2010 has been a transformative year for Portsmouth Students’ Union. Over the past 12 months the Union has generated significant improvements in many areas, improved engagement and satisfaction with its stakeholders and has ensured financial stability. However, we are not complacent, always striving to improve and better serve our members, students of the University of Portsmouth. That’s why we’ve spent the past nine months developing this strategy by talking to students, our staff and stakeholders from the University. The messages that we got from these groups fills the following 32 pages; we have been set a big challenge in the form of our new vision: A positive impact with every Portsmouth student. Our new strategy builds on that vision by setting tough targets in opening up the Union’s activities and services, whilst ensuring that as many students as possible play a role in shaping the Union and benefiting from what it provides. This vision is underpinned by our 6 core values - below - that embody how we work. Our strategy is broken into 5 themes that each carry specific targets and are championed by senior managers and elected student officers. In total, these themes include over 180 individual targets to be achieved in the next three years. In addition, we’ll review and update these targets every year over the life of the plan and report our progress along the way. We know that achieving all of our targets will be tough, but we are committed to improving what we do and how we do it. Thank you for taking the time to look through our plans. Aakash Naik Daniel Palmer Aakash Naik Daniel Palmer President & Chair of the Board of Trustees 2010/11 Chief Executive
OUR VISION “ A positive impact with every Portsmouth student “x” OUR VALUES
HONESTY
TRANSPARENCY COURAGE
STUDENT LEADERSHIP INCLUSIVITY
MEMBER FOCUS
OUR STRATEGIC THEMES Stakeholders [PAGE 3] Innovation and Growth [PAGE 9] Community [PAGE 15] Quality [PAGE 25] Finance and Resources [PAGE 27]
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Stakeholders Theme
A positive impact with every Portsmouth student
To ensure that the Union consults interested parties on how it performs and puts structures in place to ensure that stakeholders are used to help design service delivery
Students
Our Staff
The University
Stakeholder Engagement In New Initiatives
Introduction
This strategy theme focuses on the Union’s major stakeholders and on how the Union will ensure that those stakeholders are consulted on day-to-day activities as well as new initiatives. In addition, this theme sets out how the Union will measure stakeholder satisfaction and act upon the outcomes.
Theme Champions
Supporting Documents
This theme is led and directed by the VP Education & Democracy and the Chief Executive. For more information about this theme please contact vpeducation@upsu.net
Annual report Stakeholder satisfaction survey Staff satisfaction survey Student satisfaction survey Project implementation plan template
Stakeholders Theme
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The four strands of the stakeholders theme
1
Students
As a membership organisation, students are essential to the Union’s success. The Union will ensure that it consults students on day-to-day issues that affect them as well as ensuring that students are central to planning new initiatives and projects. In addition, the Union will exert complete transparency in the views it receives from students and will publish its responses. Success in this area will be measured in satisfaction from students in the Union’s ability to provide services, activities and representation. The focus for development in this area will be on how students can be involved in both the Union’s formal and informal decision making.
2
Our Staff
The Union’s services, activities and representation are delivered through its staff. It is therefore essential that staff are consulted on changes within the organisation and contribute to its success by acting as partners in development. The Union recognises that staff satisfaction is essential in delivering excellent student services and will ensure that staff views and opinions are sought. Success in this area will be measured in satisfaction from staff in the Union’s ability to provide excellent services and to act as a responsible and considerate employer. The focus for development in this area will be on employee consultation, employee development and employee satisfaction.
3
The University
The Union is dependent on the University for its success. The University provides over 90% of the Union’s funds and acts as a critical partner in the delivery of most activities and services. The Union recognises that in order to get the most from its activities and achieve success the University should be widely consulted and professional relationships should be developed. Success in this area will be measured by the University’s satisfaction in the Union’s delivery of services and the way that it communicates and consults. The Union will demonstrate the success of this area by producing accessible annual reports, investing time in developing relationships and measuring the success of relationships through surveys.
4
Stakeholder Engagements In New Initiatives
In order to get the moat out of new initiatives and projects, the Union should ensure that all interested parties are consulted. The Union recognises that acting on the wishes of all stakeholders at once is unlikely, but will take steps to ensure that all implications are considered. Success in the area will be measured by the quality of consultation undertaken and evidenced in Project Implementation Plans (PIP’s). In addition, direct questions about consultation will be asked in the annual satisfaction surveys of each interested party.
