Operational Plan and Processes

Transcription

1 UK BIM Alliance Operations Operational Plan and Processes

2 UK BIM Alliance Operations - Operational Plan and Processes 1. Introduction This document covers the operational plan and key processes for the Operations area of the UK BIM Alliance and should be read in conjunction with the UK BIM Alliance Terms of Reference. Should any conflict arise between documents the UK BIM Alliance Terms of Reference will take precedence. 2. Aims, objectives and key operational responsibilities General Administration and Secretariat functions for the Alliance. Facilitate the transformation of the Alliance from a non-legal entity into a Not for Profit Organisation as a legal entity, through the outsourced Secretariat Oversea the financial operations of the Alliance through the Secretariat and Finance Committee. Management of meetings and attendee communication. Deliver and maintenance of IT Systems including: Website, , Document Management Systems, online discussion sites and Project Management Systems 3. Team structure, roles and responsibilities Operations Lead Back Office Sytems Team Finance Committee Secretatiat Operational Lead Responsible for the overall operational strategy for the Alliance. Management of the operational team delivery. Management of the Secretariat function and outsourcing. Management and reporting of the Finance Committee Reports to the UK BIM Alliance Operations - Operational Plan and Processes Page 2

3 Back Office Systems Team Document Control Administrator Responsible for the establishment, management and maintenance of the Document Management system for the Alliance. Administers the primary membership and security access for the document folder structure. Monitors and polices adherence to document standards for naming and content structure. Discussion Group Administrator Responsible for the establishment, management and maintenance of the Discussion Group system for the Alliance. Administers the primary membership and security access for the discussion groups. Monitors and polices adherence to standards for discussion groups. Provides guidance to discussion group moderators on appropriate communication in line with the guidance established by the Alliance Communications team. Web Site and Administrator Responsible for the development and maintenance of the Alliance website. Administers the primary membership and security access to the website. Coordinates delivery and performance of the website with the Internet Service Provider Ensures that the information on the website meets Alliance security requirement. Monitors and polices content on the website to ensure it is in line with guidance established by the Alliance Communications team. Manages the system for the UKBIMAlliance.org domain. Project Management System Administrator Responsible for the delivery of project progress tracking and task manager technology. Administers the primary membership and security access to the project management system. UK BIM Alliance Operations - Operational Plan and Processes Page 3

4 Ensures that the project management system meets Alliance security requirement. Secretariat CIRIA will be appointed as the company to take on the Secretariat functions for the Alliance. They will be the Legal entity of the Alliance (initially CIRIA trading as UKBIMA). Their role includes the following responsibilities: Financial services and management (including all accounting services, banking, VAT, etc.) Financial audit (as part of hosts overall audit) Acting as employer for dedicated UKBIMA staff if required Staff support and benefits including pensions and health care Personnel management and support Public and staff insurances Office base and general services for employed/visiting staff Postal address and incoming/outgoing mail services Commercial and legal support Internal controls (including financial, operational and compliance controls) Reporting to the Alliance Finance Committee, through the Operational Lead and ultimately to the Alliance Exec Committee. Finance Committee Made up of representatives from each stream of the Exec committee as well as representation from the Secretariat. The Finance Committee is responsible for the review and recommendation of all financial transactions. The recommendations for expenditure by the Finance Committee will be presented for final approval to the Alliance Exec through the Operational Lead. 4. Activity scopes and plans Meetings Back Office Team - Weekly operational activity meeting. Stephen Holmes (Lead), Shaun Farrell, Henry Fenby-Taylor Finance Committee - Monthly finance review meeting Martin Penney(Lead), Stephen Holmes(Deputy), John Eynon, Rick Hartwig, CIRIA Secretariat - Monthly review meeting in conjunction with Finance Committee Reports Operations Lead UK BIM Alliance Operations - Operational Plan and Processes Page 4

5 Quarterly Report and presentation to Alliance Forum Monthly written Operational report for Alliance Exec committee Monthly written Finance report for Exec committee Fortnightly minutes of Exec committee Secretariat Monthly Finance Statement Quarterly Accounts Report Annual Accounts Report 5. Operational processes See 3. Roles and Responsibilities Instruction to the Secretariat will be directed through the Operational Lead on a day to day basis. Approval for expenditure will be through the Finance Committee with final authorisation given by the Exec Committee. 6. Internal relationships and communications To be kept under review by Exec and Engagement Core Team, managed through Exec, Operations, Programme and Engagement and stream leads. Stephen Holmes - Operations Lead UK BIM Alliance Sept 2017 UK BIM Alliance Operations - Operational Plan and Processes Page 5