Information management strategy for fast university


This assignment is described the method of developing an information direction scheme for FAST University, presents a sum-up of the ensuing scheme and describes the procedure of execution. The scheme will be implemented over the following 2-3 old ages as portion of ongoing operational activity and new development undertakings. An internal communicating program for the scheme has been developed and will be spread in 2010/13. Implementing the scheme has already been accepted as one of the five cardinal precedences for FAST University in 2013. A figure of undertakings will besides be funded in 2013 that straight flow from the work of the Information Management Steering Committee.

Information scheme: –

The Information Strategy supports the University mission and its aims in research, instruction and acquisition. It is a cardinal operational scheme behind the University Corporate Plan for 2010 – 2013 our shared vision. The Information Strategy aims to develop an information civilization in which all members of the University know the importance of information in harmonizing to their functions in which the informational facets of University activities and policies are to the full taken into consideration.

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The planning period to which this Information Strategy refers is characterized by challenges which university expected to confront in its sections and its single members. As cognition based institute the University dependant on the effectual direction of information is more serious than it has of all time been. Almost all the University ‘s concern countries are going information and engineering dependant an illustration of this is the quickly turning take up of the University ‘s practical acquisition environments to present a richer acquisition experience for pupils on campus every bit good as those analyzing at a distance or on work based arrangements. At the same clip effectual information direction can minimise.


FAST University seeks to better the human status by progressing cognition and development creativeness. It does so through research and instruction and a committedness to societal justness human rights and a sustainable environment. The Information Management Strategy decided to take this statement and concentrate on how to back up the thoughts of progressing cognition through research every bit good as conveying that cognition through instruction. The ensuing Information

Management Vision is Pull offing information so that we can break create and portion cognition.

As with all visions, the challenge will be to turn it into world and to mensurate advancement.


Because of the defined information the guidance commission moved on to see what should be in range in footings of information direction. To decide the jobs the undertaking draw on the Information Continuum Model besides developed by the School of Information Management and Systems at university. This theoretical account includes multidimensional analysis. The undertaking took this theoretical account and contextualized it for the demands of FAST University ensuing in the undermentioned information dimensions.


FAST University needs to manage following information:

  • Information for Awareness.
  • Information for Accountability.
  • Information for Enjoyment.


Rules are made to follow criterions at different degrees of the organisation:

  • Individual
  • Workgroup
  • Corporate
  • Community


Time is a graduated table from Past through Present to Future.


Procedure is redolent of but non tantamount to the information lifecycle:

  • Make the original piece of cognition
  • Capture that knowledge as information
  • Form the information in some kind of retrieval system
  • Repurpose the information for another intent
  • Commercial Activities and Asset Management


Structure is a tool from unstructured to construction. Any one piece of information will hold values for each of these dimensions. For illustration a scheme papers might be relevant to the research be created for the intent of consciousness, be compliant with corporate criterions, planned for usage in the hereafter, and organized in a retrieval system as a piece of unstructured information.

Developing the scheme

Once all this stuff had been collected, following undertaking is of making the scheme. This took the signifier of a series of increasingly more refined versions of a individual papers that integrated the underlying theory the consequences of the probe stage and an analysis of the image at FAST University a list of recommendations and a scope of attacks for doing the scheme.

I. Principles

In set abouting its work of developing the FAST Information Management Strategy, the undertaking was informed by a set of 10 FAST Information Management Principles. In the scheme papers, each rule has a figure of deductions originating from it as a manner of guaranting that the rules turn into actions.