Stakeholders Theme
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1: Students Satisfaction
The Union will conduct two satisfaction surveys a year over the life of the plan - a freshers survey in October and a full student survey in May. The Union will produce an action plan as a result of every satisfaction survey commissioned and will publish the plan along with the results via upsu.net. The Union will monitor the satisfaction results from the various surveys of Portsmouth students, including the International Students Barometer; The National Student Survey; and the Times Higher Student Experience Survey. The Union will ask the SUEI killer question each year for the life of the plan and will seek year-on-year improvement, with over 70% agreeing in 2011/12; 73% in 2012/13; and 75% in 2013/14.
Formal decision-making
The Union will hold at least one online referendum on Union policy; at least once a year for the life of this plan from 2011/12 onwards. The Union will provide funds for the various democratic forums within the Union to ensure increased participation from 2011/12 onwards. The Union will strive to increase both the electoral turnout and number of candidates in sabbatical elections for the life of this plan with 4,200 votes and an average of 3 candidates per position in 2011/12; 4,500 votes and 3.5 candidates in 2012/13; and 4,700 and 3.7 candidates in 2013/14. The Union will develop a democracy strategy to cover all other elements of democratic participation by March 2012.
Informal decision-making
The Union will continue its use of 100 panel surveys, conducting at least 3 a year for the life of this plan. Departments will consult student committees within their areas prior to submission, from July 2011 onwards. All student-facing Union departments will undertake at least one focus group to study satisfaction and consider developmental issues by October 2011, with at least three per year by May 2014. The Union will continue to use the FISH model for student engagement, with reports being sent to Student Council twice a year form November 2011. The Union will run at least two campaigns based upon the findings of planned and proactive face-to-face interactions with at least 250 different students by June 2012. The Union will collect and publish research from face-to-face interactions with at least 500 different students as a part of its annual report of student opinion by June 2013. The Union will collect and publish research from face-to-face interactions with at least 750 different students as a part of its annual report of student opinion by June 2014.
Stakeholders Theme
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2: Our Staff
Training & development
Each member of staff to have an active training and development plan – August 2011. Each department to have an active training development plan – August 2011. The Union will maintain its current organisational training and development budget over the life of this plan. The Union will organise at least three full staff development days per year over the life of this plan. The Union will offer 360-degree appraisals to sabbatical trustees (annually) to managers (biennially) and all other staff above grade 6 (every three years) over the life of this plan.
Satisfaction
The Union will conduct two staff satisfaction surveys a year, with results and action plans communicated to all staff over the life of this plan. Staff will be consulted on all new operational policies before being approved by the Leadership team over the life of this plan. The Union will communicate with all staff at least twice a month – via either all staff meetings or staff newsletters from August 2011 onwards.
Stakeholders Theme 3: The University Satisfaction
The Union will annually distribute a stakeholder satisfaction survey over the life of this plan, aimed at senior and middle management staff of the University. The Union will include relevant senior staff from the University in senior managers 360 appraisals over the life of this plan. The Union will produce a glossy – and easily digestible – annual report on the Union’s work, to be distributed to University staff, over the life of this plan.
Relationships
At induction all Union staff will meet relevant equivalent staff within the University, with senior managers meeting with relevant senior staff. All senior managers will hold (at least) quarterly meetings with relevant comparable University managers from August 2011 onwards. The Chief Executive will have scheduled (at least) quarterly meetings with all University stakeholders identified as ‘critical’ on the stakeholder map, from August 2011. The Union will hold an annual stakeholder day so that university staff can see the Union’s work, from May 2012 onwards.
Partnerships
The Union will participate in the NUS Good Governance project in partnership with the University and will complete its first assessment by September 2011, with continual improvement in September 2012 and September 2013. The Union will seek to further develop relationships with ‘critical’ University stakeholders by agreeing partnershipworking agreements by June 2012. The Union will establish mentor relationships for each sabbatical officer with a relevant manager within the University (or externally as necessary) by September 2012. The Union will actively seek to develop other partnerships with University departments – evidenced by agreeing at least one other partnership-working agreement by June 2013.
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Stakeholders Theme
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4: Stakeholder engagement in new initiatives Delivery of activities and student services
The Union will consult with all relevant parties outlined in the stakeholder map when devising or changing service delivery from August 2011 onwards, evidenced by completion of a project implementation plan (PIP). Each Union department will devise a departmental stakeholder satisfaction survey by May 2012 and achieve overall improvements in number of responses and satisfaction in May 2013 and May 2014.
Communication
The Union will ensure that minutes and papers from all representation and governance committees are published on UPSU.net from December 2011 onwards. The Union will annually benchmark and communicate to stakeholders its overall performance against other students’ unions of universities within the ‘Universities Alliance’ group by December 2011. The Union will develop and maintain an active stakeholder mailing list to disseminate important information about the Union by January 2012.
