Information Management Strategy

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Information Management Strategy

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Introduction

The University of the Sunshine Coast has grown rapidly since its establishment in 1996. The University’s Strategic Plan 2011–2015 acknowledges the challenges of rapid growth for the institution’s capacity and capability. Building that capacity and capability requires us to use our information well, to support not only our current endeavours but to anticipate and plan for the future.

As we continue to grow and mature, we will need to have in place a framework for sustainable growth, to allow us to be flexible, innovative and responsive to changing environments. That framework will include not only appropriate systems and technologies, but also effective business processes and staff expertise.

The development of our Information Management Strategy involved extensive consultation with staff from all areas of the University. That work highlights the commitment of our staff to the University’s future and the potential to build on what has already been achieved.

The Strategy supports the University’s strategic priorities and reflects our desire to use our information assets wisely.

Greg Hill
Vice Chancellor and President
June 2012

Purpose

USC’s Information Management Strategy is designed to provide a vision, priorities and plan for the best use of the University’s information assets. It aims to position the University for the future, taking a holistic, sustainable approach to the development of robust systems infrastructure, sound information governance, and an organisational culture of information sharing.

Context

The Strategy was developed after a series of workshops with staff, focussing on information management requirements for learning and teaching, research, administration, applications and architecture. The workshops identified common requirements and opportunities to improve the management of the University’s information assets.

The Strategy aligns with and supports the University’s Strategic Plan and Top Level Plans and informs the Strategic Asset Management Plan.

It relates specifically to Priority 4.2 of the Strategic Plan:

'Invest in and continuously improve information management systems, business processes and workforce planning,'

and strategies in the top level Develop USC for a Sustainable Future Plan:

  • 2.4 Make strategic use of the University’s information assets to improve decision making and performance measurement, and
  • 4.2 Replace end-of-life systems, develop new system functionality, further integrate systems and automate current manual processes.

Implementation of the Strategy, supported by an Implementation Plan, will be coordinated by the Director, Information Services.

Vision

Our vision for information management is:

A culture where information is created, managed, used and shared effectively to advance the University’s strategic priorities.

Achieving our vision will enable effective:

  • Planning and decision making
  • Performance management
  • Information creation and collaboration
  • Information discovery, access and distribution
  • Information quality and integrity
  • Regulatory compliance
  • Communication within the University and between the University and its stakeholders

Principles

Our vision is supported by the following principles which are designed to guide all information management decision-making, policy development and projects across the University.

  • Our information resources are managed as valuable assets.
  • Our information management initiatives and investments align with and support our strategic priorities.
  • Our information initiatives are suitably resourced, and planned and implemented to leverage existing infrastructure/systems where possible.
  • Our information is easy to find, access and use.
  • Our information is created, collected and organised in a manner that ensures its integrity, quality and security.
  • Our information is managed in accordance with internal policy and external regulatory requirements.
  • Our information management roles and responsibilities are clearly defined.

Priorities

We will focus on the following priorities, across all areas and functions of the University, to advance our information management capabilities:

  • Reviewing and improving our key business processes. To reduce duplication, standardise and automate processes, and enable easy discovery, access and information sharing.
  • Identifying, prioritising and investing in systems and technologies to support our work. To enable us to work efficiently, smartly and productively, leveraging existing systems where possible and enabling systems integration.
  • Building the skills and knowledge of our staff.To anticipate and deal well with organisational change, and encourage communication and collaboration.
  • Establishing a sound information governance framework. To ensure the quality of our information, establish clear lines of responsibility, minimise risk and ensure compliance with regulatory requirements.

Strategic objectives

Our priorities are reflected in the following strategic objectives, categorised in the functional areas of:

supported by objectives in:

and underpinned by Information Management foundation objectives in:

The following details the specific objectives for each of these areas.

Learning and Teaching

Information Management objectives related to our Learning and Teaching are designed to improve our students’ experience, support their learning outcomes and aid student retention.

  • LT01 – Key business processes will be standardised and automated to enable students and staff to have easy access to information to support learning and teaching outcomes.
  • LT02 –Systems and technologies will be implemented to support blended learning.
  • LT03 – Curriculum and student learning information will be managed consistently throughout the information’s lifecycle.
Research

Information Management objectives related to our research are designed to support our researchers’ work and strengthen our research capabilities.

  • RE01 – Key business processes will be standardised and automated to enable researchers to have easy access to information to support research outcomes.
  • RE02 –Systems and technologies will be implemented to support collaborative research internally and externally.
  • RE03 –Systems and technologies will be implemented to support the effective management of research outcomes.
  • RE04 - Research data will be managed throughout the data’s lifecycle.
Administration

Information Management objectives related to our administration are designed to improve work processes for our staff and enable systems integration.

  • AD01 – Key business processes will be standardised and automated to enable staff to have easy access to information for planning and decision making.
  • AD02 - Key business systems will be implemented to deliver information in a format that is meaningful to users.
  • AD03 – Key business systems will be integrated to enable the effective exchange of information.
  • AD04 – Core business information will be centrally managed throughout the information’s lifecycle.
People and culture

Information Management objectives related to our people and culture are designed to build organisational capability, improve internal communication and promote information sharing.

  • PC01 – Internal communication strategies will be implemented to enable effective information sharing.
  • PC02 – Information skills training will be incorporated into induction and ongoing staff development activities
  • PC03 - . Change management strategies will be incorporated into all information management projects
Information Management foundations

Our Information Management foundation objectives provide a robust information governance framework, based on government and industry best practice.

Information governance
  • GO01 – The opportunities identified within the Information Management Strategy will be clearly linked to the key strategies in the University’s Strategic Plan 2011- 15 and the four Top Level Plans.
  • GO02 - Information management projects will be included within the University’s Strategic Asset Management Plan.
  • GO03 - Information policies and procedures will align with the University’s Information Management Principles and broader Queensland Government standards.
  • GO04 - The University’s Information Architecture will be developed and continually enhanced as part of the University’s Enterprise Architecture program of work.
  • GO05 - The risks related to the University’s information assets will be identified and managed using the University’s Risk Management framework and Business Continuity Policy.
Information asset management
  • IA01 - Key information assets will be recorded and managed within an information asset register.
  • IA02 - A single source of truth will be identified for each information asset.
  • IA03 – Processes and systems will be developed to ensure the quality and integrity of information throughout its lifecycle.
  • IA04 - Information asset custodians will be assigned responsibility for the management of information assets and the authorisation of user access.
Compliance
  • CO01 - Information security controls will be implemented to ensure the protection of the University’s information assets in line with Queensland Government’s Information Standard 18, international standards ISO 27001 Information Security Management System and the University’s Information and Communication Technology (ICT) Security Policy.
  • CO02 - Information privacy controls will be implemented to ensure the protection of individuals’ personal information in line with Queensland’s Information Privacy Act and the University's Information Privacy Policy.
  • CO03– Information will be managed to ensure compliance with copyright obligations as defined within the Australian Copyright Act and the University’s Copyright Policy.
  • CO04– Information will be managed to ensure protection of the University's intellectual property rights as defined within the University’s Intellectual Property Policy.
  • CO05 - Corporate records will be managed in the approved recordkeeping systems and in line with Queensland’s Public Records Act, Queensland Government’s Information Standards 31 and 40, and the University’s Records Management Policy.
  • CO06 – Information will be collected and managed in line with all other internal policies as well as external regulatory and contractual requirements.
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