  1. Corporate Importance: Information is a strategic resource and will be managed decently. In general university broad information will be centrally managed. Information demands and how information is managed should be identified as an built-in portion of strategic and project planning. An appropriate administration model and satisfactory resourcing should be established to guarantee this occurs.
  2. Information Beginnings: University created information may be made available from a nucleus beginning. The nucleus beginning for any point of university created information must be express and accessible. Any derived beginnings of information must be identified as such. Each nucleus beginning should hold an identified keeper an identified entree community and an identified set of care duties. As with nucleus and derived beginnings alterations should ideally be made to this individual beginning and the derived manifestations should be automatically regenerated.
  3. User Centeredness: Information systems and services should be designed to run in a manner that is user and undertaking centered. This should inform all facets of system or service design.
  4. Handiness: Information should ideally be accessible to anybody who needs it at anytime, anyplace, and anyhow.
  5. Staff and pupil engagement: The procedure of developing and implementing the information direction scheme and its attach toing policies should be as unfastened clear. The university needs to supply an equal relevant and ongoing development programmed to enable staff and pupils to make, manage and circulate information resources efficaciously.
  6. Productivity and efficiency: Information and the manner it is managed should lend to the productiveness of members of the FAST University community.
  7. Legal demands: Information must be managed in conformity with external statutory and regulative demands. Information must be stored in such a manner as to let a timely response to freedom of information and local petitions every bit good as lawfully mandated controlled find. Information originating from research affecting human topics must be dealt with in conformity with the Human Ethics Committee demands.
  8. Trustworthy information and systems: Information provided by FAST University should be perceived to be, trustworthy to the maximal extent possible.
  9. Retention: Essential information must be retained while required and so suitably disposed of. While it is retained it must be managed in such a manner as to be recoverable in the event of loss on a timescale consistent with university demands.
  10. Information engineering rules: The information direction rules in this scheme should be used to deduce a set of IT principles. These IT rules will back up and enable the execution of the information direction scheme every bit good as determine the deployment of IT systems.

Implementing the scheme

One of the challenges for any scheme activity is how to take the scheme and implement in the organisation. Making this alteration is peculiarly hard in an country like Information

Management for the undermentioned grounds:

  • The country itself is new and evolving and so there are few theoretical accounts of good pattern to pull upon.
  • The alterations envisaged will potentially touch every facet of the work lives of the FAST University community.
  • and so the execution of the scheme needs to maximise its impact on efficiency and effectivity while minimising its impact on the emphasis degrees of FAST-NU University staff and pupils and on the support required to present
  • The countries affected are all inter related and so execution of the scheme has to happen a manner to avoid seeking to cover with everything at one time So what will FAST-NU University be making to guarantee that this Information Management Strategy does non merely go shelf ware.


The most of import point to do about any information direction execution program is that the major focal point should non be the engineering. In fact the engineering should be viewed as one of the less of import constituents. The ground for this is that any successful engagement to alter how an organisation works with information demands to run on five degrees at the same time.

I. Scheme

For an intercession to be sustainable it needs to be reflected in university scheme. FAST-NU University has identified implementing the Information Management Strategy as one of its five cardinal precedences for 2010. Elementss of the scheme will besides be fixed into the renovation now under manner of the Learning and Teaching Plan and the Research and Research Management Plan.

two. Administration

Implementing alteration across a big organisation will necessitate careful administration. This will include placing the right individuals to have peculiar facets of the alteration every bit good as affecting all the cardinal stakeholders. If we can take the right stakeholders so they will be able to take ownership for information direction activities in their country and for the success of those activities. One early success in this country has been enlisting the support of the Deputy Vice-Chancellor for a scope of information direction activities in the research kingdom including better research coverage, improved support for research staff through a web portal, and research coaction solutions.

three. Peoples

Any engagement besides needs to run at the degree of people. This will affect:

  • explicating the principle for it
  • Involving them in its execution.
  • Supplying preparation and follow up.

four. Procedures

Intervening in how people work with information is an chance to inquire a series of inquiries. Why do we necessitate to roll up this? Why do we make it this manner? Are at that place other things we can utilize this information for? The chance should ever be taken to rethink what the organisation is making why it is making it and how it can be done better. Otherwise it is possible to stop up with new information systems that echo the worst facets of what they replaced without taking advantage of what the new might do possible.

v. Tools

Last, one needs to step in on the tools dimension. This does non merely include information engineering. It can besides include policies, guidelines and “How-To” ushers. Note that Tools is intentionally placed last in this list of intercessions. This reflects the importance of non over stressing engineering facets to the exclusion of working with people and rethinking the procedures.

Execution subjects

The procedure of composing the scheme revealed four overarching subjects. These subjects will be used to construction the procedure of implementing the scheme.

