Practical Steps towards Shared Services
This section assumes that you have a good understanding of your current Enterprise Architecture and that, as a result of having developed a roadmap for moving forward, you have an idea where shared services may offer genuine benefit and strategic advantage.
The University of Plymouth worked with Plymouth City Council on the HELASS (Higher Education and Local Authority Shared Services) Project to explore the possibilities for shared services between the two organisations. The project developed a useful approach for evaluating the possibilities (see resources below) and also identified a number of important issues that needed to be fully considered and an approach agreed prior to any long-term strategic implementation of shared services. They include:
- Future strategic thinking
- Alternative options available
- Risk Management
- Integration with normal business activities
- Ongoing benefits tracking
- Cultural match at all levels of the organisations
- ICT technology innovations
- Governance Models
- Exit Plans
The following list highlights a number of resources that might help you in evaluating shared service options and planning service implementation.
Managing the Project
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The Portfolio, Programme and Project Management (P3M) infoKIt.
Establishing the Business Case
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Evaluating Shared Service Potential suggested approach
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The HEIDS Shared IT Services Study Opportunity Diagnostic Tool
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The Process Review infoKit
Managing the Risks
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The Risk Management infoKit
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HEIDS Shared IT Services Study Implementation & Risk Checklist (Appendix D of report)
Managing the Change
The Change Management infoKit
Resources on Stakeholder Engagement in the Design Studio
The following diagram highlights some issues for institutions in moving to shared and cloud services as identified by JANET UK in its role of brokering such IT services for the sector as a result of developments under the banner of the Universities' Modernisation Fund (UMF).
The following diagram describes a suggested 'gating process' proposed for the governance of the development of shared services between the University of Plymouth and Plymouth City Council as part of the HELASS project.
