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SSR Project Update - Issue 6

Sent 12 February 2018

In this project update for the Support Services Review there is information about recent appointments, current and upcoming vacancies, and a project activity update.

We encourage staff to continue to send through any questions or comments for this newsletter or the website using the ‘Have your say’ form.

Vacancies

The first tranche of recruitment will result in appointments at Director and Manager level. The intended recruitment activity for the coming months is as follows:

RECENT APPOINTMENTS:

  • Director, Shared Services Division: David Tapp
  • Senior Manager, Client Services (Shared Services)
    • Health Sciences: Andrea Howard
    • Division of Sciences: Cathy Thomson
    • Division of Humanities: Niky Hunt
    • Division of Commerce: Lornae Straith
    • Service Divisions: Marj Wright
  • Senior Manager, Finance Advisory (FSD): Sheryl Logie
  • Manager, Divisional Finance
    • Health Sciences: Andrea Wolf
    • Division of Sciences: Brett Dailey
    • Divisions of Humanities and Commerce: Quentin Johnson
    • Operations Divisions: Katherine Hendry
    • Service Divisions: Sarah Browne
  • Enterprise Architect (ITS): Dave Maclaurin

POSITIONS CURRENTLY SHORT-LISTING / INTERVIEWING:

  • Senior Manager, Project Management Office, Operations Divisions
  • Head of Operations Services, Shared Services
  • Senior Manager, IT Information Systems (ITS)
  • Senior Manager, IT Infrastructure (ITS)
  • Senior Manager IT Projects Unit (ITS)

POSITIONS CURRENTLY ADVERTISED:

POSITIONS BEING PREPARED FOR ADVERTISEMENT:

  • Manager Events
  • Senior Manager Finance Services
  • Group Leader Supply Chain

Additional positions may be advertised during this time. For a full list of vacancies please be sure to check the Current Vacancies section of the HR website.

Project activity

Ongoing budget review

As part of the SSR implementation there is a requirement to update budgets to reflect changes to the organisational structure and how services are delivered. This will involve an ongoing process of reviewing existing budgets and altering these to reflect the changes that are occurring in each area. We are now at a point in the implementation process where this activity will commence. Initially this will be in a limited number of areas but as the implementation progresses, will become more widespread. Members of the project team will contact budget holders/finance staff to discuss updates to budgets at those points during the project implementation where their respective budgets may be impacted.

Space Planning

The University space planners and the SSR project team are developing the high-level space plans required to accommodate the needs of the SSR implementation, as well as the non-SSR projects that are already in progress across the University. Space configuration will continue to evolve as transitional changes require, but the intention of the SSR space plan is to allocate space at a Divisional level in the first instance, and then work with Divisional heads and their management teams to determine the best configuration of staff within the allocated space.

There may be opportunities to refurbish space during reallocation, but this is only likely to go ahead in exceptional circumstances. Changes required by the SSR are only a subset of the wider space planning and management activity that is occurring at the University, and any SSR proposed refurbishment will be assessed against the needs of other areas of the University. In some instances there may be areas that will have to continue with the existing facilities until any refurbishment is possible.

Management of Change

We confirm that we remain on schedule for undertaking management of change processes for remaining roles between March and May this year as previously advised. While we would like to undertake these processes simultaneously this may be impacted by the timing and completion of the resourcing discussions being held within each Division. This may mean that we will be able to advance Management of Change processes in some areas more quickly than in others. We will provide updates regarding this through this regular project update.

Resourcing discussions

A key activity for the project team and the recently appointed managers is engagement with DVCs, PVCs, Deans, HoDs and Directors regarding resourcing in Divisions, Schools and Departments. While the business case details how services will be provided in the future, this needs to be balanced with the requirements of different areas to ensure the needs of students and staff are met. While initially the focus is on administration the scope of these discussions will grow with the appointment of other roles.

Staff support

We remind staff that you can access personal support through the Employee Assistance Programme (EAP). EAP services are available to staff at any time through the existing provider, Stratos Ltd.

EAP services are confidential to you and based on a self-referral system. There is no requirement to advise or make a request to your manager. Further information can be found in the EAP section of the HR website.

We welcome your feedback on the project implementation as it progresses. Contact us to discuss, or let us know if you need more information at ssr@otago.ac.nz

From the Support Services Review Project Team