Proactive engagements
All sabbatical officers will be assigned external mentors from August 2011, with staff from stakeholder organisations a priority. All staff will be encouraged to take voluntary roles within partner organisations, partic ularly via NUS, NUS services and BUCS. Success will be evidenced by at least three staff holding voluntary roles by May 2012.
Innovation And Growth Theme
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A positive impact with every Portsmouth student
To vastly increase student involvement in the local community
Quality Standards Consistant Benchmark ing quality Quality and publis hing perfo rmance
Making our policies, systems & procedures Ensuring quality clear and across our diverse accessible membership
Introduction
This strategy theme focuses on the Union’s development priorities over the next three years and on how the Union will use its staff, volunteers and ordinary students to shape the Union’s future direction by creating opportunities for developing their own ideas.
Theme Champions
Supporting Documents
This theme is led and directed by the VP Activities and Chief Executive. For more information about this theme please contact vpactivites@upsu.net
Department development plans PSUT business plan Staff training and development plan
Innovation And Growth Theme
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The four strands of the innovation and growth theme
1
Departmental Growth
Over the life of this strategy the Union is committed to growing and developing all of its student facing departments. The Union will achieve this by developing the staff that support those departments, by developing relationships with stakeholders that are key to success and by using research to inform decision making. Success in this area will be measured by the number of active participants in each area and by the quality of experience that is offered. The focus for development in this area will be on increasing access to the Union’s departments whilst ensuring that student volunteers are at the heart of decision making.
2
Rewards, incentives and motivation
In achieving success the Union recognises that its staff and volunteers are essential for success. To get the most from our people the Union needs to ensure that innovation, creative ideas and development ideas are supported, encouraged and rewarded. In order to do this the Union will reward good ideas with ring-fenced funding and time to put them into practice. Success in this area will be measured by the impact that rewards, incentives and motivations have on the development of new ideas. Staff, volunteers and students will contribute to how we develop this area to ensure that motivations remain relevant over the life of this strategy.
3
Developing new ideas
Innovations come from many places and the Union will develop its systems so that staff, volunteers and ordinary students can have the opportunity to develop their ideas into better activities and services. The Union will make sure that innovation paths are available to all groups of stakeholders as well as organising developmental days for senior managers and elected officers. Success in this area will be measured by the amount of new ideas proposed by staff and volunteers and the impact of developmental initiatives undertaken. The Union will demonstrate the success of this area by producing an annual showcase of development to inspire people to think creatively and to take part.
4
Our development priorities
In addition to the ideas generated by the Union’s innovation initiatives, the Union has developmental priorities over the next three years that will be focused on and measured by this strategy. These development priorities cover all areas of the Union’s work and focus on meeting the challenges of the external environment over the next three years. This part of the plan will also ensure that space is made for additional initiatives to be integrated and supported by the Union’s Leadership. Success in the area will be measured by the Union’s ability to meet its stated development targets and by adjusting its targets based on actual performance. Development priories will be cascaded into the organisation via the Union’s balanced scorecard system.
Innovation And Growth Theme
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1: Departmental growth Departmental planning
Each student-facing department will develop and publish a departmental growth and development plan on an annual basis, over the life of the strategy by August 2011. Each department will publish service standards that outline what clients / users can expect when using that department by August 2011. The Union will create a development toolkit for sports teams, societies and other student groups and provide staff support for writing and delivering development plans by August 2012. Each student-facing department will include written plans for how they intend to engage with under-represented groups within their department by August 2012. These will include black, disabled, international, post-graduate, mature and part time students.
Staff and people support
All staff working with students will receive a minimum of one training session every year on customer service by July 2012. All senior volunteers will be offered a full induction and support programme across all activities by July 2012
Student direction and student research
Conduct a full student satisfaction survey, with a published action plan twice a year by July 2011. Conduct stakeholder surveys of volunteers in each student-facing department by July 2012. Departmental plans to be presented and scrutinised at Student Council on a rolling basis by Oct 2013.
Innovation And Growth Theme 2: Rewards, incentives & motivation Our staff
Introduce a flexible working policy to enable the organisation and individual employees the opportunity to offer better customer service and improve ways of working by July 2011. Introduce a flexible rewards package so that staff can make choices about their rewards from the Union (including increased annual leave, pensions contributions, student loan repayments etc) by July 2012. Introduce a monetary benefit for successful innovation initiatives via the Union’s innovation fund by July 2012.
Our volunteers
Each student-facing department will develop a rewards and incentives package for volunteers within their departments to empower volunteers to take more leadership roles in the running of their activities by July 2012. Introduce a monetary benefit to the Innovation programme so that ordinary students can propose innovations and work on developing their ideas byJuly 2013. Run a volunteer accreditation programme for volunteers in Student Activities, with at least 20 students completing the programme by July 2012, 40 students by July 2013 and 80 students by July 2014.
