IT QUT - QUT's IT Transformation Phase 2

IT QUT - QUT's IT Transformation Phase 2

IT QUT - QUT's IT Transformation Phase 2

IT@QUT QUT’s IT Transformation Phase 2: Final Change Management and Implementation Plan (CMIP) Learning Environments and Technology Services (LETS) Change Sponsor: Deputy Vice-Chancellor, Division of Technology, Information and Library Services (TILS) Version – FINAL – REVISED 18 May 2018 CRICOS Institution Code 00213J

IT QUT - QUT's IT Transformation Phase 2

2 Contents 1 Introduction ___ 3
1.1 Interdependencies with the ITS and SPMO Proposal for Change ___ 3
2 Change decision ___ 3
2.1.1 Changes to service portfolio management ___ 3
2.1.2 Changes to the delivery of technology support ___ 4
2.1.3 Implementation of enterprise AV technology service ___ 5
2.1.4 Realigning positions supporting Lecture Capture system to ITS ___ 5
2.1.5 Realigning support for hardware and software procurement from ITS ___ 5
2.1.6 Changes to the LETS leadership team ___ 5
3 Implementation feedback ___ 5
3.1 Staff feedback ___ 6
3.1.1 Document error ___ 6
3.1.2 Technology Support Officer position title ___ 6
3.1.3 Technology Partner role and position description ___ 6
3.2 Feedback from unions ___ 7
3.2.1 Impact on key services ___ 7
3.2.2 Impact on staff ___ 7
3.2.3 Employment arrangements ___ 8
3.2.4 Job families ___ 8
3.2.5 Management of recruitment and selection processes ___ 8
4 Implementation of the change decision ___ 9
4.1 Commencement ___ 9
4.2 Recruitment and selection processes ___ 9
4.3 Position transfer process ___ 10
4.4 Position title and description updated ___ 10
4.5 Discontinued positions ___ 10
4.6 Reduction in job families ___ 11
4.7 Discontinued positions and reduction of position pool ___ 11
5 IT Transformation program and interdependencies ___ 12
6 Engaging, consulting and supporting staff ___ 12
6.1 Engaging ___ 12
6.2 Supporting staff and building capability ___ 13
7 Stakeholders and proposed timeline ___ 13
Appendix A: Organisational charts ___ 14
Figure 1: LETS: Director’s Office ___ 14
Figure 2: LETS: Technology Support ___ 15
Figure 3: LETS: Learning Environments ___ 16
Appendix B: Workforce profile impacts ___ 17
Table 1: Workforce profile impacts - LETS – Director’s Office ___ 17
Table 2: Workforce profile impacts – LETS – Technology Support ___ 17
Table 3: Workforce profile impacts – LETS Learning Environments ___ 20
Table 4: Workforce profile impacts – ITS Infrastructure Services ___ 21
Appendix C: Position Descriptions .

