Delegation Systems??
Hi everyone,
Hope this email finds you safe and well.
At UTS we are looking to improve the accessibility and functionality of the University’s Delegations systems (not the delegations themselves). We currently communicate delegations to staff through an interactive spreadsheet on our internal intranet. It is manually updated as changes are required (eg. changes to delegation limits, changes in position title, new delegations). Delegation operational “controls” are embedded in our enterprise HR and Finance systems, but again, manually entered and updated. There is no link between the “spreadsheet” and the “control” systems.
As we develop our improvement plan, it would be good to get your input to the following questions please:
1. In what form are your delegations communicated/ available to staff?
2. Are changes updated manually? By what area (eg. Governance Unit, HR)?
3. Are your delegations integrated with other systems?
4. Have you experience or recommendations of any better practice systems for delegations?
5. If the process is not automated, what would you estimate is the avg FTE spent maintaining currency (eg. 1 day a month)?
If it suits, I’d love to hear directly from anyone who has recently overhauled their delegations systems, or are thinking about it!
As always, I’ll collate all responses and post for the group.
Kind regards,
Richard
Thanks for input - here's the collation. Kind regards, Richard
Hi Richard
1. At Macquarie our Delegations of Authority Register is published as an Associated Information document to the Delegations of Authority Policy in Policy Central (URL to Policy: https://policies.mq.edu.au/document/view.php?id=53). The Register is available to all staff/students/members of the public as a PDF.
2. Changes to the Register are updated manually by me and my Policy team in Governance Services.
3. No.
4. We use TWEEK! for Policy Central but have not added the TWEEK! module for delegations. I would be interested to hear how others publish Delegations.
5. Estimate: 1 day per month. This does not include a project that I am leading this year to review all Delegations currently in the Register (including the way delegations are currently presented in the Register), so examples of best practice would be very helpful.
Kind regards
Linda