Administrative Heads Group Meeting 2-1998

Meeting 2/98 of the Administrative Heads Group was held between 8.30 am and 9.35 am on Thursday 16 April 1998 in the Council Room, First Floor, University Offices, Building 3a, Clayton Campus.

Phillip Siggins
Secretary
RMO97/1230

M I N U T E S

In opening the meeting, the Vice-Chancellor welcomed Professor J Warren, Pro-Vice-Chancellor, Monash University Sunway Campus, Malaysia and Mr J Julian, Director, Management Information Systems.

Apologies were received from Professor G Webb - Director, Centre for Higher Education Development; Ms A Pilgrim - Registrar, Faculty of Business and Economics; Ms C Jordon - Registrar, Faculty of Arts, Ms E Wilson - Registrar, Faculty of Law and Mr J McGrath - Manager, Bookshop.

The minutes of meeting 1/98 were confirmed subject to the inclusion of Mr P Summers as an apology for that meeting.

Mr John Julian, Director - Management Information Systems was in attendance to report on this item and to respond to questions.

Mr Julian gave a comprehensive report on progress with establishing an integrated administrative system for Monash. He advised the meeting that:

• the genesis of the current project was in the CASMAC project;
• proposals had been rigorously examined by a range of working parties and committees;
• the project would have to provide a durable solution allowing for the financial, student and personnel systems of the University to communicate effectively with each other;
• the project would have to provide capacity to be integrated externally with, for example; Library, Alumni, Distance Education and other sectors of the University and beyond; and
• recommendations would be submitted shortly to the Vice Chancellor’s Group, after review by a committee including both the Deputy Vice-Chancellor (Research and Development) and the General Manager.

In closing his remarks, Mr Julian advised that the project was challenging and involved an element of risk insofar as three complex, interactive systems would have to be replaced, two of them on the same date.

In discussion, a number of issues were canvassed including the extent to which end users of the prospective system had been involved in discussions to date.

At the conclusion of discussion, the Vice-Chancellor thanked Mr Julian for his presentation.

A document (ADM2/98) was distributed. Professor J Warren, Pro-Vice-Chancellor,

Monash University Sunway Campus, Malaysia was in attendance.

The Vice-Chancellor introduced discussion noting that Academic Board will discuss progress with the Sunway Campus at its meeting on 22 April 1998.

At the invitation of the Vice-Chancellor, Professor Warren addressed the meeting. Professor Warren indicated that he had had only a limited time on the Sunway Campus to date but had been very impressed by the effort and commitment of the Sunway people to the project. However, some administrative delays were pushing matters close to the deadlines for the commencement of second semester 1998.

There was extensive discussion during which the Vice-Chancellor confirmed that infrastructure requirements at the Campus were to be met by the University’s partners; Monash University’s prime responsibilities at the Sunway Campus were in the areas of staffing, recruitment and student matters, not buildings and infrastructure.

The Vice-Chancellor also indicated that in July 1998, existing business and information technology programs would continue at Sunway while new science and engineering programs would be introduced. In 1999, a new phase would begin with the introduction of arts and law programs.

In further discussion, Professor J E Maloney - Deputy Vice-Chancellor (International and Public Affairs) acknowledged the unique initiative represented by the establishment of the Sunway Campus and congratulated the University on appointing Professor Warren as Pro-Vice-Chancellor.

A document was attached to the agenda entitled "Science at Monash" (ADM3/98).

The Vice-Chancellor spoke to the document and advised that it would be considered at the next meeting of Academic Board. The Vice-Chancellor indicated that he accepted the recommendations of the report and acknowledged that the report provided clarification of the way ahead for the Faculty of Science at Monash. The Vice-Chancellor indicated that the Faculty of Science had welcomed the report and that at a recent meeting of the Faculty Board it had been formally endorsed. Dr Rodan, at the Vice-Chancellor’s invitation, advised the meeting that the report had received enthusiastic support within the Faculty of Science and, on behalf of the Faculty, extended his congratulations to the Working Party responsible for producing the report.

A document was attached to the agenda entitled "Review of the Roles and Responsibilities of Campus Directors" (ADM4/98).

The Vice-Chancellor introduced this item, indicating that the paper had its genesis in its first iteration of the Monash Plan and provided clarification of the roles of Campus Directors and set some directions for Campus Directors. The paper was before the meeting for noting and for Administrative Heads to bear in mind the defined roles and responsibilities of Campus Directors. The Vice-Chancellor invited comment and in discussion, Professor P LeP Darvall, Deputy Vice-Chancellor (Research and Development) indicated that some mention should be made of the involvement of Campus Directors with Open Day activities, as this was a significant element within the responsibilities of Campus Directors. Ms J Chandler, Executive Director, University Marketing and Development, commented on the need for close liaison between Campus Directors and those responsible for marketing the University, and suggested that this might be incorporated into the definition of roles and responsibilities. Mr J Matthews, Assistant General Manager (Financial Services), raised the matter of liaison between the Campus Directors and student and staff associations. In discussion, it was noted that there would be a need for greater elaboration of the nature of the liaison between Campus Directors and student and staff associations to take account of the broad context of interaction with student and staff associations with Heads of Departments and other levels within the University.

After further discussion, the Vice-Chancellor invited Administrative Heads to forward any relevant comments to Mr P Summers, Director Planning Support Unit, who will work with Professor A W Lindsay, Deputy Vice-Chancellor (Academic and Planning), in further developing the document.

Professor P LeP Darvall introduced the item and advised that Mr Alan McMeekin would commence duties in this role on 1 July 1998. The meeting noted that Mr McMeekin is currently the Director of Information Technology Services at the University of Southern Queensland.

The Vice-Chancellor introduced this item and invited members to suggest topics for presentation at future meetings. Three topics were suggested:

• the new Director of Information Technology to present on his portfolio;
• Mr J Matthews to report on the new budgetary system; and
• Ms J Chandler to report on publications of the University.

Administrative Heads were invited to convey to the Secretary suggestions for further topics for presentation.

Topics under other business included an update on South Africa. The Vice-Chancellor indicated that the foundation year would be crucial in programs to be considered for South Africa. It was envisaged that the Faculties of Business and Economics and Information Technology would be offering programs to be introduced in South Africa. Interest in a Monash Arts Degree had been expressed by South African institutions.

The Vice-Chancellor raised the matter of whether four meetings a year was sufficient. The meeting agreed to meet bi-monthly in future. The Secretary was requested to organise a revised meeting schedule and to include a meeting before the next meeting scheduled for 23 July 1998.

Special Adviser to Vice-Chancellor - Corporate Planning and Review
Executive Assistant to Vice-Chancellor

Tony Calder, University Secretariat