Our innovation resources
The Union will commit to creating a ringfenced annual innovation fund over the life of this plan from August 2011. Space and access to IT will be made available to volunteers and ordinary students in pursuit of innovation ideas by October 2011. Staff will be able to request up to 5 working days per year to work on innovation ideas by October 2011.
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Innovation And Growth Theme
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3: Developing new ideas Innovation paths
An innovation initiative will be introduced to encourage staff of all levels to propose new ideas within the organisation by October 2011. An ‘innovation team’ will be recruited from staff and elected offers and student trustees to manage the innovation fund and make awards for projects by October 2011. . An innovation proposal system for staff projects will be introduced by October 2011. An innovation proposal system for volunteer / student projects will be introduced by October 2011. A University wide innovation system for students will be introduced to enable innovations in social enterprise by February 2013.
Inspiring others and demonstrating success
A section of UPSU.net will detail information about the initiative, what the fund can be used for and give examples of successes by December 2011. A selection of innovation awards will be introduced into the Union’s annual awards ceremony to recognise staff and student innovation successes by May 2012. The ‘innovation team’ will produce an annual innovation report, demonstrating successes by July 2012.
Innovation And Growth Theme 4: Our development priorities Each student-facing department will have a plan for how they engage with non-involved students via promotional activities outside of the Union’s buildings by September 2011. Create a mobile ‘pop-up Union’ that can be erected around campus and in the local community to enable better student engagement by September 2011. Develop an interactive guide to the Union’s services and buildings that can be navigated via upsu.net by September 2012. To seek funding for community based engagement and development projects, evidenced by writing at least three funding bids per year by July 2012. To develop more social sporting and recreational activities, outside of elite sports programs, evidenced by at least 3600 members of the Athletic Union by May 2013. To significantly develop the community engagement, evidenced by a minimum of 150 students engaging in community volunteering programs by June 2013. To increase Union’s percentage of overall earned income from PSUT related activities, with a minimum annual trading profit of £112,000 by July 2014. To invest in the Academic Advice unit as a strategic priority by creating dedicated oneto-one meeting space by September 2011 and at least 10% year on year increases in users of the unit by July 2014. (more evidence of development can be seen in the Community theme of this strategy)
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PAGE 15
Community Theme
A positive impact with every Portsmouth student
To vastly increase student involvement in the local community
National Community
Membership
Citizenship
University Community
Local Community
Introduction
This strategy theme focuses on the Union’s various communities and on how the Union will ensure that it engages with those groups. In addition, this theme sets targets for developing engagement for the benefit of the Union, its members and the various communities detailed within.
Theme Champions
Supporting Documents
This theme is led and directed by the VP Welfare and Community and Representation and Volunteering Manager. For more information about this theme please contact vpwelfare@upsu.net
Representation strategy
Community Theme
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The five strands of the community theme
1 2 3
4
5
Membership
Ensuring that we are encouraging participation and representation of all our members; Raising the involvement in the democratic structures and increasing voter turnout and number candidates standing; Elected officers visible and actively connecting with members outside of the office in a planned way.
Citizenship
Preparing to engage in society in a positive way while at University and after graduation; Promote and facilitate Student Volunteering; Encourage student participation in democratic processes at local and national elections.
The University
To represent students within the University and disagree with the university on behalf of students when appropriate; To work in partnership with the university particularly around joint events to add value to the student experience; To support, advise and represent students on academic issues: appeals, extenuating circumstances, exclusions, disciplinary matters, panel hearings and complaints; To support and train all student representatives and increase the flow of information on academic issues; Develop strategies to engage and support international students; Work with the University to run awareness campaigns on living together in Halls and the good neighbourliness; Outreach across the campus to facilitate access to Union services; Increase engagement with Alumni.
Local community
Represent the voice of students within Portsmouth City Council; Develop criteria to improve standards of student housing in privately rented accommodation; Establish a network of community reps and outreach in the local community; Develop partnerships to provide good local community volunteering projects; Increase the positive image of students within the wider Portsmouth community and challenge negative perceptions; Encourage integration through involvement in local projects and organisations; Run Awareness campaigns on being good neighbours; Run crime awareness campaigns to support students to have a safer and positive experience of living in Portsmouth.
National community
To engage with the national student community in a positive and constructive way; To actively link with other local students’ unions and FE colleges; Engage and represent the University of Portsmouth Students’ Union within NUS, AMSU, BUCS; To provide opportunities for students at the University of Portsmouth to get involved in national student campaigns
Community Theme
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1: Membership
Representation strategy
Develop overall plan for mass interaction with members by introducing a representation strategy, dealing with how both formal and informal mass interactions with students which will take place by November 2011.
