RoadTekBusiness Systems Ownership

Briefing SessionJuly 2003

Overview

• Background (drivers/benefits)

• Overview of RoadTek Business Systems

– Business System Owners

– Components of Business Systems

– Business Systems Register

• Roles & Responsibilities

• Process for changes to Business Systems

Background

• OMG approval April 2003

– Owners identified for all Business Systems (ie. Directors)

– Register commenced in April (in one-on-one consultation with all Directors agreeing which Director owns which Business Systems)

– Register available on Highway21

Definition of Business SystemDefinition of Business Systemss

Definition of Business SystemDefinition of Business Systemss

Components of a Business System• Business policy, procedures, forms/templates etc

• Business Application & supporting documentation, eg.– user guide, Business Application Information Register (BAIR), etc

• Training Package- overview of training modules (ie. target audience, duration, expected

outcomes etc)- training modules (slides, handouts, session plans etc)

- training matrix (based on user profiles eg. Directors, Project Managers, Line Managers, Supervisors etc)

• Communications Materials- posters, pocket guides, “Your Questions Answered”

• Audit Module- audit checklist, audit schedule (location, frequency etc

• KPIs (objectives & targets for reporting on key outputs of system)

Benefits ofBusiness System Ownership

• Business Systems are continuously reviewed, kept up-to-date and improved – an ISO9001 certification requirement

• Changes to the business systems are undertaken in a controlled manner

• Changes that impact on RoadTek are reflected in the business systems

• When a change occurs to a Business System, all related aspects are considered / updated as well

• RoadTek’s investment in Project 21 & previous deliverables (ie. establishing new business systems) is realised through continuous improvement.

Business System Ownership

Key activities:

1. Watching briefWatching brief

- periodic “business system review” to confirm suitability, etc

- Keeping information relevant and up-to-date

2. Managing major changesManaging major changes

- new system / process / business application

3. Managing minor changesManaging minor changes

- continuous improvement of existing business system eg. updates, upgrades etc

Roles & Responsibilities

• Business Process Owner (Director):

– Reference Group

– Content Expert

• Business System Owner (PSO):

– Business Improvement & Quality Manager

– System Managers

– Highway21 Co-ordinator

– ICT

• Business Application Administrator

Roles & Responsibilities

Business Process Owner:• Approve the Business System (ie. all components)

• Ensure content is technically accurate and complete and meets its business objective.

• Ensure content of the Business System is reviewed periodically (e.g. annually) to ensure that it remains current.

• Authorise the publication of the content of the Business System on Highway21 where required.

• Approve and maintain the Reference Group

- charter, membership, schedule of meetings

This role is equivalent to MR roles of “Business Owner & “ Business Manager”

Roles & Responsibilities

Reference Group:

• Review relevant WINs for continuous improvement opportunities

• Represent all users of the Business System during review/input for changes (champions)

• Review content of Business System periodically to ensure that it remains current.

• Advise Business Process Owner on technical aspects of the content.

Roles & Responsibilities

Content Expert:• Provide single liaison point for the Business System

ownership.

• Provide expert advice on the content of the Business System

• Advise Business Process Owner on technical aspects related to the Business System

• Ensure policies and procedures have the appropriate approvals.

• Ensure all content meets appropriate standards, departmental policies and relevant legislation.

• Identify copyright, intellectual property, patent or any other ownership issues for the ‘Business System Owner’ to address.

Roles & Responsibilities

Business System Owner (PSO):• Manage the Business System (ie. all components):

- consider impacts of a change on all components of the Business System

- monitor / maintain formal agreements that support the Business System

• Maintain Business System Register and monitor the maintenance / improvement of the business systems.

• Implement new/revised business systems effectively across RoadTek.

• Manage the process for review and update of content on Highway21 to ensure currency and suitability

• Review content to ensure it meets publishing requirements as defined in the Highway21 Guidelines.

• Publish content in accordance with standard

Roles & Responsibilities

Business System Owner (PSO):• Manage delivery of new versions of applications

• Manage software licences

• Provide input into assessment of changes to Business Applications

• Manage contracts with application vendors

• Application testing

• Respond to Highway21 Help Desk, application and infrastructure problem solving

• Apply whole of government, Main Roads & ICT governance.

Roles & Responsibilities

Business Application Administrator:

• Manage the business application on a day-to-day basis

• Geoff to clarify roles/responsibilities.

Business Systems

– the process for:

• Major changesMajor changes

• Minor changesMinor changes

• Watching briefWatching brief

RoadTek Improvement System (RIS)- WIN process

Issue identified

Issue recorded on WIN

Nature of issue?

Issue addressed

Localissue

RoadTekissue

Issue logged on WIN Register(or equivalent)

Issues closed-out on WIN Register

Action taken is reviewed for effectiveness

Feedback to originator

Statewide product-based issue

Employee performance review

Non-conformances

Suggestions

ComplaintsAudits

System reviewInputs

If a Business System issue,

WIN escalated to Business

Process Owner

Business Systems: process for major & minor changes

Process underdevelopment

WIN escalated to Business Process Owner

WIN

Reference Group assesses

idea/improvement

Idea /improvement

assessed against criteria

Criteria

Major changes:- new way of doing business- new business- suggestion/need for new BA- significant enhancement to an existing BA (>$20,000)- IMC approval required- BA requires automated delivery under Std Desktop

Determine impact of change on Business System

& initiate 'Minor Change' Request Form

IDM

Minorchange

Majorchange

Idea/issue entered into Initiative Program Mgt

PSO implement change into RoadTek

Brief PSO to enact changes (as per Minor Change

Request Form)

Update RoadTek Business Systems Register on

Highway21

RoadTek Business Systems Register

Undertake actionsas required

BA upgrade

PSOChangeImpl'nPlan

MinorChange Request

Form

Criteria

Minor changes:- amendment / minor change to a process within the Business System

RIS

Technical close-out of WIN

Final close-out of WIN

WIN raised & logged

MinorChange Request

Form

Minor Change Request Form (draft)

Change Implementation Plan (draft)

Change Implementation Plan (draft)

Change Implementation Plan (draft)

Business SystemBusiness Systemss RegisterRegister

Business SystemBusiness Systemss RegisterRegister

Business SystemBusiness Systemss RegisterRegister

Create / change information on Highway21Create / change information on Highway21

Request to Publish Process

Questions / discussion…