Consultation Paper CP 4/96
Value for Money Initiative:Consultation on Future Projects
To Heads of HEFCE-funded institutions
Heads of DENI-funded Universities
Of interest to those responsible for Administration, Funding, Finance and Planning
Reference CP 4/96
Publication Date December 1996
Response by 27 January 1997
Enquiries to John Rushforth Tel 0117 931 7416
Fax 0117 931 7396
Executive Summary
1. This consultation paper seeks the views of institutions on the relative merits of a range of value for money (VFM) projects, to be undertaken by the funding councils under the guidance of the UK Value for Money Steering Group.
Background
2. In March 1996, the results of the first VFM projects were published. These were Energy Management (M 5/96 and M 16/96) and Treasury Management (M 12/96 and M 13/96). The next two projects are reviews of Estates Maintenance and Information Systems & Technology.
Discussion
3. The Steering Group and the funding councils now wish to consult with the sector on priorities for future projects. Annex A describes a range of possible projects, and Annex B is a questionnaire designed for institutions to identify their priorities.
4. For any project selected by the Group, the established process will be used:
- initial discussions with a representative group
- a research phase
- detailed visits to pilot sites
- development of performance indicators
- publication of national reports and review guides
- training/implementation seminars, if desirable
- evaluation of impact.
5. The timescales for the next range of reviews is likely to be:
| Task | Date |
| End of consultation with the sector | 27 January 1997 |
| Results of consultation presented to the Steering Group | February 1997 |
| Detailed Research Plan | May 1997 |
| Report to Steering Group | June 1997 |
| Newsletter to Sector | July 1997 |
| Feasibility Study carried out | October 1997 |
| Main Studies commence | November 1997 |
6. Annex B should be completed and returned by 27 January 1997 to:
Gillian James
Secretary to the VFM Steering Group
HEFCE
Northavon House
Coldharbour Lane
Bristol
BS16 1QD
Tel 0117 931 7411
Fax 0117 931 4396
e-mail g.james@hefce.ac.uk
Annex A
Possible Subjects for VFM Projects
Research Project Management
- setting priorities and objectives
- allocating resources (including staffing models)
- project monitoring
- cost monitoring and recovery
- marketing.
Any study would need to avoid duplication with the Funding Council's costing study currently in progress and recent CVCP guidance.
Insurance and Risk Management
- assessment of extent and probability of risks
- cost of risk reduction
- self insurance
- types and costs of insurance cover.
Use of Consultants and External Professional Advisers
- project definition
- selection of consultants
- costs
- outputs
- project management
- evaluation of outputs.
Registry Systems
- offer and acceptance procedures for student places
- registration procedures
- I T systems
- drop-out monitoring.
Stress, Sickness and Absenteeism
- terms and conditions of service
- setting targets
- monitoring
- procedures
- counselling and welfare services
- disciplinary aspects
- comparative figures for different classes of staff.
Anecdotal evidence suggests that increased pressure on resources is having an adverse effect on staff. This study would focus on how institutions are managing that pressure.
Use and Costs of Committees
- committee structures
- delegation
- project groups
- working groups
- lines of responsibility
- format and use of committee agendas, minutes, briefings, etc
- role and operation of remuneration, audit and finance committees.
Human Resource Management
- planning processes and resource allocation
- staffing models, loads, structures
- work measurement
- justification for new staff
- restructuring case studies
- opportunities, costs and benefits of using short-term contract staff and agency staff
- staff development
- remuneration
- recruitment methods
- appraisal systems
- sickness monitoring
- control over bonuses and overtime payments
- welfare services
- establishment control
- employment of students.
This is potentially a very large area and either certain aspects would need to be selected, or particular functions targeted.
Facilities Management
- preparing a business case
- procurement process
- contractual arrangements
- costs
- benefits
- contract monitoring
- quality evaluation.
This would need to take into account the VFM study on Facilities Management currently being undertaken by the FEFC and NAO.
Student Services
- types of provision
- staffing levels
- targets and output measures.
Grounds Maintenance
- setting standards
- contractual arrangements
- in-house productivity levels
- performance indicators.
Telecommunications
- objectives
- capacity planning
- procurement
- performance indicators
- financing
- maintenance.
Laboratory Teaching
- methods
- student contact levels
- use of demonstrators
- productivity measures
- appraisal systems
- use of technology
- costs
- quality control.
Institutions will need to bear in mind the work being carried out in respect of quality assessment and audit, together with the range of other funding council initiatives including:
- Fund for the Development of Teaching and Learning
- LANs and MANs
- TLTP and CTI (including the Learning Technology Dissemination Initiative (LTDI))
- Flexibility in Teaching and Learning Scheme (FITLS)
- Research for the Dearing committee on the academic use of IT.
Travel
- policies
- use of travel agents
- pool cars
- buses
- control of foreign travel.
Operational Departmental Reviews
- scope
- objectives
- participants
- frequency
- outputs
- costs
- processes.
Security Services
- standards
- specification
- in-house versus external provision
- procurement
- contract management and monitoring.
Traffic Management
- operational problems
- planning constraints
- environmental policies
- option appraisal
- monitoring
- performance indicators.
Document Management
- document flows
- storage
- archiving
- new technology
- photocopying
- printing
- filing systems
- performance indicators.
In addition to the above studies, the Steering Group has considered a number of possible studies in areas not funded by the Funding Councils, or where there may be greater sensitivity because of the competitive advantage that institutions are seeking. Although these would be of benefit to institutions, the Steering Group did not feel that it could give these projects any priority. Nevertheless, the Group agreed that they would be identified separately so that institutions could express their views.
Non priority Projects
Marketing
- undergraduate marketing
- student recruitment
- use of clearing
- open days.
Short Course Provision
- market research
- course costing
- course pricing
- staffing models
- income collection
- marketing.
Student Residences
- welfare services
- clearing
- maintenance
- charges
- marketing
- demand planning and alternative use
- performance indicators.
Conferences
- market research
- marketing
- costing
- cost recovery
- catering
- cleaning
- customer care.
Catering
- standards
- contractual arrangements
- productivity costs
- cost recovery
- levels of investment.
Foreign Operations
- business planning
- marketing
- operational and quality control
- reporting.
Alternative Sources of Funding (primarily European and Lottery funds)
- types of funding available
- getting partners
- making applications
- project liaison arrangements
- costing
- case studies and lessons learnt.
Annex B
Consultation on Future Projects
Please assess the projects listed below and indicate:
- a. The value that you believe the project would represent.
- b. For those that are important or useful, please indicate a priority, using a scale where 1 is the highest priority for your institution.
- c. Whether your institution would be interested in being a pilot site for any of the projects.
Priority Projects Important (indicate ranking) Useful (indicate ranking) Not a priority Not relevant Pilot Site (Yes/No) Research Project Management Insurance and Risk Management Use of Consultants and External Professional Advisers Registry Systems Stress, Sickness and Absenteeism Use and Costs of Committees Human Resource Management Facilities Management Student Services Grounds Maintenance Telecommunications Laboratory Teaching Travel Departmental Reviews Security Services Traffic Management Document Management Non Priority Projects Marketing Short Course Provision Student Residences Conferences Catering Foreign Operations Alternative Funding Additionally, you may wish to suggest below further areas for review, or comment on the scope of particular reviews.
Suggestions/Comments
Please complete by 27 January 1997 and return to:
Gillian James
HEFCE
Northavon House
Coldharbour Lane
Bristol, BS16 1QDTel: 0117 931 7411
Fax: 0117 931 7396
e-mail: g.james@hefce.ac.uk