IT QUT - QUT's IT Transformation Phase 2
3 1 Introduction The background and rationale for change was outlined in QUT’s IT Transformation – Phase 2: Draft Change Management and Implementation Plan – Learning Environments and Technology Services (LETS) (‘draft CMIP’) and, prior to that, QUT’s IT Transformation – Proposal for Change Phase 2: Learning Environments and Technology Services (‘the Proposal’). There are seven (7) aspects to the change:
  • Development of a new service delivery model for technology services
  • Changes to the LETS leadership team o Establishment of a new Associate Director, Technology Support position.
  • Development of a new approach to the management of service portfolios o Creation of two (2) new Service Manager positions for two broad service portfolios o Discontinuing the Manger, Service Design and Business Process position.
  • Changes to the delivery of technology support o Creation of five (5) ongoing Technology Partner positions to strategically partner with faculties / institutes / divisions.
  • o Discontinuing the six (6) ‘IT Coordinator’ positions o Structures and position descriptions for technology support roles be simplified and refreshed; linked HEW Level position descriptions to be discontinued.
  • The management of Learning Environments is made more consistent through the implementation of an enterprise AV technology service o Creation of two (2) new positions (Manager, Learning Environments Design and Projects (HEW10); and Project Manager (SaMA projects) (HEW8)) to manage learning environments projects and support and maintenance activities
  • Lecture Capture support realigns from LETS to ITS, to be consistent with other learning and teaching systems support o Staff currently supporting the Lecture Capture system realign from LETS to ITS
  • Hardware and software procurement activities realign from ITS to LETS to be consistent with other client computing support activities.
  • This Final Change Management and Implementation Plan (‘Final CMIP’) outlines:
  • The Change Decision;
  • Feedback and response on the Proposed Implementation of the Change Decision, and
  • Implementation of the Change Decision. 1.1 Interdependencies with the ITS and SPMO Proposal for Change In response to the ITS and SPMO Proposal for Change released on 18 April, many considerate and insightful responses were submitted. As at 16 May, the Transformation team, HR, and ITS and SPMO senior leaders are continuing to follow up with some staff and stakeholders on the feedback received to further inform the decisions being made. To allow time for that work to be undertaken, the ITS and SPMO Draft CMIP is still being prepared, and will be released on Tuesday 22 May 2018. The ITS and SPMO Final CMIP, to be released in June, will provide additional detail about transition planning and recruitment processes, which will proceed as one process encompassing LETS, ITS and SPMO positions.
  • 2 Change decision Based on the rationale in the Proposal, feedback from staff and stakeholders during the consultation process and further consideration by the University, it was determined that change is required as outlined below. 2.1.1 Changes to service portfolio management It has been decided to create two (2) new ongoing Service Manager (HEW10) positions for two broad service portfolio areas:
  • Service Manager, Collaboration and Communication; and
  • Service Manager, Client Technology Services & Support.
IT QUT - QUT's IT Transformation Phase 2
4 A copy of the position descriptions for the Service Manager roles are included in Appendix C. It has been decided to transfer the Collaborative Technologies Information Management Officer (HEW 7) from the Library to LETS to report to the Service Manager, Collaboration and Communication. It has been decided to discontinue the following position as it is no longer required:
  • Manager, Service Design and Business Processes (Governance and Quality) (HEW9). 2.1.2 Changes to the delivery of technology support It has been decided to create five (5) ongoing strategic engagement ‘business partner’ positions, titled Technology Partners (HEW9):
  • Technology Partner – Divisions
  • Technology Partner – Health / IHBI
  • Technology Partner – SEF / IFE
  • Technology Partner – Business / Law
  • Technology Partner – CI / Education / QUTIC A copy of the position description for the Technology Partner role is included in Appendix C. It has been decided to discontinue the following six (6) ‘IT Coordinator’ positions as they are no longer required:
  • Manager, Information Technology (HEW9)
  • IT Manager (HEW8)
  • Team Leader - IT & Web (HEW8)
  • Digital Services and Information Manager (HEW8)
  • Information Technology Team Leader (HEW8)
  • Information Technology Services Coordinator (HEW7) It has been decided that structures and position descriptions for technology support roles will be simplified and refreshed and that future Technology Support Officer positions will be classified at one level, rather than linked across two classification levels (i.e. HEW5/HEW6 linked).
  • incumbents currently occupying a linked HEW5/HEW6 Technology Support Officer position at the HEW6 classification level will transition to a HEW6 Technology Support Officer role.
  • incumbents currently occupying a linked HEW5/HEW6 Technology Support Officer position at the HEW5 classification level will transition to a HEW5 Technology Support Officer role.
  • ‘specialist’ technology support roles realigned to TILS during Phase 1 will directly transition to the organisational structure as follows: o HEW7 positions will be directly transitioned to a new, common position description titled Senior Specialist Technology Support Officer (HEW7); o HEW6 positions will be directly transitioned to a common position description titled Specialist Technology Support Officer (HEW6); and o one (1) HEW4 Computer Support Assistant will directly transition to a Specialist Technology Support Assistant (HEW4) position.
  • It has been decided that one (1) new ongoing Logistics Officer (HEW5) position will be created. It has been decided to discontinue the following position as it is no longer required:
  • Applications Programmer (HEW7). The Technology Support organisational chart is at Appendix A: Figure 2. All position descriptions are at Appendix C.
IT QUT - QUT's IT Transformation Phase 2
5 2.1.3 Implementation of enterprise AV technology service It has been decided to create two (2) new positions to support an enterprise approach to AV support for non-specialist teaching rooms and meeting rooms:
  • Manager, Learning Environments Design and Projects (HEW10).
  • Project Manager (SaMA projects) (HEW8). Position descriptions for these positions are included in Appendix C. It has been decided that the two (2) technology support positions (HEW6) (Technology Support Officer # 50025 and Systems Specialist #123218) in the Learning Environments team will be reduced to one (1) position. If either of these two staff are not successful in obtaining a position in the new LETS, ITS or SPMO structure, then the reduction of one (1) position will be achieved through a process of inviting Expressions of Interest for a Voluntary Redundancy and, if required, Involuntary Redundancy. 2.1.4 Realigning positions supporting Lecture Capture system to ITS It has been decided to transfer the Lecture Capture system’s management, support, and positions from LETS to ITS:
  • the Technology Support Officer (Lecture Capture) (HEW6)
  • the contracts of the two fixed-term Lecture Capture positions will be honoured. 2.1.5 Realigning support for hardware and software procurement from ITS It has been decided to realign the hardware and software procurement function into LETS. Workforce impacts of this change are as follows:
  • a new ongoing Software Licensing Officer (HEW6) position will be created within LETS. The position description is included in Appendix C.
  • two ongoing positions within ITS’ procurement team will be discontinued as they are no longer required: o Software Licensing Coordinator (HEW7) o Administrative Assistant (HEW4)
  • the contracts of the two fixed-term positions within ITS procurement team will be honoured; o Software Licensing Assistant (HEW5) o Software Acquisitions Assistant (HEW5) 2.1.6 Changes to the LETS leadership team Recruitment to the Director, LETS position is currently underway, following the departure of the former Director in January 2018. The current acting Director, LETS is on secondment from HiQ. The Associate Director, Learning Environments position will continue. A new Associate Director, Technology Support position (SSG) has been created, and recruitment will commence shortly. The role will become a key part of the proposed LETS leadership team and be responsible for the delivery of new client-focused service model.

