Meeting 6/98 of the Administrative Heads Group was held at 8.30am on Thursday 12^th November 1998 in the Council Room, 1^st Floor, University Offices Building 3a, Clayton campus.

Tony Calder, Secretary

Apologies have been received from Professor P Darvall, Deputy Vice-Chancellor (Research & Development, Ms C Jordon, Registrar – Faculty of Arts, Mr Peter Summers, Director – Academic Planning & Support unit, Professor Graham Webb, Director – Centre for Higher Education Development and Ms Maureen Hah, Registrar - Faculty of Arts & Design

In attendance at the meeting was Mr Mark Montgomery, Higher Education Projects Director at SAP; members of the Integrated Administrative Systems Project Team including Mr J Chorowicz, Project Team Leader and Ms Annabel Carle, Client Liaison Manager IAS Project and members of the Integrated Administrative Systems Reference Group.

The minutes of meeting 5/98 were confirmed.

The Committee was advised that the amount of fees outstanding was continuing to decline and that the amount set-aside in the budget was appropriate at this point in time.

A document detailing the appointment of Mr J K Ellis was tabled.

The Vice-Chancellor advised the meeting that Mr Ellis would commence as Chancellor on 15 February 9, 1999.

Professor Maloney spoke to this item and advised that Monash was continuing to develop a strategy for the introduction of Monash programs into Southern Africa, China and Indonesia. In addition, Professor Maloney advised the Group that strategic policy development would become the responsibility of a new entity called Monash Global with membership of the new entity consisting of members of the Vice Chancellors Group, the Deans of the Faculties of Business & Economics and Information Technology and other distinguished co-opted members. Monash International would focus on implementing the strategies developed by Monash Global and report through the DVC – International & Public Affairs to Monash Global.

Professor Lindsay advised the group that he had requested the assistance of Deans in identifying the broader costs incurred in developing and implementing LTOP. The objective of the request was to reflect the costs and resources allocated to LTOP in the budget papers.

Mr Wade spoke to this item and advised that the 1999 budget and forward projections were close to final form and had yesterday been the subject of a special meeting of the Committee of Deans. Noting the decline in Commonwealth funding and difficult overseas markets, Mr Wade highlighted the following facets of the budget:

Teaching and Research were the primary drivers in developing the budget with additional funding being allocated for the implementation of LTOP, the ongoing upgrading of the information technology infrastructure, improved support of Scholarships and Fellowships and additional funding for research.

The budget projections made no provision for additional funding for the next round of enterprise bargaining. Any increases would need to come from additional income or savings in existing areas.

Central Administration had not received any additional funding with the exception of Research, LTOP and the Library thus all administrative areas were expected to be more inventive and better administrators, identify duplicated processes/functions and non productive activities and ensure that administrative rigor is a focus in all areas of activity.

A document summarising Mr John Julien’s presentation was tabled.

In summarising his presentation, Mr Julien advised members that the Finance and Human Resource modules were on target for implementation on 3^rd Mar 1999 and the Student Administration module, while still under development, was scheduled for implementation in June 2000.

A document detailing the organisational structure of Information Technology Services was distributed.

In outlining the revised structure of the Division, Mr Alan McMeekin, Executive Director – Information Technology Services referred members to the flow charts detailing the organisational structure.

Mr McMeekin’s presentation included discussion of the following matters:

Ensuring the successful outcomes of key projects commencing in 1999 including the new Library system, the Monash Messaging System, the Y to K Project and the ongoing rollout of the ATM network.

The development of an Information Technology Strategic Plan that would help inform the Universities strategic planning process and particularly the Capital Management Plan.

The leasing of IT equipment and the affect this would have on the annual and long-term budgetary process.

Mr John Campbell spoke to this item and informed the Group that Monash competitors had achieved excellent results in all areas and won the overall competition.

In response to a question, Ms J Chandler informed members that the University’s corporate logo had not been changed. The name and appearance of some Monash publications had been updated and refreshed with an emphasis being placed on reinforcing Monash within their titles.

The 1999 meeting dates for the Administrative Heads Group are as follows:

Thursday 11^th February

Thursday 15^th April

Thursday 10^th June

Thursday 29^th July

Thursday 30^th September

Thursday 18^th November

All meetings will be held in the Council Room, 1^st Floor, University Offices Building 3a, Clayton Campus and will commence at 8.30am.

The next scheduled Administrative Heads Group meeting will be held on Thursday 11^th February 1999 in the Council Room.

Vice-Chancellor (Chair) Professor David A Robinson

Deputy Vice-Chancellor (Research and Development)/

Campus Director, Clayton Professor Peter LeP Darvall

Deputy Vice-Chancellor (International and Public Affairs) Professor John E Maloney

Deputy Vice-Chancellor (Academic and Planning) Professor Alan W Lindsay

General Manager Mr Peter B Wade

Campus Director, Caulfield/Peninsula Mr John S White

Campus Director, Berwick/Gippsland Professor John Anderson

Assistant General Manager, Student Services Mr Bob Burnet

Assistant General Manager, Financial Services Mr John Matthews

Assistant General Manager, Facilities and Services Mr John Trembath

Assistant General Manager, Personnel Services Mr Peter Marshall

Assistant General Manager, Budget and Statistical Services Mr John Levine

Manager, Research Grants & Ethics Branch Ms Janet Gaffey

Executive Director, University Marketing and Development Ms Jenni Chandler

University Librarian Professor Edward Lim

University Solicitor Mr Renn Wortley

Director, Computer Centre Mr Peter Annal

Director, Halls of Residence Mr Vladimir Prpich

Executive Director, Performing and Visual Arts Mr Stephen Dee

Executive Director, International Affairs Mr Ian Porter

Director, Distance Education Centre Professor John Harris

Director, Internal Audit and Risk Management Mr Greg Connell

Director, Management Information Systems Mr John Julian

Director, Information Technology Services Mr Alan McMeekin

Director, Academic Planning & Support Unit Mr Peter Summers

Consultant to the General Manager Mr Peter Cunliffe

Chief Executive Officer, Monash Unicomm Pty Ltd Mr Joe Curtis

Director, Sports & Recreation Association Mr John Campbell

Manager, University Secretariat Mr Phillip Siggins

Manager, Bookshop Mr Jim McGrath

Manager, Administrative and Management Information Systems Mr Max Robinson

Manager, Research Training & Support Branch Mrs Pam Herman

General Manager, Monash International Pty Ltd Mr Tony Pollock

Director, Centre for Higher Education Development Professor Graham Webb

President, Managers’ Association Mr Chris Powell

Faculty Registrars Arts Ms Carol Jordon

Art/Des Ms Maureen Hah

BusEco Ms Bronwyn Shields

IT Mr Ken Hobbs

Edu Mr Peter Lawford

Eng Mr David Secomb

Law Ms Eileen Wilson

Med Mr Michael Lewenberg (Acting)

Pharm Mr Michael Watson

Sci Dr Paul Rodan

Secretary

Mr Tony Calder, University Secretariat ext 59004 FAX 55342