20.207
STUDENT SUCCESS PROGRAMME (SSP) BUSINESS CASE
Received:
1
the Student Success Programme (SSP) Business Case from the Provost
dated 29 September 2020 (document VUWC 20/155).
2
supplementary material circulated in an additional board book at the end
of last week.
Noted:
1
that the report was taken as read.
2
that the business case was considered in detail at the 28 September Finance
Committee meeting at which there was a request for further information as
supplied in the supplementary material.
3
that the Vice-Chancellor and Provost expressed their strong support for the
Student Success Programme (SSP) and emphasised that although the
timing was challenging it is critical to invest for the future.
4
that the Chair of Finance referred to the fact that ten out of twelve Council
members were at the Finance Committee meeting when the business case
was discussed and that the detailed minutes of that meeting had been
included with this Council meeting’s documentation. A lot of the
Committee’s questions had been answered in the supplementary
documentation and it was emphasised that this was not a cost reduction
programme but a revenue generating one, alongside improved student
experience and delivery.
5
that although some previous aspects of the project had not been successful
there are the following significant differences and risk mitigations as the
Council considers the business case:
i)
External governance advice through Siri Bartlett
ii)
Use of external partner Fusion 5 who have delivered a similar
project at other universities
iii)
Regular PwC reviews of processes and progress
iv)
Stop/Go stage gates
6
that concern was expressed that the supplementary material did not
sufficiently address the people costs and that there would be more comfort
considering the business case in February 2021 when there was more clarity
around student numbers, if the border was to open to international
students and the Covid-19 deficit reduction programme results were
known. That in the current environment of staff being asked to make
savings such a large capex item may not go down well.
7
that views were expressed that both cost cutting (operating expenses) and
investment (capital expenditure) need to happen as Council looks at areas
to invest to grow for the future whilst understanding sensible areas to
reduce costs consistent with meeting the immediate challenges.
8
that concerns around the ability to deliver the project were expressed due
to the history of the programme. Council was assured by management that
systemic and personnel changes along with evidence of success by other
universities had increased confidence.
9
that the majority of Council members, whilst acknowledging and being
deeply respectful of the issues, agreed it was time on balance to support the
programme whilst actively monitoring progress as it moves forward.
Action:
10
that the first communications regarding the programme will be from the
Chancellor via University News with an emphasis on the decision being a
capital investment matter with a view to the future success of the
University. Following this it is critical that a positive tone be used along
with sensitivity to the issues especially around change management.
11
that the Chancellor confirmed that at the time of apologising for the
meeting
Ms Nesus had conveyed her support for the business
case on the basis that it be closely monitored as detailed previously.
Resolved:
that Council:
1
notes the report and additional information requested by the Finance
Committee and provided in the supplementary board book.
McCarthy/Judge
Carried
200181
2
notes that this investment and the associated project milestones will be
subject to appropriate review gate and reporting controls.
McCarthy/Judge
Carried
200182
3
approves the Student Success Programme Business Case
McCarthy/Judge
Carried
200182
Against: Lawrence/ Bönisch-Brednich/Hunter
4
approves $6,115k Capex and $842k Opex within the Business Case.
McCarthy/Judge
Carried
200183
Against: Lawrence/ Bönisch-Brednich /Hunter
Finance Committee minute, 28 September 2020 – CONFIDENTIAL
20.45 STUDENT SUCCESS PROGRAMME (SSP) BUSINESS CASE
Received:
the Student Services Programme (SSP) business case and
covering memorandum from the Provost dated 22 September
2020 (document FC 20/21).
Noted:
1 that the covering memorandum and business case were taken
as read.
2 that the Provost acknowledged the long journey to this point
and her pride in presenting the business case highlighting that
SSP will:
• simplify the admission process, delivering new
admission and enrolment systems, enabling potential
students to apply online (removing the need for paper
applications from international students) at any time in
the year and decoupling the admission and enrolment
process;
• centralise student support services with standardised
and streamlined processes providing consistent help to
students and the provision of online services such as
self-service and appointment booking;
• implement a holistic student adviser model that
supports students at risk of failing or dropping out of
University to achieve academic success;
• implement a student portal providing a consistent and
digital point of entry to student services that will enable
students to easily find information, stay informed about
their study and request services online;
• maintain a centralised record of the student’s
interactions with the University by implementing a
CRM. This will provide a 360-degree view of the student
and enable the provision of better and consistent
support;
• establish a new organisational unit, Tītoko - the Centre
for Student Success based on a hub and spoke support
model. T
3
that there was a lengthy discussion from which the following
key points were made:
• confirmation that the Establishment Director will be a
senior person with significant appropriate experience in
leading large change processes in a university setting;
• the need to understand incremental costs such as the
advisors who are not factored into the current business
case;
• the need for any recommendations to Council to include
clear stage gates at which the proposal can be
reconsidered in order to mitigate risk;
• proactive pre event audits of the project by Internal
Audit (PwC) including a strong emphasis on process
design against a set of standard QA documents will take
place quarterly. The auditors will flag areas of concern,
highlight areas that require training, ensure that
standards are understood amongst other checks and
balances;
• a request for further evidence and corroborative
data including the experience of other NZ universities
who are further down the track on similar projects,
results or information from the pilots that are in place
and the Georgia State university experience;
• along with the above request for additional information
the Fusion5 roadmap will be made available to Council
members in a set of supplementary material in support
of the business case.
• that Mr Suri Bartlett (independent quality assurance
consultant – Managing Director of Tenzing), be invited
to speak when the business case is considered by
Council on 5 October.
4 that the Chancellor emphasised in order for Council to approve
the business case on 5 October the importance of management
providing sufficient assurance so that Council can have
confidence in both delivery and outcomes.
5 that the Chair agreed that final discussion take place at the full
Council meeting on 5 October and that the report be noted at
this stage.
Resolved:
that the covering memorandum and business case be noted.
Carried
Judge/McCarthy
Carried