The Technology Support Manager position, which was created as a temporary role to assist with the transition of technology roles into LETS, will not continue. 3 Implementation feedback There were two (2) written submissions received from staff during the consultation period on the proposed implementation of the change decision outlined in the Draft CMIP. Verbal feedback was also provided to the Change Sponsor and others through wider consultation across the University. Verbal feedback was also provided to the Change Sponsor (DVC (TILS)) by the National Tertiary Education Union (NTEU) and Together Branch of ASU during a recent Joint Consultative Committee meeting with QUT.

IT QUT - QUT's IT Transformation Phase 2

6 3.1 Staff feedback 3.1.1 Document error There was feedback regarding the use of an incorrect position title in one of the organisational charts included in the Draft CMIP. University response to feedback related to 3.1.1 The University notes this feedback and the organisational charts have been corrected for inclusion in this Final CMIP. 3.1.2 Technology Support Officer position title There was feedback regarding the use of the position title Technology Support Officer for both the HEW 5 and HEW 6 positions in the Technology Support team. The feedback proposed that the HEW 6 Technology Support position be renamed Senior Technology Support Officer to differentiate between the positions at the two classification levels.

University response to feedback related to 3.1.2 As was noted in the Draft CMIP, there were a number of pieces of feedback on the Proposal for Change regarding the position title for Technology Support Officers, particularly to the proposed change in title for Technology Support Officers at a HEW 5 level to Client Service Officer. The feedback was considered by the Change Sponsor and LETS leadership team, and with advice from HR at that time, the title was reverted to Technology Support Officer, with further consultation invited from staff.

The IT Transformation Program team appreciates the feedback suggesting ‘Senior’ be incorporated into the HEW 6 Technology Support Officer position title.

However, there is a need for consistency with the use of the Senior demarcation for other roles at a HEW 7 in the same department. For that reason, it will not be used for a HEW 6 Technology Support Officer role. The position description sets out the difference between the duties and responsibilities of the two roles. 3.1.3 Technology Partner role and position description There was feedback regarding the Technology Partner role. Specifically this feedback asked about the assignment of Technology Partners to specific faculties and knowledge transfer between staff in Technology Partner roles.

This feedback also listed a number of tasks and activities currently undertaken by IT Coordinators on behalf of the faculties they are aligned with, and noted that not all activities are specifically identified in the Technology Partner position description. University response to feedback related to 3.1.3 The University notes this feedback and acknowledges the importance of knowledge transfer across all technical roles including the Technology Partner. A number of activities, including the development of a knowledge database, have already commenced to facilitate knowledge transfer among the IT Coordinators’ group.

Technology Partner staff will be a team and this will also further drive knowledge sharing and will be used to manage workload across client areas. Position descriptions do not include all tasks undertaken by staff but outline the typical activities, duties and capabilities required. The activities of the roles will be further co-designed in collaboration with the staff who are appointed to the roles and with client areas. There will be a need to review these services in an ongoing way to ensure consistency of service across client areas. Consultation on these services with faculties, institutes and divisions has commenced during the IT Transformation Program and will continue as the CMIP is implemented.

7 3.2 Feedback from unions The NTEU provided one response containing consolidated feedback in relation to the LETS Draft CMIP and to the ITS and SPMO Proposal for Change. Below is general feedback provided on both documents and specific feedback relating to the LETS Draft CMIP. 3.2.1 Impact on key services The NTEU indicated that many of their members recognise that change can be a positive force to drive efficiencies and improve effectiveness but concerns were held about the way the current proposals will be implemented and the impact that it may have on support for key services. University response to feedback related to 3.2.1 The university recognises the critical importance of delivering quality and responsive service to both staff and students of the university.

Whilst services may be delivered in different ways the focus will be on ensuring that all staff and students receive a high level of service, one which is designed and delivered from their perspective as users.

Simplifying processes through redesign and system improvements aims to improve the user experience at an enterprise level and remove differential service delivery between organisational areas of the university. 3.2.2 Impact on staff In summary, the NTEU members were concerned about:
  • a loss of experienced and competent staff
  • an increase in middle management at the expense of a decrease in frontline staff
  • extended wait time to fix outages and respond to service issues
  • increased workload and decreased morale for remaining staff University response to feedback related to 3.2.2 The proposed organisational structure and staffing allocation has been designed to ensure that experienced and capable staff are transitioned to the new service delivery model. Additional training will be provided to all staff where required, which will also promote career development opportunities. The new service delivery model is predicated on a number of key principles including promoting and maximising self-service where possible. This will free staff to focus on higher level strategic and tactical operations. Importantly, staff and students will always be able to have their issues resolved by TILS staff if self-service options are not appropriate. For these reasons, it is not anticipated that wait time to fix outages or response to service issues will increase. The intention is to have specialised and trained staff deployed in critical areas to minimise service disruption, outages and delays in the first instance.