Increase participation in the democratic processes in the Union Increase voter turnout in elections by introducing an online voting system in 2011 alongside the paper ballot system, raising the visibility of elections marketing across campus, produce more information on candidates available across the campus including a comprehensive candidates information booklet available to all students prior to voting week by March 2014 with targets starting from March 2011. The Union will strive to increase both the electoral turnout and number of candidates in sabbatical elections for the life of this plan with 4,200 votes and an average of 3 candidates per position in 2011/12; 4,500 votes and 3.5 candidates in 2012/13; and 4,700 and 3.7 candidates in 2013/14. Increase the number of candidates standing in elections by increasing the visibility of elections marketing across the campus and running a ‘love it, hate it, lead it, change it’ campaign to raise the profile of elections and raise the awareness of the positions and opportunities available throughout the academic year by March 2012. Improving the reporting mechanism for sabbatical officers by each sabbatical officer presenting a list of key objectives at Student Council and report on progress against those objectives at every subsequent meeting throughout the year; an ongoing objective to March 2014.
Community Theme
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1: Membership (continued) Increase engagement of members
Sabbatical Officers will develop and implement a clear timetable of ‘out of office’ events to increase engagement with students by September 2011. The Union will develop a ‘Pop Up Union’ to move around campus buildings and provide a visible presence out of the office by July 2012. The Union will continually develop and build upon the out reach opportunities offered across the campus by July 2013.
International students Participate in the Internationalising Students’ Union project evidenced by an Audit and Strategy developed and launched by November 2011. Create better links with the International Office by ensuring participation in all welcome events and induction of all new international students by February 2012 and continually assessed each year. Monitor the involvement and participation of international students in activities and democratic processes by monitoring nominations and voting in the annual elections by international students by March 2012.
Community Theme
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2: Citizenship
Preparing to engage in society in a positive way while at University
Ease the transition of living independenty in the community through developing a comprehensive community website with information on the area, advice and guidance on living within the community by January 2012. Run awareness campaigns on being a good neighbour and respect around noise annually starting from September 2011. Continue to work with the Student Neighbour Liaison Service to resolve issues within residential areas as part of an ongoing annual partnership from September 2011.
Promote and facilitate student volunteering
Encourage students and local residents to work together on community based projects by continually developing community partnerships to ensure a diverse and wide range of volunteering opportunities and developing community volunteering forums by September 2011. Recognise and reward student volunteers by implementing a recognition scheme for all volunteers and subscribing to a nationally recognised accreditation scheme by September 2011. Register for the Investors In Volunteering award by July 2012 and achieve the Investors in Volunteering status by July 2013.
Encourage student participation in democratic processes at a local and national level
Encourage students to register to vote in local and national elections by working with Portsmouth City Council to run awareness campaigns on students’ right to vote and provide and opportunity to register on campus from September 2011.
Community Theme
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3: University community Representation of students in University
Encourage meaningful discussion on University topics by ensuring there is an audited presence on all academic committees on an ongoing basis. Establish positive relationships with key people in the University by ensuring staff members consistently attend appropriate meetings and committees from August 2011. Brief all attendees at meetings and collect information and minutes from each meeting attended on an ongoing basis. Also, provide pre-meeting briefings and post-meeting support to offices attending University committeees from January 2012. Produce an annual impact report based upon the representations made at University committees from June 2013.
Academic casework service
Provide a professional, impartial, confidential service to all students by promoting the academic casework service widely across the campus by July 2011. Monitor the use of the academic casework service and compare year on year access figures from July 2012. Identify key trends in issues students request support from July 2012. Undertake research into particular academic issues and present the finding to SAGA. One piece of research to be conducted by July 2012, two pieces of research to be conducted by July 2013, three pieces of research to be conducted by July 2014. Expand the service and employ more caseworkers as necessary to continue to offer a high quality support and advice service to all students by July 2013.
Student representative structures
Develop the Course Representative and Faculty Representative system by working with the University to ensure 100% of courses have an elected course rep on a continual basis from July 2012. Perform an audit of attendance at all formal University committees on an ongoing basis from July 2012. Develop training for Course and Faculty Reps to ensure quality representation on all courses from July 2012. Look to develop a consistent online training package for course and faculty reps from July 2012. Review the use of Faculty Links Officers to conduct systematic research on academic issues from July 2012.
Halls of residence
Ensure the community within halls is considerate, cohesive and constructive by running awareness campaigns in partnership with the University on being good neighbours in halls and living independently for the first time from September 2011.
