UFS Work item -Plan

Description (Further details include: )

• Why are we doing this task?
• What needs to get done to carry out and complete
this task and how will it be carried out?
• Is any external engagement needed?
• What will this produce - products and outputs?
S.No WorkStreams Task/Activity • Is t Deliverable Milestone

Brief: This briefing focuses on discussing the key

Advice to Minister Hipkins on timetable for UFS dates and milestones of the UFS and the risks and
and responding to questions arising from strategy trade-offs associated with them. It also provides Yes No
session papers further advice on the learner and strategic
components of the UFS.

Outcome : An update paper to Minister

1 Policy

Brief: Planning a series of workshops with

technical experts in March/April to inform the
Policy Technical wokrshop on funding category design : design of new delivery mode–based funding No Yes
categories.

Outcome : Draft mode of delievry (Starter for 10)

Engage with tertiary education peak bodies on

‘Peak bodies’ type meetings high-level direction for the UFS and to signal No No
expected new sector-wide data collection in 2021.

3 Policy

Implementation design engagement No Yes

??? This needs to be worked out with Comms &
4 Policy Engagment Team. Isn't?
5 Policy Funding Reference Group meetings No Yes

To check with Hayley

Advice to Minister Hipkins this will provide the main check point for the Yes Yes
whole UFS because it sets out the specific
decisions/deliverables for each workstream;
should also clarify what further advice the
6 Policy Minister needs about the strategic component)

First Steps :implementation of first steps initiatives To be discussed īn the next project meeting and Yes Yes
update. This work is going to be separate
workstream and mainly BAU work but supported
7 Policy by project team
8 Policy Targeted Engagment (Sector) Engaging TEO's (Targeted)
9 Policy
10 Policy
11 Policy
12 Policy
13 Policy
14 Policy
UFS Work item -Plan

Who?
Start Date End Date • Who will lead this? Critical Path
• Who else will work on this
• What will they do?

Comments

15th Jan 2020 7th March 2020 lead by Vic and inputs Yes
from all

1st Mar 2020 31st May 2020 TEC + MoE No

Define potential mode of delivery

1st Mar 2020 30th June 2020

1st Mar 2020 31st May 2020 TEC + MoE No

1st Feb 2020 30th June 2020 MoE No

15th Mar 2020 30th June 2020 TEC + MoE Yes

15th Mar 2020TBC (This is on going work TEC + MoE + BAU Yes

15th Mar 2020TBC (This is on goingTEC

work
+ MoE + Comm's & Engagment No
 Landscape for Unified Funding System (Block Plan/Timetable) Landscape for Unified Funding System (Block Plan/Timetable) Landscape for Unified Funding System (Block Plan/Timetable) Landscape for Unified Funding System (Block Plan/Timetable)

Year 2020 Year 2021 Year 2022 Year 2023 Year 2024
FY 19/20 FY 20/21 FY 20/21 FY 21/22 FY 21/22 FY 22/23 FY 22/23 FY 23/24 FY 22/23 FY 23/24
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Pre Election (3 Months) Election Investment TEO's Investment Pre Election (3 Months) Election
Bill Enacted Advice for budget 2021 Budget 2021 TEO's advised of Guidance Budget 2022 End of advised of Guidance
Final Plans plan approval for released Structural plan released
Final Plan Investment submitted 2022 (December) for Transition approval for (December)
Sequencing with TEO's advised of plan
Structural Reform submitted to approval for 2021 Guidance 2023 2023 for 2024
TEC. released

Sector-wide data collection for classification against draft new funding categories (subjects and modes)
Preparation for 2021 data collection - support TEC development of detailed operational guidance and 159L
Develop and test potential new funding categories. Includes approach data definitions, process and approach to collection and verification Prep work for 159L signed-off
to : Monitoring & refinement of funding categories
-SAC rationalisation across subjects - Data monitoring, and analysis following each SDR
-Work with PTE sector to address delivery cost information gaps - Operational insights and sector feedback
- Assign subject-based funding categories to industry training - New analysis of cost data aligned to new funding categories [to confirm - amended Tribal process to include new funding category classifications?]
-Test classification of funding categories for delivery modes (Includes - Modelling of rates
limited data collection/analysis and modelling of relative costs with a
subset of sector experts/TEOs)
2022 Data collection (to include any refinements to definitions/process)
Policy Cabinet
(Funding Early June- First Paper
Category) Targeted engagement/testing of proposed draft of advice to (Includes Drafting Budget 2021 advice
approaches to the new funding category Minister share timing &
:--> system. with snr. leaders approach for
OPEX/CAPEX for Govt agencies to implement the new solution/system Confirm any Drafting advice to Minister
Announce new
changes to - Results of 2021 distributional analysis
TEC + MoE the next two funding Cabinet paper rates
years) - Confirm new funding category and rates for allocation of 2023 funding (final decisions for
category
Drafting advice to Minister. Includes: definitions the shape of the
- Potential Subject/Mode definitions and process UFS, funding policy
- Advise on timing of rollout of system (TEC IT System?) changes,
- Impact to the System (Overall system e.g. School , degrees) for 2022
implementation
- Transition and implementation Advice paper phasing (how to
Advice to Minster about Decision point
to Minister pay)
Mid-Late June
the UFS Plan for Project
Advise to Minister structure
Decision point for Project Phased implementation from 2023 - phasing to be discussed.
structure