Subject 1: Working with information expeditiously and efficaciously


This activity subject seeks to help staff and pupils to better their ability in working with information. Particular sub-themes are staff development, categorization, papers and records direction, and hunt and find.


The Information Management Strategy identifies a figure of strategic actions needed to better this facet of information direction. In fact, bettering this country was the original driver for the creative activity of the scheme.


Work in this country will be lead by Records and Archivess.


Activities for 2005 include developing an information direction coaching plan, and get downing to develop a series of information direction “How-To” Guides. In 2006, we are besides traveling to supply information direction preparation for new and existing staff.


As portion of the information direction coaching plan, the managers will be reexamining all facets of information usage, and doing recommendations on procedure betterment. As portion of the DART undertaking ( hypertext transfer protocol: // ) we besides plan to implant information directors in research squads to help research workers with their information direction demands and procedures.


Planned undertakings for 2006-2008 include implementing an electronic papers and records direction system, bettering information registering record-keeping and find systems.

Subject 2: Using the web to present information and services


This activity subject seeks to construct on the bing advancement Monash has made in web engineerings. Particular sub-themes are the functions of the public web, intranet engineerings and solutions, and net content direction.


The Information Management Strategy identified the demand for an overarching web scheme, embracing the issues of ownership, administration, and the comparative functions for the university ‘s cyberspace, extranet and intranet web sites. An initial version of the web scheme was released for public remark in late 2005. The scheme will be increasingly implemented over the class of 2006 and 2007.


The administration in this country will be one of the recommendations originating from the web scheme.


As portion of the intranet rollout ( see below ) , staff will be consulted about their information demands, and besides empowered to take ownership of peculiar countries of web content.


The move to take greater advantage of web engineerings will be used as the chance to analyze bing information flows and entree mechanisms.


2005 undertakings include implementing a new web hunt engine, finishing the development of the prospective pupil ‘s web site, and go oning the rollout of the web content direction system. Planned activities for 2006-2008 include developing an intranet to Support a scope of different staff functions and communities, implementing new portal engineerings to better the ability to present information and services, and edifice on the new portal to supply entree to particular frequently-used maps in SAP and Callista via the web.

Subject 3: Supplying high quality direction information


This activity subject seeks to supply directors with the information they need to do effectual determinations. Particular sub-themes are integration across applications, concern intelligence/reporting, and informations quality.


Another of the eventful schemes identified in the Information Management Strategy is one for concern intelligence/management information. This scheme will be developed during 2006, at the same clip as the rollout of an initial service offering about amalgamate class coverage and KPIs.


Administration in this country will be co-ordinate between University Planning & A ; Statisticss and Information Technology Services.


Senior stakeholders across the university will be consulted about their coverage demands as portion of the executions foreshadowed below.


The chief procedure activities here revolve around the demand to better the quality of the information in the assorted information systems, every bit good as guaranting that this information can be sanely matched across systems.


Undertakings for 2005 include heightening TARDIS ( an integrated coverage application across all countries of research public presentation ) . Planned activities for 2006-2008 include bettering the ability to incorporate information across applications and developing a scope of improved coverage and concern intelligence offerings.


The development of the Information Management Strategy for Monash University has been a success, so far. The ground for this making is because ( as discussed above ) making a scheme is non the same as turning it into action. However, the programs for 2006 appear assuring. There is support for the scheme at the most senior degrees of the university, and an active programmed of work across the four activity subjects. While the complexness of the challenge should non be under-estimated, it is now possible to see what we want to make, and how to make it. Ultimately, the success of this attack will be measured by whether the participants in the procedure feel as if their day-to-day undertakings of working with information are worthwhile, and by whether the stakeholders feel that co-ordinate information direction delivers value. Monash University, like all universities, is an establishment whose lifeblood is information and whose wellbeing depends on healthy information flows. All countries in the university rely on quality information ( that is both accurate and dependable, and has unity ) to do good determinations and to guarantee they do non necessitate to ‘reinvent the wheel ‘ . The Monash University Information Management Strategy provides a model that will back up the creative activity or acquisition of such information and a methodological analysis that will pull off this information to better the effectivity of the organisation.



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