Alumni
Celebrate the history of the Union by providing more events and opportunities for our Alumni from April 2012
Community Theme
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4: Local community Represent our members in the local community
Ensure the student voice is heard in local decision making and policy shaping by establishing positive relationships with key members of the council on an ongoing basis. Attend strategic meetings with the local council from July 2011. Provide opportunities for the council to reach students within the Union building from September 2011.
Improve the quality of housing for students
Approval scheme developed for rented properties to raise the quality of housing by setting a criteria and approval recognition for privately rented accomodation by February 2012. Establish a ‘rate your landlord’ system to ensure members are informed about good and bad experiences of local landlords from July 2012.
Engagement with the local community
Establish a network of community reps throughout student areas who should attend local neighbourhood forums and make links with other local resident groups from September 2011. Run community related campaigns such as recycling and crime prevention campaigns from September 2011. Establish and regularly run good neighbour campaigns from September 2011. Improve the perception of students within the local community by establishing positive relationships with local media groups and ensuring there is a regular supply of good news stories to the local media about students and the contribution to the community from September 2011. Improve our communication with the community through open days for local residents from September 2011 and ensuring there are outreach opportunities in the community from September 2012. Produce a digital community directory by April 2012.
Aim to improve the safety of students
Aim to reduce crime on students by running awareness campaigns on crime prevention within the local community from September 2011.
Partnership working
Increase partnership working across the community through joint bids and delivery of specific projects by July 2012. Research and develop commercial opportunities to provide services to students from July 2012. Develop a Bike Hire Scheme from September 2012.
Community Theme
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5: National community National Union of Students
Engage with the wider student movement by establishing strong links with other Students’ Unions in the south from July 2011. Attend and promote NUS conferences on an annual basis from September 2011. Encourage and promote attendance at relevant conference for student representatives on an ongoing basis.
Local FE Colleges
Establish links with local FE Colleges that allows clear communication with students reps and provides opportunities to get involved with our campaigns from July 2012.
Student campaigns
Encourage our members to get involved in student led campaigns by raising awareness of current student issues and campaigns on an ongoing basis from July 2012. Provide opportunities to get involved in all national campaigns to our Students from July 2012.
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Quality Theme
A positive impact with every Portsmouth student
To vastly increase student involvement in the local community
Quality Standards Consistant Benchmark ing quality Quality and publis hing perfo rmance
Making our policies, systems & procedures Ensuring quality clear and across our diverse accessible membership
Introduction
This strategy theme focuses on the Union’s development priorities over the next three years and how policies, systems and procedures will be implemented, integrated and evaluated to enable the Students’ Union to operate as smoothly as possible.
Theme Champions
Supporting Documents
This theme is led and directed by the VP Sports and the Student Activities Manager. For more information about this theme please contact vpsports@ upsu.net
Balanced scorecard structure SUEI development plan Memorandum and Articles of Association Policies and Procedures template
Quality Theme
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The five strands of the quality theme
1 2 3
4 5
Quality standards
The Union is committed to achieving recognised quality standards in pursuit of it aims. These standards will form the building blocks for achieving success for Portsmouth Students and creating a more systematic and consistent organisational culture. Success in this area will be measured by completion of the quality standards and their application across the organisation.
Benchmarking quality and publishing performance
The Union is one of over 100 Students’ Unions in the UK and is one of around 15 or so comparable universities. Therefore it is useful to see how well the Union is doing in developing by looking at other organisations with similar circumstances. In addition, the Union has a responsibility to be open and transparent about its performance and will publish its performance against its stated targets and in the context of comparable organisations. Success in this area will be measured by the performance of the organisation against its targets and the timely and transparent publishing of results.
Consistent quality
The Union needs strong and reliable quality assurance mechanisms to help plan and draw comparisons in performance from one period to the next. In order to achieve this the Union is committed to using the balanced scorecard approach to organisational management. In addition, the Union’s plans will use the same formats and will be framed around the Students Union Evaluation Initiative (SUEI) model of best practice for Students’ Unions. Success in the area will be shown in performance against SUEI objectives, by using the stated management tools in order to deliver them.
Ensuring quality across our diverse members
The Union is committed to ensuring that its diverse membership feel the benefits of the Union’s activities and services. In order to do this and have a positive impact with every Portsmouth student, engagement strategies for hard to reach students will be developed over the life of this plan. Success in this area will be measured in the production of meaningful engagement strategies and the Union’s performance against those strategies.
Making our policies, systems and procedures clear and accessible
The Union is committed to ensuring that accessing information is clear and easy for both staff and students. The Union will ensure that policies and procedures are easy to find, read and understand and that they are kept up to date. Success in this area will be measured by adherence to the new information management structure and by feedback from the staff and students that use those policies and procedures.
