Using JISC Resources to address change

The College’s strategic end game is a near complete shift to electronic digital records, information management and archiving, and a reduction in the number of parallel enterprise systems. This will achieve cost savings to digital and physical space and IT support while optimising access to definitive information for business purposes. This will include the provision of core data concerning the student experience and reduce the time required to answer Freedom of Information requests.

Key to this vision will be utilising JISC guidance to build cases, prioritise and improve staff skills.  Involvement in the JISC Strategic Information Practice Group will provide an opportunity for Information Management to work with other staff of the business and to undertake further appropriate professional team training to support these endeavours.

Information Management staff currently generally lack skills in building practices around strategic ICT notably in support of enterprise architecture as this is rarely included in professional training courses. Capacity building in partnership with others as part of this project willhelp to align our skills with our technical colleagues, provide a better understanding of challenges and enhance multi-disciplinary working to meet the College’s strategic objectives.

Experience of the previous Impact Calculator project suggests that action learning sets and peer to peer support will provide an environment to discuss difficult organisational challenges. This in turn will enable solutions and measures to be devised to support a move to a more integrated records management service and incentivise technical skills improvement in our staff

The funding from this bid will offer staff a protected space away from their day to day responsibilities to study and analyse tools, and to discuss in depth their potential application at Kings which would not normally be possible.

Previous work piloting the Impact Calculator over 6 months focussing on estates records (http://www.jiscinfonet.ac.uk/case-studies/impact-calculator/kings)  gave us experience of the challenges of setting SMART (Smart, Measurable, Achievable, Realistic and Timely) metrics around information management change, but the short time span was not long enough to evaluate the longitudinal impact of these changes nor maintain staff involvement in the transformation process.

This project has therefore been designed to benefit from the maximum 18 month period to optimise this impact.  There are four discrete sets of outcomes from this project:

  •  Analysis- working with records owners to review the lifecycle of their records and capture the process of change
    Deliverables: process map, metrics definition and benchmarks, communications plan
  • Organisational workshops – involving the steering group champion and records owners to set achievable targets
    Deliverables: targets, methodology (using Data Assessment Framework)
  • Action learning sets – discussion with project peers and JISC experts to identify potential barriers and to plan strategies to overcome them Deliverables: professional development and improved effectiveness of Information Management team for the benefit of the College
  •  Monitoring – bi-monthly review of targets and forum to address barriers to change
    Deliverables: longitudinal progress maps, documentation of barriers and their solutions

These will feed into a case study which will be available to the wider sector along with the deliverables such as process maps, metrics definition, lessons learnt and feedback on how JISC resources could be enhanced and improved