Skip to content | Change text size
Assets | Includes | header.shtml
 

Strategy and Resources Committee Meeting 4-2009

Meeting 4/2009 of the Strategy and Resources Committee commenced at 4.00 pm on Wednesday 6 May 2009 in the Sir George Lush Meeting Room, Building 3a, Clayton campus.

Rhonda Hinds
Secretary

MINUTES

1.    Attendance and apologies

There were present:
Professor Edwina Cornish (Chair), Professor Helen Bartlett, Professor Merran Evans, Professor Stephanie Fahey, Mr Ron Fairchild, Professor Jayne Godfrey, Professor Rod Hill, Professor Max King, Professor Stephen King, Professor Rob Norris, Mr David Pitt, Professor Marilyn Pittard (representing Professor Arie Freiberg), Professor Robin Pollard, Professor John Redmond, Professor Lynette Russell (representing Professor Rae Frances), Professor Adam Shoemaker, Professor Kim Langfield-Smith (representing Professor Stephen King – early part of meeting), Professor Tam Sridhar, Professor Phillip Steele, Professor Peter Stewart (representing Professor Bill Charman), Professor Ron Weber, Professor Sue Willis.

Apologies were received from:
Professor Richard Larkins AO, Professor Bill Charman, Professor Rae Frances, Professor Arie Freiberg, Mr Peter Marshall. Professor Steven Wesselingh.

In attendance:
Mr Alan McMeekin, Chief Information Officer and Mr Chris Bridge, Program Director, ICT Shared Services Implementation (for item 4.1) Ms Sam Jacob, Director Health, Wellbeing and Development (for item 6.1).

Observer:
Ms Sharada Krishnan, Office of the PVC Sunway Campus (Monash Mobility Program).

2.    Formal Items

The Committee agreed that all items on the agenda not starred be adopted without discussion, and the action recommended be taken or the information therein noted.

3.    Minutes of Meeting 3/2009

The Committee confirmed the Minutes of SRC Meeting 3/2009, held on 9 April 2009.

4.    Matters arising from minutes of previous meetings

4.1   ICT Shared Services (SRC Meeting 1/2009)

Mr Alan McMeekin and Mr Chris Bridge reported on implementation of the ICT Shared Services Program to this point. Commencing the presentation, Mr McMeekin updated the Committee on a number of recent developments including recruitment of senior appointments, and advised that a review of the KPMG business cases had resulted in identification of the need to refine certain elements.

Noting the intention to prioritise rapid delivery of economic benefit, Mr Bridge proceeded to outline the rationale for sequencing of business cases, processes for mapping of business cases against industry standard framework and summarised the Program’s governance structure.

Members were advised that a key feature of shared services implementation to date had been the delivery of $1.4M in benefits ahead of schedule, including consolidation of IT delivery at the Gippsland campus.

It was acknowledged that an element of speed was inherent in the implementation proposals, especially insofar as Tier 1 projects were concerned. However, members were cautioned that a considerable scope of work lay behind the Business Case Sequencing diagram and that much learning would develop incrementally through the implementation process, which was spread over several years.

In response to a member question, the Committee was advised that Gartner (external IT strategy advisers) had been involved in the review at no cost to Monash. Moore Stephens Business Consultants had been engaged to cost benefits gained.

Members were further advised that a quarterly status report would be made to the Committee.

The Committee:

  • Received and noted the ICT Shared Services Status Report.
  • Accepted the sequencing and timing of the Shared Services projects proposed in Figure1 (SRC 32/2009).
  • Accepted the revised schedule of planned targeted benefits in Appendix 2 (SRC 32/2009).
  • Adopted the governance structure proposed by SRC 32/2009.
  • Adopted the principle of using quality, cost and risk as combined measures of Program success, subject to later ratification of appropriate non-financial measures, based on Appendix 5 (SRC 32/2009).
  • Agreed to schedule quarterly ICT Shared Services updates 15-30 minutes before the relevant meetings of the Committee.

For information: Mr A McMeekin, Mr C Bridge, Ms R Hinds

4.2   Videoconferencing (SRC Meeting 2/2009)

Professor Sue Willis presented to the Committee on the Faculty of Education's use of Videoconferencing, emphasising the critical nature of the technology to communications both within the Faculty and to a global Monash.

Outlining the facilities available on each campus, Professor Willis explained that the introduction of the technology had been undertaken with specific goals – to remove geographic issues from debate; to make more effective use of time; and to ensure ease of use with minimal need for support.

A significant feature of the impact of videoconferencing had been to reinforce the concept of a meeting across several spaces rather than a central location plus branches, which was of fundamental importance in a multi-campus university.

Mr McMeekin informed the Committee that plans were well underway for rollout of videoconferencing technology in a number of meeting rooms across Monash.

The Committee received the presentation and noted Professor Willis’ advice.

For information: Professor S Willis

4.3   Report from the Deans’ Meeting (SRC Meeting 3/2009)

Members had before them a report on the outcomes from the meeting of the Deans held at the Senior Management Summit in February, and which was introduced by Professor Redmond. The Committee considered each of the areas debated by the Deans:

1.  VCG (Property)

The Committee noted that the Deans were to nominate a representative to membership of VCG (Property).

2.  Performance Development Plan

The Committee encouraged web-based availability as soon as possible and noted that Mr Marshall would meet with Professor Shoemaker, Cornish and Norris.

3.  MRGS Plans

Professor King advised that reporting of Faculty Evaluation milestones was under consideration by a Working Party, which included membership by eight of the AD(R)s, and that there would be ample opportunity for comment by the time the matter reached Academic Board. Some members noted, however, that the issue was largely resource-based that reporting back should be to the Deans and that the business case should therefore be considered by SRC.