Quality Theme
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1: Quality standards The Union will continue to pursue Greener Students’ Unions accreditation, maintaining a level of Gold, over the life of this strategy. The Union will complete the NUS supported Internationalising Students’ Unions project – and its successive schemes over the life of this strategy. The Union will achieve Investor in People status by August 2011, and maintain that status over the life of this strategy. The Union will achieve Investors in Volunteers status by July 2012. The Union will achieve Investors in Diversity – level 2 – by July 2012.
2: Benchmarking quality and publishing performance The Union will annually benchmark its overall performance against other students’ unions of universities within the ‘Universities Alliance’ group. This will be done by examining the KPI data from the AMSU annual survey from September 2011 onwards. Staff support made available for all committees and formal structures identifies in the Memorandum and Articles of Association from September 2011 onwards. The Union will participate in the NUS good governance project from September 2011 onwards, will reach the ‘fully achieved’ status by August 2013 and will strive to increase its score annually for the life of this strategy. The Union will publish minutes of all formal committee meetings via upsu.net from December 2011 onwards. The Union will publish the outcomes of the targets of the four senior managers’ balanced score cards annually from August 2012 onwards. The Union will produce an annual audit of engagement statistics by faculty and department to ensure participation from a wide range of students from Sept 2012 onwards.
Quality Theme
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3: Consistent quality All staff will have up-to-date balanced scorecards, clearly identifying team-based and organisation targets that link to this strategy from August 2011 onwards. All departments will have an annual development plan and will report on success against that plan from August 2011 onwards. The Union will continue its involvement in the Students Union Evaluation Initiative (SUEI) and will use the recommendations of the initiative to inform strategic developments, for the life of this strategy.
4: Ensuring quality across our diverse members The Union will develop a comprehensive International students strategy by December 2011. The Union will develop a comprehensive part-time students strategy by December 2011. The Union will develop a comprehensive mature students strategy by May 2012. The Union will develop a comprehensive associate college students strategy by May 2013. The Union will develop a comprehensive Postgraduate strategy by May 2013.
5: Making our policies, systems and procedures clear and accessible The Online document store (www.upsu.net/docs) will replace the ‘K Drive’ as the central place for holding all non-confidential documents and information by July 2011. All student facing documents and how to guides will be produced in online and print format from August 2011 onwards. All Union policies, procedures and guides, once passed, will be updated onto the documents store, with previous editions removed, by August 2011. All policies and procedures will follow a standard plain-English format, clearly indicating the implementation date, responsible staff and officers, review date and where to find more information from August 2011 onwards.
Finance And Resources Theme
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A positive impact with every Portsmouth student
To outline our development priorities and demonstrate how we will ensure value for money and sustainability
Trading Long Term Development of Other Subsidiary Financial finance and resources Planning Management resources skills Information
Introduction
This strategy theme focuses on the Union’s development priorities over the next three years and on how the Union’s Finance & Resources will be value for money and sustainable.
Theme Champions
Supporting Documents
This theme is led and directed by the President and Chief Executive. For more information about this theme please contact president@upsu.net
Union’s Reserves Policy 5 Year Financial Plan Financial Procedures & Regulations Memorandum of Understanding Yearly Budgets Management Accounts Year End Financial Statements Asset Register Risk Register Finance Service Level Agreements PSUT Business Plan
Finance And Resources Theme
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The five strands of the quality theme
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Long term financial planning
The Union is committed to achieving a good level of reserves in order to protect the organisation and enable future growth. A five year financial plan is produced that will link into the overall Union’s strategy document along with the level of reserves, which is agreed and reviewed annually. Tender documents and processes will be created to demonstrate and ensure value for money. Success in this area will be measured by achieving minimum reserves levels. The focus for development in this area will be to create and facilitate the tender process.
Management information
The Union is committed to producing quality information, in an accurate and timely manner. Financial management, procedures and regulations are essential to support effective decisions and efficient running of the Union, relevant documents are reviewed annually. The Union’s risk register is a live document that is reviewed annually with red risks being assessed quarterly. Success in this area will be measured by producing relevant financial information within agreed timescales. The focus for development in this area will be to create Cost Analysis reports for ongoing activities and services.
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Development of finance and resources skills
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Other resources
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The Union is committed to providing staff with the skills and knowledge to reach their full potential. Service level agreements and current software and hardware will be reviewed to demonstrate value for money and to ensure these meet Union staff requirements and needs. Success in this area will be measured by evidence that current software and hardware meets all Union staff requirements and is appropriate to the Union’s needs. The focus for development in the area will be to improve, year on year, results from the student focused Finance Survey.