The new model is not about increasing the workload of staff. However, the activities that some staff are currently performing may change or cease, or the way they undertake them may be different. The workload of staff will be carefully monitored by supervisors and managers, and staff will be encouraged to escalate any issues of concerns immediately.

8 3.2.3 Employment arrangements The NTEU also commented that the proposals did not address the various employment arrangements currently in place for different roles such as flexible hours, TOIL, etc. University response to feedback related to 3.2.3 The current employment arrangements in place with supervisors/managers will continue where possible for the agreed period.

Staff are encouraged to discuss these arrangements with their new supervisors as soon as possible. Decisions about continuing any arrangement will be made by the new supervisor following discussion with the relevant staff member.

The Together Branch of the ASU also provided one response containing consolidated feedback in relation to the LETS Draft CMIP, and the ITS and SPMO Proposal for Change, and the Finance and Resource Planning Transformation Proposal for Change. Below is general feedback provided which is relevant to the LETS Draft CMIP. 3.2.4 Job families Some concern was expressed that from the proposed job descriptions and job titles that it appears that decisions had already been made about which staff would transition into the positions in job families in the new structure.

University response to feedback related to 3.2.4 There have been no decisions made about which staff in job families would transition to the new structure.

All staff in job families have the option to apply for positions in the new structure. Should the reduction of staff to the job families not be achieved through this recruitment process (or a subsequent recruitment process) then Expressions of Interest will be invited for a Voluntary Redundancy (clause 58.4) and, if required, an Involuntary Redundancy process (clause 58.5). The particular role that staff members remaining in the job family will transition to will be a decision made by the relevant supervisor following discussion with staff.

3.2.5 Recruitment and selection processes Together supported the decision to provide opportunity for fixed-term staff to apply for any vacancies ahead of any external advertising but would like the University to consider voluntary redundancy options in the first instance. University response to feedback related to 3.2.5 The University would like to clarify that it is not a requirement that staff in discontinued positions apply for roles in the new structure: it is an individual’s choice and decision about whether to apply for vacant roles.

The University acknowledges that some staff may like to accept a redundancy, however, in job families to be reduced in size, it is not possible to provide the option of Voluntary Redundancy in the first instance (that is, before the recruitment and selection processes) because relevant staff within the job family may secure opportunities in the new structure through those recruitment and selection processes.

This may result in there being no surplus within job families which would mean that bona fide redundancies could not be offered. (It remains the case that any redundancies as part of the IT Transformation Program are not offered to people in any position, but only to people in those particular positions no longer required.)

9 4 Implementation of the change decision 4.1 Commencement Progressive implementation of the changes to the LETS organisational structure will be undertaken in coordination with other activities of the IT Transformation Program. In particular, recruitment to vacant positions will not commence until the ITS and SPMO Draft CMIP is released, and feedback on that Draft CMIP received and considered. Given that, and as per Section 1.1, the Final CMIP for ITS and SPMO will provide the definitive information for ITS, SPMO and LETS implementation of change. The following key activities will need to be completed for this LETS implementation to occur:
  • Transition plan developed with staff involvement. Please refer to the ITS and SPMO Draft CMIP for information about this process
  • Transfer of staff
  • Recruitment to vacant positions
  • Consultation with stakeholders and finalisation of service and engagement models. These activities will be undertaken at different times and where specific schedules are currently known, they are outlined in this CMIP. The activities will be sequenced and managed to maintain business continuity to ensure that high quality service delivery continues during the transition period. Maximising employment security for staff is also a key consideration.

The IT Transformation Program team will coordinate these activities. Where timelines are not currently known or are dependent on the outcomes of other IT Transformation activities, these will be communicated to impacted staff by the IT Transformation Program team. 4.2 Recruitment and selection processes There are twelve (12) new positions created in the LETS department as a result of this change (that is, eleven (11) staff positions and one (1) senior leadership position). In determining the process to fill new positions, the University is committed to maximising job security for ongoing staff whose positions are being discontinued, or whose job family is being reduced in number, and to avoid redundancies where possible.

The IT Transformation Program is also committed to ensuring business continuity is maintained so that services are not unintentionally disrupted during the implementation of the changes.

