19th March 2009

Following an analysis both of the results of Matrix survey conducted 18 months ago and of the eight Matrix elements and the evidence required for each, the team proposes the following priorities for Matrix action over the immediate future.

1. University, Corporate Services and SSDS planning processes (Matrix elements 5 and 8)

Objectives:
a)    Ensure all staff are aware of planning timetable
b)    Ensure all staff are aware of SSDS and unit operational plans
c)    Ensure that all staff are aware of key performance indicators

Actions:
a)    Put operational plans (SSDS, Corporate Services, University) or links to them on the SSDS intranet
b)    Construct Gantt chart, incorporating SSDS Operational Plan and SSDS projects, allowing monthly reports to be tabled at SSDS Business meetings
c)    Organise SSDS training/information session so that planning processes are clear and transparent to all

2.    Evaluation methods (Matrix elements 7 and 8)

Objectives:
a)    To ensure that evaluation of service delivery (especially of new service developments) is carried out routinely by units
b)    To ensure that feedback methods are appropriate and effective
c)    To ensure that evaluation results inform service development

Actions:
a)    Devise SSDS Evaluation and Feedback policy
b)    Include evaluation data in unit and SSDS annual reports
c)    Organise SSDS training session on evaluation methods and how to use them (possibly using an external consultant)
d)    Communicate service developments resulting from evaluation to SSDS users via website

3.    Staff competence and development (Matrix element 6)

Objectives:
a)    To ensure that all staff understand SSDS staff development policy
b)    To ensure that staff development needs inform annual planning process

 Actions:
a)    Devise SSDS Staff Development policy (or update current policy as appropriate)
b)    Put annual SSDS staff development plan on SSDS intranet
c)    Continue to develop the SSDS intranet as the primary location for information and guidance for SSDS staff
d)    Encourage staff to read SSDS and unit operational plans before appraisal

4.    Publications (Matrix elements 1 and 3)

Objectives:
a)    To ensure that all publications are reviewed regularly for their relevance and fitness for purpose
b)    To ensure that all publications, following review, are updated regularly
c)    To ensure that all publications are delivered in an appropriate format

Actions:
a)    Compile accurate database of all SSDS publications
b)    Review publishing policy for all SSDS publications
c)    Agree appropriate formats for all SSDS publications

5.    Other:

a)    Each SSDS unit head to nominate a Matrix contact to take responsibility for unit-level actions related to Matrix
b)    Conduct data protection audit across SSDS covering all personal data stored
c)    Investigate ethical issues relating to the use of images of external people in SSDS publications and resources
d)    Compile set of contact lists (e.g. careers tutors; disability tutors etc.) for display on SSDS intranet