklist, audit schedule (location, frequency etc
• KPIs (objectives & targets for reporting on key outputs of system)
Benefits ofBusiness System Ownership
• Business Systems are continuously reviewed, kept up-to-date and improved – an ISO9001 certification requirement
• Changes to the business systems are undertaken in a controlled manner
• Changes that impact on RoadTek are reflected in the business systems
• When a change occurs to a Business System, all related aspects are considered / updated as well
• RoadTek’s investment in Project 21 & previous deliverables (ie. establishing new business systems) is realised through continuous improvement.
Business System Ownership
Key activities:
1. Watching briefWatching brief
- periodic “business system review” to confirm suitability, etc
- Keeping information relevant and up-to-date
2. Managing major changesManaging major changes
- new system / process / business application
3. Managing minor changesManaging minor changes
- continuous improvement of existing business system eg. updates, upgrades etc
Roles & Responsibilities
• Business Process Owner (Director):
– Reference Group
– Content Expert
• Business System Owner (PSO):
– Business Improvement & Quality Manager
– System Managers
– Highway21 Co-ordinator
– ICT
• Business Application Administrator
Roles & Responsibilities
Business Process Owner:• Approve the Business System (ie. all components)
• Ensure content is technically accurate and complete and meets its business objective.
• Ensure content of the Business System is reviewed periodically (e.g. annually) to ensure that it remains current.
• Authorise the publication of the content of the Business System on Highway21 where required.
• Approve and maintain the Reference Group
- charter, membership, schedule of meetings
This role is equivalent to MR roles of “Business Owner & “ Business Manager”
Roles & Responsibilities
Reference Group:
• Review relevant WINs for continuous improvement opportunities
• Represent all users of the Business System during review/input for changes (champions)
• Review content of Business System periodically to ensure that it remains current.
• Advise Business Process Owner on technical aspects of the content.
Roles & Responsibilities
Content Expert:• Provide single liaison point for the Business System
ownership.
• Provide expert advice on the content of the Business System
• Advise Business Process Owner on technical aspects related to the Business System
• Ensure policies and procedures have the appropriate approvals.
• Ensure all content meets appropriate standards, departmental policies and relevant legislation.
• Identify copyright, intellectual property, patent or any other ownership issues for the ‘Business System Owner’ to address.
Roles & Responsibilities
Business System Owner (PSO):• Manage the Business System (ie. all components):
- consider impacts of a change on all components of the Business System
- monitor / maintain formal agreements that support the Business System
• Maintain Business System Register and monitor the maintenance / improvement of the business systems.
• Implement new/revised business systems effectively across RoadTek.
• Manage the process for review and update of content on Highway21 to ensure currency and suitability
• Review content to ensure it meets publishing requirements as defined in the Highway21 Guidelines.
• Publish content in accordance with standard
Roles & Responsibilities
Business System Owner (PSO):• Manage delivery of new versions of applications
• Manage software licences
• Provide input into assessment of changes to Business Applications
• Manage contracts with application vendors
• Application testing
• Respond to Highway21 Help Desk, application and infrastructure problem solving
• Apply whole of government, Main Roads & ICT governance.
Roles & Responsibilities
Business Application Administrator:
• Manage the business application on a day-to-day basis
• Geoff to clarify roles/responsibilities.
Business Systems
– the process for:
• Major changesMajor changes
• Minor changesMinor changes
• Watching briefWatching brief
RoadTek Improvement System (RIS)- WIN process
Issue identified
Issue recorded on WIN
Nature of issue?
Issue addressed
Localissue
RoadTekissue
Issue logged on WIN Register(or equivalent)
Issues closed-out on WIN Register
Action taken is reviewed for effectiveness
Feedback to originator
Statewide product-based issue
Employee performance review
Non-conformances
Suggestions
ComplaintsAudits
System reviewInputs
If a Business System issue,
WIN escalated to Business
Process Owner
Business Systems: process for major & minor changes
Process underdevelopment
WIN escalated to Business Process Owner
WIN
Reference Group assesses
idea/improvement
Idea /improvement
assessed against criteria
Criteria
Major changes:- new way of doing business- new business- suggestion/need for new BA- significant enhancement to an existing BA (>$20,000)- IMC approval required- BA requires automated delivery under Std Desktop
Determine impact of change on Business System
& initiate 'Minor Change' Request Form
IDM
Minorchange
Majorchange
Idea/issue entered into Initiative Program Mgt
PSO implement change into RoadTek
Brief PSO to enact changes (as per Minor Change
Request Form)
Update RoadTek Business Systems Register on
Highway21
RoadTek Business Systems Register
Undertake actionsas required
BA upgrade
PSOChangeImpl'nPlan
MinorChange Request
Form
Criteria
Minor changes:- amendment / minor change to a process within the Business System
RIS
Technical close-out of WIN
Final close-out of WIN
WIN raised & logged
MinorChange Request
Form
Minor Change Request Form (draft)
Change Implementation Plan (draft)
Change Implementation Plan (draft)
Change Implementation Plan (draft)
Business SystemBusiness Systemss RegisterRegister
Business SystemBusiness Systemss RegisterRegister
Business SystemBusiness Systemss RegisterRegister
Create / change information on Highway21Create / change information on Highway21
Request to Publish Process
Questions / discussion…