To balance these principles, a three-stage approach will be followed for recruitment of staff into new positions: 1. Internal advertisement of positions to a pool of affected staff from LETS, ITS, and the SPMO consisting of:
  • Ongoing staff whose substantive position is no longer required, and
  • Ongoing staff whose position is part of a job family to be reduced in number in the new structure. (“Eligible Staff”) 2. If suitable candidates cannot be identified for all positions from the initial (Stage 1) recruitment process, unfilled positions will then be opened to TILS staff who are;
  • In fixed-term roles, or
  • In ongoing positions directly transitioning to the new structure. (The introduction of this category of staff is the result of feedback received on the ITS and SPMO Proposal for Change. All staff are encouraged to refer to the ITS and SPMO Draft CMIP and Final CMIP for further details.) 3. If suitable candidates cannot be identified for all positions during Stage 2, all unfilled positions will then be opened to all QUT staff, and external applicants and will be advertised externally. In acknowledgement of the later release of the ITS and SPMO Proposal for Change, and to allow Eligible Staff to apply for new / unoccupied positions in the proposed structures (of LETS, ITS and the SPMO), recruitment will commence at a time that provides all Eligible Staff with the opportunity to apply for suitable positions.

10 The recruitment process will be aligned across the LETS, ITS and SPMO changes. Any changes to the recruitment process arising from feedback to the ITS and SPMO Proposal for Change and Draft CMIP will also be applied to the LETS CMIP. At this stage, the recruitment process is scheduled to commence on 18 June. However any changes to the ITS and SPMO Proposal for Change (for example, in response to feedback) could impact on these timelines. The IT Transformation Program team will coordinate further communications regarding timelines and processes for advertisement and recruitment to affected staff across LETS, ITS and the SPMO.

The material to be submitted by Eligible Staff as part of the application process will be outlined in the relevant position description under the heading ‘How to Apply’. The relevant panel chair will shortlist and determine all further selection processes. Shortlisted candidates will be advised of the relevant selection processes and will have the opportunity to advise if they have a disability and require any reasonable adjustment to the selection process. The panel will only recommend appointment of Eligible Staff if they are considered suitable. 4.3 Position transfer process There are three (3) positions which will be transferred out of LETS and into other areas and one (1) position which will transfer into LETS.

These positions will transfer at a time determined by the DVC (TILS) in consultation with the staff members, their current managers, and the managers of their new organisational areas.

4.4 Position title and description updated The majority of positions across LETS will transfer directly to the new structure. Position titles will be updated as indicated in Section 3 and position descriptions will be simplified and refreshed. New position descriptions will be made available to staff and their supervisors. Position titles will be updated as part of the implementation, commencing from Monday 21 May. 4.5 Discontinued positions There are ten (10) discontinued positions. To ensure business continuity and knowledge transfer, staff will remain in their current positions undertaking their current duties until a redundancy date (if required) has been determined.

It is likely that a redundancy date will not be before 30 September 2018.

QUT has an obligation to avoid redundancies wherever possible. If there are consequential vacancies (resulting from stages 1 and 2 of the internal recruitment processes) HR will contact those staff members who remain in a discontinued position, or in a job family that is still to be reduced, to determine if they intend to apply for those consequential vacancies. Depending on their intentions, HR will work with TILS to determine the next steps. Although this may cause some delays, it will ensure that all staff at risk of redundancy have every opportunity to secure alternate employment in the University.

It will also ensure that any redundancy is a bona fide redundancy.

11 Staff in discontinued positions who do not secure alternate positions will be advised in writing that they may elect one of the following options, as outlined within the Enterprise Agreement:
  • Agree to a voluntary redundancy;
  • Seek Redeployment in accordance with the University’s Redeployment policy (B/11.3 Redeployment); or
  • Seek a review of the decision that the position is redundant. Eligible Staff will be able to obtain a redundancy quotation by contacting Rebecca Millard, Human Resources Project Officer, at rebecca.millard@qut.edu.au.

Some staff have substantive positions which are being discontinued but are currently on secondment or on a concurrent fixed-term contract which may end after the redundancy date or redeployment date.

In this case, the redundancy date or redeployment date will be the date their secondment or concurrent fixed-term contract ends, and there will be no further extension to the secondment or concurrent fixedterm contract. A staff member whose position is being discontinued can apply for any other position/s at QUT outside of this change process. Where the staff member is appointed to an ongoing position either before the redundancy date or within three (3) months of the redeployment date, they will not be entitled to any redundancy benefit.

4.6 Reduction in job families The two (2) technology support positions (HEW6) (Technology Support Officer # 50025 and Systems Specialist #123218) in the Learning Environments team will be reduced to one (1) position. Both staff members substantively appointed to the technology support positions (HEW6) (Technology Support Officer # 50025 and Systems Specialist #123218) are eligible to apply for any vacancies created through this change process and any that may be created as part of the ITS and SPMO change process, via the relevant recruitment and selection process.

If neither is appointed to a new vacant position in LETS, ITS or SPMO, then a reduction of one (1) FTE is required.

