VII. Management information and systems

56. This section sets out the Panel's key findings with respect to PolyU's systems infrastructure, and its provision of information technology services, including access to management information. The discussion is structured under the following two headings:
    • overview of systems delivery;
    • provision of management information.

    Overview of systems delivery

57. The Office of Information Technology (ITS) has developed a clear strategic plan (3 years), in line with other departments. This sets out the overall mission and key objectives of the unit. The Panel was impressed by the process undertaken in developing this plan. Staff from the ITS visited every department to discuss their requirements and expectations. They also solicited contributions from a number of vendors. The Panel was pleased to learn that the ITS is also currently working on an institution-wide IT strategy. This is in line with PolyU's overall strategic plan, which refers to IT as one of 20 critical issues to be addressed.
    
    
58. The Panel was pleased to note that the ITS actively seeks feedback from users through a wide variety of formats including Student Feedback Questionnaires (SFQs), course evaluations and focus groups. Users are able to access a help line and Intranet support. IT committees from each department provide another regular source of opinion. The Panel wants to stress the importance of such feedback in enabling the ITS to provide user-focused support, rather than simply technological support.
    
    
59. The ITS has clearly worked hard to introduce appropriate technologies such as smart cards and SET (provision for on-line visa transactions). PolyU staff have also taken clear steps to make effective use of electronic equipment. Senior management make every effort to communicate by electronic means and to circulate papers and documents prior to meetings. Looking to the future, the Panel suggests that links between the library and the ITS could be strengthened.
    
    
60. Developments are on target for meeting the Y2K requirements. The ITS plans to have everything in place by 30 June 1999. The Panel was pleased to learn that PolyU has recently invited an external consultant to conduct a 'health check' of its progress in this area.
    
    Provision of management information
    
    
61. With respect to management information, the Panel understands that the ITS is in the process of developing a new Executive Information System (EIS). This will be based on a networked corporate data warehouse, and will be a key management tool. All members of SMC, and department Heads have been surveyed regarding the specifications of the new system. The Panel urges the University to move forward with its developments in this field, and to provide training to all users as required.
    
    Conclusions
    
    
62. The Panel is satisfied with the overall provision of systems services within PolyU, and with the procedures which have been put in place to minimise risks. It was pleased to learn that there has been considerable consultation with users in developing the new IT strategy as well as the Executive Information System. It wishes to emphasise the importance of maintaining an effective management information system to facilitate planning and monitoring processes across the University. To this effect, it hopes that the new EIS will be introduced as soon as possible, with adequate training provision for all staff.