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Terms of reference workstreams - University of Exeter:参考workstreams -埃克塞特大学

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Terms of reference workstreams - University of Exeter:参考workstreams -埃克塞特大学Terms of reference workstreams - University of Exeter:参考workstreams -埃克塞特大学 UNIVERSITY OF EXETER FUTURE WORKPLACES PROJECT GROUP Terms of Reference and Membership of the Project Group, Project Coordination Group and Work Streams 1 Terms of Reference of the...

Terms of reference workstreams - University of Exeter:参考workstreams -埃克塞特大学
Terms of reference workstreams - University of Exeter:参考workstreams -埃克塞特大学 UNIVERSITY OF EXETER FUTURE WORKPLACES PROJECT GROUP Terms of Reference and Membership of the Project Group, Project Coordination Group and Work Streams 1 Terms of Reference of the Project Group a) Scope of the Project: To advise on the scope and oversee the project, to include the agreed outputs, programme and budget. To approve any material deviation from the approved project. b) Costs and Budget: Consider for recommendation for approval resource requirements needed to deliver the project and oversee the expenditure of allocated budgets to ensure they are prudently managed. c) Risks: Ensure that risks to the project are effectively managed. d) Reporting: Chair of the Project Group to report on the progress of the project to VCEG and SMG and report on any material deviation from the agreed scope. e) Coordination: Advise on the need to coordinate the Project with other relevant University initiatives. f) Consultation: Advise on consultation and monitor actions to consult on the Project. g) Communication: Approve and monitor progress of the development and implementation of the Communications Plan. h) Championing Projects: Members to act as Lead Change Agents, to promote and encourage Flexible Workplace Working in their Colleges and Services. 2 Membership of the Project Group Chair & Project Champion – Senior Deputy Vice Chancellor (Neil Armstrong) Project Lead for Professional Services - Deputy Chief Operating Officer & Director of Campus Services (Geoff Pringle) Dean of Exeter Business School (Robin Mason) Dean of CLES (Daniel Charman) College Manager, SISS (Simon Wright) Chair of ASA (Professor Alan Outram) Chief Executive of the Guild (Tracey Costello) Director of HR (Jacqui Marshall) Director of Communications and Corporate Affairs (tbc) Chief Information Officer (Lynne Tucker) Project Lead, Estate Development Service Deputy Director (Frances Vowles) Project Coordinator, Head of Space Management & Design, EDS (Helen Greenbeck In addition, Amanda Conroy, a lay member of Council, will join the Project Group, together with the new incoming Director of Estate and Development Services at FXPlus, Tim Brooksbank in January. 3 Terms of Reference for the Project Coordination Group a) Scope of the Project: Ensure that the Project has been adequately scoped and actions assigned to the work streams. Monitor the progress of the work streams, Scope and take responsibility for actions that fall out of the scope of work of any of the work streams. b) Timescales: Produce and monitor the Project programme. Milestones and other key stages should be clearly defined. Ensure that the work streams are adhering to their timelines. c) Costs and Budget: Identify costs and resource requirements needed to deliver each phase of the project and ensure any allocated budgets are prudently managed. Delegate sub budgets to work streams as appropriate. d) Risks: Develop and maintain a risk register for the Project. e) Reporting: To provide a report to each Project Group meeting to cover Project progress and, if allocated, expenditure against budget. Report on any material deviation from the agreed scope and update on delivery risks. f) Coordination: Ensure that there is coordination between the Project and other relevant University initiatives. Ensure that the actions and outputs of the work streams are coordinated and interlinked as necessary. g) Consultation: Ensure that the workstreams are carrying out a comprehensive and inclusive consultation process. Ensure that there is wider engagement with the University community and external advisers and other universities, public and private sector companies. h) Communication: To develop and implement the Communications Plan and ensure that the communications across the work streams are consistent and unified. 4 Membership of the Project Coordination Group Chair - Project Lead - Deputy Director EDS (Frances Vowles) Project Coordinator - Head of Space Management & Design, EDS (Helen Greenbeck) Chair of Enabling Tools Work stream - Head of IT Partnerships & Service Delivery, Academic Services (Nathan Burden) Chair of Space Work stream– Head of Buildings, EDS (Ian Millar) Chair of HR Work stream – Senior HR Manager, HR (Geoff Williams) Chair of Teaching day Work stream – College Manager HUMS (Ariel Edge) Communications Officer (Abigail Dixon) Assistant Director Strategic Change (Gill Preston) 5 Terms of Reference for the Work Streams 5.1 The following revised generic terms of reference are proposed for the Work Streams: a) Scope and Action Plan: To scope the work of the work stream and produce an action plan to implement over the 3 phases of the project to be considered for approval by the Project Group. b) Timescales: To ensure that the action plan has a clear and defined timeline, to coincide with the timeline for the project overall. Milestones and other key stages should be clearly defined. c) Costs and Budget: Identify costs and resource requirements needed to deliver each phase of the project and ensure any allocated budgets are prudently managed. d) Risks: To ensure that the action plan clearly defines risks to the delivery of the work of the work stream and other risks that might impact on the project overall. Develop and maintain a risk register for the work stream. e) Reporting: To provide a report to each Project Group meeting in an agreed standard format, to cover progress and, if allocated, expenditure against budget. Report on any material deviation from the agreed scope and action plan for the work stream and update on delivery risks. f) Communication: To ensure that suitable outputs are created in a timely fashion to communicate the actions of the work stream in accordance with the Communication Plan. The coordination of communications to ensure a unified message will be managed by the Project Coordination Group. g) Consultation: Ensure a comprehensive and inclusive consultation process by: a. Establishing framework for consultation that is achievable and appropriate to the work stream and ensures wide engagement. b. Consulting and incorporating findings from focus groups for each agreed workstyles, as well establishing and engaging with any work stream specific focus groups as necessary. c. To seek advice where appropriate from other work stream members, nominated change agents and relevant representative of the University community as well as external advisors and other universities, public and private sector companies. To carry out visits as necessary. h) Testing: To benchmark against work stream key performance indicators then set up pilot studies and a process of testing the outputs of the work stream. Ensure that change agents and other members of staff who may help in testing outputs are fully briefed and committed to the project. i) Role of Work Stream Members: Each member of the work stream should: a. Attend regular meetings of the work stream and take an active role in supporting the aims of the group. b. Each member to take responsibility for the delivery of their allocated tasks to an agreed time scale. c. Act as a project champion within the wider organisation. d. Support the Project Group in delivery of the required Project outputs. e. Ensure an appropriate replacement is allocated if they are no longer able to fully participate in the work stream. j) Role of the Work Stream Chair: In addition to the above, the Chair of the work stream should: a. Liaise with the Chairs of the other work streams by attending Project Coordination Group meetings on a 3 to 4 weekly basis to ensure linkage between all the work stream outputs. b. To allocate and manage tasks from the approved action plan for implementation to the members of the work stream.
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