In this case, the redundancy provisions in the Enterprise Agreement will be applied with a call for a Voluntary Redundancy (clause 58.4) and, if required, an Involuntary Redundancy process (clause 58.5). The objective criteria that will be used to determine redundancy (Voluntary, and if required, Involuntary) are as follows: 1. In depth technical understanding and knowledge of Microsoft Enterprise Management and Apple Enterprise management systems and technology.

2. Ability to build the high level managed operating environment in readiness for the handover point to other technical support teams for specific tailoring for individual users. 3. Demonstrated analytical skills including troubleshooting in order to contribute scalable solutions for to assist in resolving complex problems. 4. Strong testing skills to ensure accuracy and working order of technology build for use by thousands of end users. 5. High standard interpersonal and customer service skills with demonstrated experience in communicating complex technology issues clearly and confidently at different levels within the organisation.

4.7 Discontinued positions and reduction of position pool If a staff member’s employment with QUT terminates for any reason (e.g. resignation or dismissal) prior to the redundancy date or within three (3) months of their redeployment date, they will not be entitled to any redundancy payment or benefit. A staff member who accepts, or is made redundant, will not be eligible for ongoing, fixed-term or casual/sessional employment for a period of twelve (12) months from the date of separation. For further information see the University’s policy (B/7.13 Re-engagement following redundancy or early retirement).

12 5 IT Transformation program and interdependencies This CMIP is closely linked and interdependent with any other changes that come out of the IT Transformation Program including the ITS and SPMO Draft and Final CMIPs. The IT Transformation team and Change Sponsor have worked through various approaches to break down this complex and detailed set of changes into actionable steps. ITS and SPMO change process timelines for reference Timeline Activity Wednesday 18 April 2018 Proposal for Change released Thursday 3 May 2018 Consultation on Proposal for Change closes Tuesday 22 May 2018 Draft Change Management and Implementation Plan (CMIP) released Tuesday 5 June 2018 Consultation on Draft CMIP closes Friday 15 June 2018 Final CMIP released Monday 18 June 2018 Implementation commences Figure 4: Overlay of updated timelines for LETS, ITS and SPMO change processes 6 Engaging, consulting and supporting staff 6.1 Engaging The University’s aim is to engage with staff throughout the transformation process to unlock the value for students and staff, and enhance the sustainability and performance of QUT’s operations.

This will be achieved through the sharing of information, encouraging consultation and feedback, and providing opportunities for active participation throughout this process.

A dedicated Digital Workplace site is available at: https://qutvirtual4.qut.edu.au/group/staff/technology-and-facilities/techno logy-services/it-functionreview

  • 13 6.2 Supporting staff and building capability As noted at section 2.2.1 above, the University will continue to support staff and provide opportunities to build capability, to ensure successful transformation underpinned by the following REAL World Capabilities.
  • Agility and openness to change
  • Future focused thinking
  • Leadership of strategy, action and others HR’s programs that provide capability building, support, resources and information are available at https://sharepoint.qut.edu.au/divisions/das/hrd/career/SitePages/Workshops. aspx. As individual staff members respond to change in different ways, support is available through the University’s free confidential counselling and support services provider, Assure Programs (1800 808 374). A dedicated Manager Hotline is also available.
  • 7 Stakeholders and proposed timeline NAME POSITION INTEREST IN PROJECT Ms Judy Stokker DVC, TILS Sponsor Mr Mark McCormack Acting Director, LETS Leadership of LETS department during change Mr Chris Bridge Director, ITS Alignment with ITS Proposal for change LETS staff transitioning to ITS Mr Colin Hewitt Associate Director, SPMO Alignment with SPMO’s Proposal for change Faculties, institutes, divisions Executive Deans, Institute Managers, Heads of Division Clients for technology services Ongoing staff whose substantive roles are directly impacted by the change Consultation and Feedback Union Representatives Consultation and Feedback The following contacts are available to answer questions about the IT Transformation change process:
  • Leanne Levinge, IT Transformation Manager, x83309, l.levinge@qut.edu.au
  • Ms Judy Stokker, DVC (TILS), j.stokker@qut.edu.au ACTIVITY TIMELINE LETS Final Change Management and Implementation Plan (CMIP) distributed Wednesday 16 May Implementation commences Monday 21 May Recruitment process commences Monday 18 June

14 Appendix A: Organisational charts Figure 1: LETS: Director’s Office

15 Figure 2: LETS: Technology Support Note: Fixed-term positions are not shown on this proposed structure. All fixed-term contracts will be honoured. See tables in Appendix B for specific information for each role.

16 Figure 3: LETS: Learning Environments Note: Fixed-term positions are not shown on this proposed structure. All fixed-term contracts will be honoured. See tables in Appendix B for specific information for each role.

17 Appendix B: Workforce profile impacts All fixed-term contracts will be honoured.

Fixed-term positions are not included in the tables below except in the case that their position is transferred. Legend New position Transitioned Discontinued position Transfer Number of positions reduced Table 1: Workforce profile impacts - LETS – Director’s Office Current Position Title Current Position Number New Position Title Position Classification Current Classification Position Status TYPE Implementation NEW Associate Director Technology Support SSG Fixed-term Recruitment, within the external market, will commence shortly.