The Committee agreed that the resource implications of organisational policy change should first be considered by SRC before transmission to Academic Board by the relevant Committee.

For information: Ms M Soederberg, Mr M Fenaughty, Ms R Hinds

4.  Gippsland Campus

Noting that it was not the Deans’ intention that the entire matrix relationship be reviewed, but rather that certain aspects may require fine-tuning, the Committee considered issues around how best to guarantee the effective functioning of faculty/campus relationships to ensure, inter alia, an appropriate framework for delivery of academic programs on other campuses and prevention of internal competition.

It was suggested that an analysis of issues relevant to the faculty/campus relationships was a necessary first step and that the outcomes of the current work on implementation of the Gippsland governance structure (which, with appropriate assistance could be available within a month) would provide a contemporaneous campus perspective to feed into further deliberations. The Committee also discussed briefly the appropriate mechanism for further carriage of this matter, agreeing that relevant campuses and the campus co-ordination perspective should be represented.

Professor Cornish undertook to brief the current and incoming Vice-Chancellors on proposals to review relevant aspects of the faculty/campus relationships.

Scheduling of interactions between Deans/Portfolio holders

Following discussion regarding the desirability of regular scheduling of the Deans/Portfolio holding meetings, the Committee recommended that:

  • The Deans meet separately with each of the DVCs Research, Education and International, with a focus on discussion of strategic/longer-term issues.
  • A schedule of six (6) meetings @ year be developed, arranged as part of annual senior management organising.

For information: Professors E Cornish, J Redmond, Ms R Hinds

5.    Vice-Chancellor’s Business

The Vice-Chancellor was an apology.

6.    Planning and Monitoring

6.1   Swine Influenza

Ms Sam Jacob briefed the Committee on the status of the Swine Influenza outbreak and Monash’s preparations, noting that:

  • VCG had received an update on the national management approach that morning.
  • There had not been any confirmed domestic cases of Swine Flu, though results of a number of tests had yet to be released.
  • Monash had in place generic pandemic plans, including a suite of planning documents. Internal scenario planning had also been undertaken.
  • Should the alert be raised to Phase 6, the Department of Human Services would take control of the situation. Clarification regarding university status i.e. was it classified as a “school” for pandemic management purposes, was being sought.

Two documents were tabled:

  • 5 May 10:10 am update.
  • Monash University Pandemic Planning Template, which relevant organisational units were encouraged to complete, if they had not already done so.

(Secretarial note: subsequently emailed to all SRC members.)

Subsequent discussion emphasised the importance of ready availability of staff mobile numbers, to facilitate immediate contact in the event of emergency. Recognising the need to balance the need for access with staff privacy, it was suggested that the current policy governing access to staff mobile numbers be revisited.

The Committee received and noted the briefing on the Swine Influenza outbreak.

For information: Dr C Blandy, Ms S Jacob

6.2   Researchers in Business (RiB) Program

Members had before them a briefing paper from Professor Rod Hill regarding the Enterprise Connect Researchers in Business Program. Speaking thereto, Professor Hill explained that funding from the Enterprise Connect program had been made available to support placement of researchers with participating small to medium enterprises. He commended the RiB program both as a vehicle for Monash’s achieving key components of its 2025 vision, to increase translation of innovation into business and provide development opportunities for staff and students.

During discussion, the advantages to Monash of early take up of the program were emphasised, especially in view of the Minister’s keen interest in development of the Clayton Innovation Precinct.

The Committee:

  • Received and noted the briefing paper.
  • Noted the significant opportunity offered by the Researchers in Business Program to enhance and facilitate the translation of the University's innovation into business, especially the SME sector.

For information: Professors E Cornish, R Hill

7.    Budget and Financial Performance

7.1   Budget 2010 - ICT Development Program

Mr McMeekin spoke to the memo outlining the process proposed for prioritisation of the 2010 ICT Development Program, including the ranking and approval processes.

Responding to member concern regarding possible overlap with the Portfolio Strategic Initiatives processes, Mr McMeekin suggested that Mr Reynold Dias be requested to clarify relevant funding arrangements, and confirmed that the ICT program funding covered both strategic and capital ICT projects.

The Committee endorsed the process proposed for formulation and prioritisation of the 2010 ICT Development Program.

For information: Mr A McMeekin

7.2   Financial Reports

Mr Pitt presented the Financial Report for the first Quarter 2009. Key issues highlighted during the presentation included:

  • Monash’s performance ahead of budget, though this did not entirely translate to the cash position.
  • Sound profit and loss.
  • $20M cash deficit.
  • Enrolments were tracking above budget and staffing-related expenses close to budget.

Mr Pitt observed that there was variability within the Faculty/Portfolio forecasts.

Overall, good progress against budget had been made, though a cash shortfall was still forecast.

The Committee:

  • Received the Financial Reports and overview of Faculty and Portfolio forecasts; and
  • Noted Mr Pitt’s advice.

For information: Mr D Pitt, Mr R Dias

8.    Policies

8.1   Support Services Review Policy and Procedures

The Committee approved the Support Services Review Policy and associated Procedures.

For information: Dr K Macrae, Mr K Williamson

9.    Standing Committees

No business was presented to this meeting.

10.    Matters raised by members

11.    Other Business

12.    Next meeting

SRC Meeting 5/2009 is scheduled for Thursday 11 June 2009, commencing at 4.00 pm. Refreshments will be served after the meeting.