B.Y.O picnic = sharingFor example; all paying for what we actually want to buy in a collaborative procurement (JISC collections, WHELF collaborations)Cooking & preparing buffet together = shared Have to decide on “compromise” menu, trust each others hygeine! Many leaders. One slice of cake, one leader who shares out the spoons as they see fit = mergedSingle compromise, one leader.
An important preparatory step, before options for improving performance and agility can be properly appraised, is to ensure that the existing costs of any services involved, as well as the processes by which the services are delivered, are fully understood. Costing information provides a financial baseline, and a proper knowledge of the business processes involved provides a starting point, when options for change are being considered, and for aligning business processes with partners. Institutions with an understanding of the processes required to establish successful shared services are adamant that these activities must take place. Business Process Management is one way of identifying this information, and the results are important to aiding integration between MIS applications as well as in preparing the ground for service sharing.
WHELFGregynog has existed for eight hundred years. By the sixteenth century it was the home of the Blayney family, local gentry who claimed descent from the early Welsh princes and whose courage and benevolence were praised by the court poets. Their coat of arms is the centrepiece of the fine oak carvings in what we now call the Blayney Room. For hundreds of years Gregynog was one of Montgomeryshire’s leading landed estates, at the heart of the community and the local economy. The Blayney squires gave way to the Lords Sudeley, then Lord Joicey. But in 1913 a huge estate sale saw Gregynog’s farms, cottages and woodlands sold off, many to their tenants. Gregynog Hall might have been demolished had not the wealthy Davies sisters acquired it in 1920 to become the headquarters of their enterprise to bring art, music and creative skills to the people of Wales in the aftermath of the First World War. For twenty years the house was full of music, fine furniture and ceramics, hand-printed books from the Gregynog Press and, most extraordinary of all, the sisters’ collection of paintings by artists such as Monet, Cezanne and Van Gogh. Personalities such as George Bernard Shaw and Gustav Holst visited during these years for concerts and conferences –or simply to enjoy the beautiful gardens and woodland walks. At the end of the nineteen-fifties, after wartime use as a Red Cross convalescent home, Gregynog was bequeathed to the University of Wales as a conference centre. It welcomed its first students in 1963 and they’ve been coming ever since. But the old Gregynog lives on –the music, the art, the printing press, the gardens. It is still a magical, timeless place where you can walk in the quiet evening and listen to the birdsong just as the poets did hundreds of years ago. F
As wenow enter a period of tightening publicfinances, we also see digital technologiesat the Everyone should have theability and opportunity to enjoy thebenefits digital technologies offer. Securingdigital inclusion is vital for our future.
Rebecca davies gregoynog 2011
One of you can cut the cake, the other picks the first slice:learning the lessons from library/IT convergence to share services across HEIsRebecca DaviesAberystwyth University<br />
Dear Abby<br />We want to get our relationship to the “next level”. We’re not living together – yet, as we can’t afford to get a home that’s big enough for both of us. But we are planning and saving up. <br />How can we get ready for the big move?<br />Looking forward to your advice<br />It & Lib<br />
Dear It and Lib<br />You need to start taking some time to do the routine things of life together – dates are fun, washing up isn’t!<br />Start acting like you live together now & by the time of the big move, however long that might take, you’ll be happy in your new home,<br />Abby<br />
19 different “physical” help points at 6 different locations<br />20 different “general” email addresses<br />18 different “general” phone numbers <br />8 different opening hours (I think…)<br />Delivered under EVERY management area<br />32 teams many with similar roles in different management areas<br />So how converged are your services?<br />
What is a shared service<br />& is that different to sharing a service?<br />The selfish reasons to share <br />Applying the selfish test<br />What’s mine is yours and what’s yours is mine?<br />The official and unofficial routes to success<br />Future challenges and opportunities <br />
'Shared services can be summarised as institutions cooperating in the development anddelivery of services…'<br />JISC Briefing Paper, Shared Services in UK further and higher education (2008)<br />
Continuity and resilience of service <br />Raising quality and adding value to existing services <br />Securing cost savings and sustainable efficiencies <br />Releasing staff time for more customer-facing activities <br />Improving the scalability of systems <br />Ensuring improved and more up-to-date systems <br />Gaining competitive advantage <br />Ability to offer otherwise unsustainable services <br />[taken from the benefits listed in the JISC toolkit http://www.jiscinfonet.ac.uk/infokits/shared-services ] <br />The selfish reasons to share<br />
Is it strategically important? <br />Will it save more than it will cost (in time & cash)?<br />Can you work with your partner(s)?<br />trust<br />cultural and policy differences <br />leaving the partnership later<br />perceived risk to competitive advantage <br />[selectively taken from the barriers identified in the JISC toolkit] <br />Applying the “selfish” test…<br />
What’s mine is yours and what’s yours is mine…<br />Be honest about your capacity - do you “do” change? <br />& how have you done in practice… <br />how well is “convergence” going (going, gone?)<br />How many shared services have you got between library & IT?<br />
Write service catalogue & understand your Business Processes – with costs attached<br />Share it with potential partners to see common interests & service gaps <br />Both (or more) sets of senior management get together & define the options for a shared service<br />My “offical” template for sharing success…<br />
Sharing<br />Joint T&D potential<br />Knowledge sharing / “consultant” exchange potential<br />Joint Procurement<br />Shared<br />Joint future development of “new” services <br />Joint delivery – separate site teams co-working?<br />Delivery from single institution for the other?<br />What are the options<br />
How it’s going to work: <br />What<br />When<br />Who leads:<br /> iron out the governance issues<br />Choose the option(s) define… <br />Why you’re doing it <br /><ul><li>Customers
Benefits / Estimated Cost and Risks</li></li></ul><li>Share your option(s) with Senior Management – ask them for what they want to pursue – get the buy in early (& any identify funding sources to pump prime) <br />Set up joint management teams to develop, deliver and evaluate the shared service <br />& once you’ve got what you’d like, need or must share<br />
“A collaborative culture - such as that embraced by institutions in Wales” <br />(thank you JISC )<br />We’ve got a reputation in Wales…<br />
The “unofficial” secret for sharing success? <br />So do the librarians & IT folks actually get on down & share at gregynog? <br />
Future challenges and opportunities - that mean we HAVE to share<br />Deliver better and fasterservices at lower cost<br />Help develop digital & information literacy <br />“transferable, adaptive skills, which give people the competence and confidence to embrace technological change throughout their lives”<br />(Delivering a Digital Wales, WG)<br />Encourage systematic collaboration which exploits the potential of technology to deliver higher education across and beyond Wales (For our future, WG) <br />Develop shared services in partnership with students to ensure a fabulous student experience<br />
We’re an innovative library enquiry service, with a good track record of long term “sharing” partners & we’re looking for… someone to share our services with who has a GSOH, strategically alignment with us and who wants to improve services & cut costs….<br />