NEW Service Manager Collaboration and Communication Services HEW10 Ongoing Full Time New position. Collaborative Technologies Information Management Officer 0000184840 Collaborative Technologies Information Management Officer HEW7 HEW7 Ongoing Full Time SUB Position transferred into LETS Manager, Service Design and Business Processes (Governance and Quality) 0000181220 HEW9 Ongoing Full Time SUB Position discontinued. Administration Officer 0000134443 Administration Officer HEW5 HEW5 Ongoing Full Time SUB The position remains in the proposed new structure, and the incumbent will directly transition into that position.

Associate Director - Learning Environments 0000080187 Associate Director, Learning Environments SSG SSG Fixed-term Full Time SUB The position remains in the proposed new structure, and the incumbent will directly transition into that position. Table 2: Workforce profile impacts – LETS – Technology Support Current Position Title Current Position Number New Position Title Position Classification Current Classification Status TYPE Implementation NEW Service Manager Client Technology Services & Support HEW10 Ongoing Full Time New position NEW Logistics Officer (Technology Support) HEW5 Ongoing Full Time New position

18 Current Position Title Current Position Number New Position Title Position Classification Current Classification Status TYPE Implementation NEW Software Licensing Officer HEW6 Ongoing Full Time New position NEW Technology Partner – Business / Law HEW9 Ongoing Full Time New position NEW Technology Partner – CI / Education / QUTIC HEW9 Ongoing Full Time New position NEW Technology Partner - Divisions HEW9 Ongoing Full Time New position NEW Technology Partner – Health / IHBI HEW9 Ongoing Full Time New position NEW Technology Partner – SEF / IFE HEW9 Ongoing Full Time New position Information Technology Services Coordinator 0000191862 HEWA7 Ongoing Full Time SUB Position Discontinued Information Technology Team Leader 0000236799 HEWA8 Ongoing Full Time SUB Position Discontinued Team Leader - IT & Web 0000020101 HEWA8 Ongoing Full Time SUB Position discontinued.

Manager, Information Technology 0000061446 HEWA8 Ongoing Full Time SUB Position discontinued. Digital Services and Information Manager 0000114700 HEWA8 Ongoing Full Time SUB Position discontinued. IT Manager 0000140761 HEWA9 Ongoing Full Time SUB Position discontinued. Applications Programmer 0000096463 HEWA7 Ongoing Full Time SUB Position discontinued. Support Manager 0000234804 Enterprise Technology Support Manager GP HEW9 HEWA9 Ongoing Full Time SUB Position title and description updated Support Manager 0000130294 Enterprise Technology Support Manager KG HEW9 HEWA9 Ongoing Full Time SUB Position title and description updated Team Leader 0000010685 Team Leader - Technology Support (GP 1) HEW7 HEWA7 Ongoing Full Time SUB Position title and description updated Team Leader 0000094334 Team Leader - Technology Support (KG 2) HEW7 HEWA7 Ongoing Full Time SUB Position title and description updated IT Support Specialist 0000070133 Specialist Technology Support Officer - GP HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Information Technology Specialist 0000092105 Senior Specialist Technology Support Officer – KG HEW7 HEWA7 Ongoing Full Time SUB Position title and description updated Senior IT Specialist 0000134139 Senior Specialist Technology Support Officer – GP HEW7 HEWA7 Ongoing Full Time SUB Position title and description updated IT Support Specialist 0000137457 Specialist Technology Support Officer - GP HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated IT Support Specialist 0000157689 Specialist Technology Support Officer - GP HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated IT Specialist 0000208914 Specialist Technology Support Officer - KG HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated

19 Current Position Title Current Position Number New Position Title Position Classification Current Classification Status TYPE Implementation Technology Support Officer 0000010061 Technology Support Officer -GP 1 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000010684 Technology Support Officer -GP 1 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000011364 Technology Support Officer -KG 2 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000020099 Technology Support Officer - KG 2 HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000030061 Technology Support Officer -GP 1 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000031792 Technology Support Officer -KG 1 HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000060140 Technology Support Officer - KG 2 HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000070268 Technology Support Officer - KG 2 HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Team Leader 0000070431 Team Leader - Technology Support (GP 2) HEW7 HEWA7 Ongoing Full Time SUB Position title and description updated Computer Systems Officer 0000072019 Specialist Technology Support Officer - KG HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000080096 Technology Support Officer -KG 2 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Team Leader 0000080352 Team Leader - Technology Support (KG 1) HEW7 HEWA7 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000095962 Technology Support Officer - GP 2 HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000096087 Technology Support Officer -KG 2 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000103617 Technology Support Officer - GP 2 HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000105666 Technology Support Officer -KG 2 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000107044 Technology Support Officer -GP 1 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000114490 Technology Support Officer - GP 2 HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000117926 Technology Support Officer -GP 2 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Computer Support Assistant 0000125465 Specialist Technology Support Assistant - KG HEW4 HEWA4 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000000039 Technology Support Assistant -GP 1 HEW4 HEWA4 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000106461 Technology Support Officer -KG 2 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000126782 Technology Support Officer -GP 2 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated

