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Shared Services Board

The Shared Service Board provides high-level governance and oversight of shared services at the University with the aim of ensuring that shared services are successful in supporting the strategy and goals of the University.  It is the parent body to the Student Operations Steering Group and the Professional Support Steering Group, and reports to the Vice-Chancellor through the Vice-Chancellor’s Advisory Group (VCAG).

Terms of Reference

  • To ensure the activities of the Shared Services Division are aligned with the University’s strategic direction and are meeting University requirements.
  • To receive regular reports from the Student Operations Steering Group and the Professional Support Steering Group, including reports against key performance indicators; identification of trends, issues, risks and opportunities; and recommendations relating to enhancements, prioritisation, strategy and resourcing.
  • To formally approve the overarching strategy for the Shared Services Division, including measures of performance.
  • To identify, monitor, manage and mitigate risk in relation to the shared services.
  • To advise and take other actions as appropriate to resolve significant issues that might arise in the operation of the shared services.
  • To make recommendations to the Vice-Chancellor’s Advisory Group and other relevant bodies on strategies, significant projects and additional resourcing that may provide enhanced service and/or efficiency in relation to shared service activities.
  • To provide high-level oversight of communications and liaison opportunities related to the shared services.
  • To receive reports on, and provide governance-level oversight of, major changes and improvements to shared services.
  • To provide advice to the Director of Shared Services on such matters as he or she may raise in relation to the implementation of the shared services strategy.
  • To report regularly to the Vice-Chancellor through the Vice-Chancellor’s Advisory Group, on the functioning of the Shared Services Division and the activities of the Shared Services Board.
  • The Shared Service Board should not be concerned with:
  • The management of the shared services, except through the offering of advice on such matters (normally where this is requested by the Director of Shared Services, or where this falls within the remit of the Terms of Reference of the Board).  Management of the shared services is the responsibility of the Director of Shared Services and his or her management team.
  • Operational decision-making in the shared services, except through the offering of advice on such matters (normally where this is requested by the Director of Shared Services).  Operational decision-making falls within the domain of the Shared Services Division and units.
  • Direct budgetary decisions (there will be no budget associated with this board).

The approval of policy relating to shared services.  Policies need to be approved by VCAG or Senate.  Procedures and Guidelines could be approved at a lower level, but the Board is unlikely to meet often enough for this to be operationally viable.  Relevant procedures and guidelines could instead be approved by the Student Operations and Professional Support Steering Groups (and the IT Steering Group, assuming a similar structure).

Composition

Full members (voting and rights of debate)

Vice-Chancellor’s nominee (Convener)
Chief Operating Officer
Deputy Vice-Chancellor (Academic)
Chief Financial Officer
Director, Human Resources
Pro-Vice-Chancellor representative
Director, Office of Māori Development

Reporting to the committee (non-voting with rights of debate)

Director, Shared Services

In attendance (non-voting, to answer questions only) 

Manager of Performance and Delivery

Associate members (do not usually attend meetings but may attend at their discretion, with full voting and debating rights; receive Board minutes and agendas)

Deputy Vice-Chancellor (External Engagement)
Deputy Vice-Chancellor (Research & Enterprise)
Pro-Vice-Chancellors (excluding representative Pro-Vice-Chancellors)

Meeting Frequency

Quarterly in the first instance, potentially moving to six-monthly in the long term.

Review

The Board will be reviewed after two years to determine:

  1. if it is still required, and if so
  2. whether its terms of reference, composition and/or meeting frequency require updating.

Training

Members of the Shared Services Board will receive formal governance training.  This may potentially be provided through appropriate external experts such as the Institute of Directors.