CONCURRENT SESSION: 3B
Thursday 7 September 2017
Time: 1.30pm - 3.00pm
Performance management at OP was spread across multiple systems with no integration between them. Staff were required to duplicate entry of data in to as many as three different places. Our Business Intelligence was good but it was aimed at senior management decision making and cumbersome for individual staff to drill down to the levels of data that they were interested in for performance reviews and tracking. With the implementation of Self Leading Teams within the organisation we needed something that could deliver effective business analysis and data driven decision making for performance improvements at all levels of the organisation.
Using Sharepoint 2016 and the Microsoft 2016 BI Suite Otago Polytechnic developed a single organisation wide performance management system which combined BI and all of our previously disconnected systems in to a seamless integrated and personalised system.
Navigation is personal to the logged in user giving them instant access, to the things that matter to them personally, as soon as they enter the site, based on who they are and the team(s) that they work within. There is clear alignment, accountability and transparency of performance and improvement from individual performance to strategic performance and BI is fully integrated at all levels.
Key Strategies met:
Integrated Performance Planning and Tracking from Individual to Organisational.
Clear line of site between individual effort and organisation strategic priorities
Support of Self Leading Teams implementation
Staff are able to concentrate on making decisions rather than spending time fighting with the systems.
The integration between systems has reduced workload and improved accuracy.
Staff are able to see how they contribute to the whole
Feedback is positive and enthusiasm for further improvements is high
There is a high trust level not just in the system but in our commitment for continual improvement based on their requests and ideas. Staff are now fully engaged with planning, tracking, performance excellence and improvement
Recognising that our existing performance management systems were no longer meeting our needs we asked for staff volunteers to create a steering group to review our current system. We started with a post-it-note session to identify the current systems “good, bad and ugly” experiences and then we imagined a future system that would give us a ‘Wow!’ experience.
Time frames and costs were a challenge as were management perceptions of a system that already met their needs.
Including key senior managers in to our planning sessions allowed staff to share their vision. Eventually senior management came to understand that empowering staff at individual and team level to make informed data driven improvements would flow through to benefit the whole organisation.
Still we had little to no budget. Developing with existing tools and in-house skills kept costs to a minimum. Further complicating things we made last minute, informed decision to deploy Sharepoint 2016 which left only four months to develop a fully functional portal. By prioritising based on the specific activities in the first three months of 2017 we were able then seamlessly complete any outstanding activities after the successful launch on Feb 6th 2017.
Passionate about ensuring our information systems are able to supply timely, accurate data in order to support the operational and strategic decision making requirements for staff at Otago Polytechnic
15 years of experience at Otago Polytechnic in a variety of roles including DB Administrator, Systems Developer, Systems Analyst, Business Solutions Team Leader, BI Data Analyst Developer and now Business Improvement Analyst.