The Union is committed to providing a working environment that invigorates and motivates staff. The Union will investigate the possibility of Union staff quiet areas and communal social space. The Union will review all IT equipment to ensure Union staff has adequate and current resources to carry out their duties effectively. Success in this area will be evidence that all IT equipment has been reviewed and updated according to the end user requirements and needs. The focus for development in this area will be the improvement of social and working areas for Union’s staff and students.
Trading subsidiary
The Union is committed to the growth of the Trading subsidiary company – Portsmouth Students Union Trading Co Ltd (PSUT). Net profits will be forecasted to increase at an approximate level of 12%. A PSUT Business Plan will be created. Success in this area will be measured by the increase in net profits. The focus for development in this area will be on the creation on the PSUT Business Plan.
Finance And Resources Theme
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1: Long term financial planning Achieve the minimum level of £350,000 reserves by 2015 as follows: 2010/11 - £280,000 2011/12 - £300,000 2012/13 - £320,000 2013/14 - £335,000 2014/15 - £350,000 To ensure that the Union’s planning process of capital expenditure is built into the budgets and addresses financial investment in services to ensure continued safety and suitability by July 2011. Ensure the Union annually reviews the level of reserves by August 2011. To create a tender process to demonstrate value for money by September 2011. To invite suppliers and companies that offer a long term service to submit a tender by January 2012. To review the Union’s banking arrangements on a yearly basis to ensure that the Union is receiving best service and value for money and is based on the Union’s policies and high ethical standards by March 2012. Annually review and evaluate the 5 Year Financial Plan which is linked to the overall Union Strategy and Key Performance Indicators by April 2012. Annually review the strategic plan and develop Strategy 2012-2015 by April 2012.
2: Management information Management Accounts will be produced within 8 working days of each period end for at least 10 (out of 12) periods by July 2011. To work in conjunction with the Student Activities Manager and Sports Coordinator to ensure procedures are implemented to manage the accruals or Sports and Societies expenditure by August 2011. Annually reviewed to ensure procedures and regulations continue to meet the needs of Union by August 2011. Monitor and update on a quarterly basis the Union’s asset register. Sports and Societies Asset Register will be updated annually from September 2011. Preparation of the year end financial statements will be produced within the timescales specified in the Financial Procedures & Regulations by January 2012. Annually reviewed to manage and mitigate financial risks to UPSU. Red risks are reviewed quarterly by Senior Managers Team by March 2012. To create a template that will be completed, on a case by case basis, to establish the true figures and overheads costs of a project or event carried out by students and staff by August 2012. To build into the budget process a cost per head analysis for all ongoing activities and services by August 2013.
Finance And Resources Theme
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3: Development of finance and resources skills Provide funding to equip staff with the skills and knowledge to increase the skills competency of the finance department from July 2011. To to review current Online Shop software to demonstrate value for money and to ensure the existing software meets all the relevant end user requirements and is appropriate for UPSU needs by August 2011. Annually review the Finance department service level agreements to ensure continuous improvement in the level of operational efficiency by January 2012. To review current software and hardware used with the payroll facility to demonstrate value for money and to ensure existing equipment provides a reliable and constant service by January 2012. To review current Sage accounts software package to demonstrate value for money and to ensure existing software meets all the relevant end user requirements and is appropriate for Unions needs by July 2012. Improve, each year, the results from student focused Finance Survey by March 2014.
4: Other resources To review current staff space usage and create space that meets end user needs and is accessible and user friendly to students by January 2012. To review all IT equipment to ensure end users have adequate and current resources to carry out their duties within their job role by January 2012. Investigate the benefits of buying or leasing new vehicles and create a cost analysis to support the result by April 2012. To develop staff space to enable the opportunity for quiet work and to investigate the possibility of more communal social space for staff by July 2012. Refurbish meeting rooms in a style that invigorates and motivates users by July 2012. Create an AU and Societies replacement schedule for all equipment to ensure end users have adequate and current resources that meet Health and Safety standards by September 2012. To ensure that efficiencies are found in order to maximise the amount of money directly spent on student activities and services, evidenced by the amount spent on non-student facing services remaining at or falling below 2011/12 percentages over the life of this plan.
5: Trading Subsidiary To work in conjunction with the CEO and the Business and Marketing Manager to create a trading business plan by September 2011. Achieve Net Profit from Trading Company, with an approximate increase of 12% per year, as follows: 2010/11 - £67,000 2011/12 - £92,000 2012/13 - £100,000 2013/14 - £107,000 2014/15 - £112,000