20 Current Position Title Current Position Number New Position Title Position Classification Current Classification Status TYPE Implementation Technology Support Officer 0000127406 Technology Support Officer -GP 1 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000129694 Technology Support Officer -KG 1 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000130299 Technology Support Officer -GP 2 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000000052 Technology Support Officer -GP 2 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000131765 Technology Support Officer -KG 1 HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000138379 Technology Support Officer -KG 1 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000142727 Technology Support Officer -KG 2 HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000171942 Technology Support Officer - GP 1 HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Logistics Coordinator 0000080279 Logistics Coordinator - Client Computing HEW7 HEWA7 Ongoing Full Time SUB Position title and description updated Table 3: Workforce profile impacts – LETS Learning Environments Current Position Title Current Position Number New Position Title Position Classification Current Classification Status TYPE Implementation NEW Manager, Learning Environments Design and Projects HEW10 Ongoing Full Time New position NEW Project Manager (SaMA) HEW8 Ongoing Full Time New position Technology Support Officer 0000050025 Technology Support Officer (Client Computing, Managed Operating Environment Team) HEW6 HEWA6 Ongoing Full Time SUB Number of positions reduced and Expressions of Interest for Voluntary Redundancies will be invited.

Systems Specialist 0000123218 Technology Support Officer (Client Computing, Managed Operating Environment Team) HEW6 HEWA6 Ongoing Full Time SUB Number of positions reduced and Expressions of Interest for Voluntary Redundancies will be invited. Technology Support Officer - Lecture Recording 0000239606 Learning and Teaching Technologies Support - Lecture Capture HEWA6 HEWA6 Fixed-term Full Time (to 2 Nov 2018) SUB Transfer position to ITS and fixedterm contract will be honoured. Service Manager - Lecture Capture 0000238464 Technical Lead – Learning and Teaching Technologies Support (Lecture Capture) HEWA9 HEWA9 Fixed-term Full Time (to 2 Nov 2018) CON Transfer position to ITS and fixedterm contract will be honoured.

Technology Support Officer 0000106462 Learning and Teaching Technologies Support HEWA6 HEWA6 Ongoing Full Time SUB Transfer position to ITS. Systems Specialist 0000010193 Senior Technology Support Officer (Client Computing, Managed Operating Environment Team) HEW7 HEWA7 Ongoing Full Time SUB Position title and description updated

21 Current Position Title Current Position Number New Position Title Position Classification Current Classification Status TYPE Implementation Technology Support Officer 0000010200 Technology Support Officer (Client Computing, Student Environment) HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Computer Systems Officer 0000010913 Senior Technology Support Officer (Learning Environments Design and Projects Team) HEW7 HEWA7 Ongoing Full Time SUB Position title and description updated Team Leader, Learning Environments Client Systems Engineering 0000061475 Manager, Client Computing, Managed Operating Environment HEW9 HEWA9 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000080068 Technology Support Officer (Client Computing, Student Environment) HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000080302 Technology Support Officer (Learning Environments Design & Projects) HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Logistics Coordinator 0000080548 Logistics Coordinator - Learning Environments HEW7 HEWA7 Ongoing Full Time SUB Position title and description updated Systems Specialist 0000080711 Senior Technology Support Officer (Client Computing, Managed Operating Environment Team) HEW7 HEWA7 Ongoing Full Time SUB Position title and description updated Team Leader, Learning Environments Software Engineering 0000099183 Manager, Client Computing, Student Environment HEW8 HEWA8 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000115531 Technology Support Officer (Client Computing, Student Environment) HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000080925 Client Service Officer (Learning Environments) HEW5 HEWA5 Ongoing Full Time SUB Position title and description updated Senior Technology Support Officer 0000119935 Senior Technology Support Officer (Client Computing, Student Environment) HEW7 HEWA7 Ongoing Full Time SUB Position title and description updated Systems Specialist 0000125775 Senior Technology Support Officer (Client Computing, Managed Operating Environment Team) HEW7 HEWA7 Ongoing Full Time SUB Position title and description updated Technology Support Officer 0000143896 Technology Support Officer (Client Computing, Student Environment) HEW6 HEWA6 Ongoing Full Time SUB Position title and description updated Table 4: Workforce profile impacts – ITS Infrastructure Services Current Position Title Current Position Number Current Classification Status TYPE Implementation Software Licensing Coordinator 0000099360 HEW7 Ongoing Full Time SUB Position discontinued.

Administrative Assistant 0000112309 HEWA4 Ongoing Full Time SUB Position discontinued.

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