`
`

Data monitoring: incl. analysis following each SDR/ITR + distributional modelling/impact (to include any refinement to definition/processes) Informing providers of funding

Data definitions for low prior quals,Data definitions for Isolated, Rate setting Phased implementation from 2023 - phasing to be discussed.
Policy Sector engagement on data definitions
(learner-
based:
Māori,
Pacific, Policy thinking for Māori + Pacific Policy analysis (incl. assessing performance metrics, links to funding, interactions between components
low prior
qual,
isolated
learners) Sector engagement on framework for Drafting advice to Minister, includes:
Advice to Minster incl. Drafting advice to Ministers, includes: performance -Approaches to linking funding to each group and length of funding
need to engage with - Data (what we have, where quality improvement is needed and
sector on data what we don't have) -A framework for strategic commitments (link to strat. component)
definitions for isolated + - Proposed timing and phasing (incl. for comms to the sector and -Results of 2021 distributional modelling/impact + interactions between
LPQ engagement) components Advice to
-Rates and amounts for funding for each learner group Cabinet paper
Minister

Ops design

Notifying providers of data needed

Disability and tertiary education research for on disabled learners

Scoping a a potential work programme - more thinking and detail Policy research + data definition and (A) collection design
Data monitoring: including analysis folling each SDR/ITR + distributional modelling/impact (to include any refinement to
definition/processes)
Policy Cost modelling + rate setting
Policy analysis on all three approaches (bulk fund approach, system wide approach, direct service purchase)
(learner- Drafting advice to Ministers:
based: -Quality of data needs improving
disabled -Proposed timing and phasing (incl. engagement on data
definition)
learners) Drafting advice to Minister, includes: Drafting advice to Minister, includes:
- Update on analysis - Approaches to linking funding and length of funding
- Next steps - Results of distrubutional analysis + interactions w
other components
Advice to - Rates and amounts
Cabinet paper
Minister
Advice to Cabinet
Minister paper?

Policy
(Strategic
Funding)

First Steps

System specification for DC2021 System specification for DC2022 System specification for DC2023

Ops design

Build of data systems for DC2021 Build of data systems for DC2022 Build of data systems for DC2023

Gudiance/engagement with TEOs for system spec DC 2021 Gudiance/engagement with TEOs for system spec DC 2022 Gudiance/engagement with TEOs for system spec DC 2023

Guidance/engagement with TEOs DC2021 Guidance/engagement with TEOs DC2023

Data & Reporting :- Data & Reporting :- Trans and imp Data & Reporting :-
advice to MoE
Costing for transtion opex capex incl. TEC process, int. guidance and frameworks , Monitoring and QA frameworks DC2021 TEC process, int. guidance and frameworks , Monitoring and QA frameworks DC2021 from TEC TEC process, int. guidance and frameworks , Monitoring and QA frameworks DC2021
interim system
Implemen Operationals policy, process & changes to support the implementation of the UFS
tation &
Design :--> Transition and implementation analysis (TEC and TEOs) Trans and imp Transition and implementation analysis (TEC and TEOs)
advice to MoE from
TEC Guidance/engagement with TEOs DC2022

Supporting policy workstream

Collect data DC 2021 Collect data DC 2022 Collect data DC 2023

Costing for permanent IT system

Interim data collection processes

Permanent solution spec (2024 rollout) Payment

begin under
Tender for system UFS

Permanent solution build

Payment processes and calculations DC2023

Engageme Comms (Public Targeted & TEO's) - Targeted but not neglecting to Support for
Comms to expand on UFS announcement Support for
inform. Announce
nt & Support for the targeted engagement/testing of proposed approaches Announce 'first Funding calculated band communicated
'first phase'
Comms phase' rates
Support for sector communication of TEC’s new data collection from 2021 rates
:--> Engagement with Organisation (‘first phase’ )

Fixed Points (These are the activities which are outside project and happen at certain

Policy (funding Category) related activities/work

Legends Implementation & Design related activities/work

Engagement & Comms related activities/work

Key Deliverables/Millstones/Critical Path

 - Overall Policy L
- Helping to en
Project Lead
(Vic)
Learner's Component
(Tina)

Work with the case study providers to

Oversight of resources and planning obtain more information on student
(Vic) support services & associated cost
(Tina + Ameera)

Focus on
Managing Up (Programme board,
Minister Office, Deputy Sec.) Young Leaners (Low Prior Qualification)
Maori + Pacific
(Vic)
(Tina)

Review Product Determining funding's & have it linked to

(Not Intellectual leadership) different priorities
(Vic)

Support for policy advice

Resolving Gaps & confusion
Data on volumes of learners group/overlaps
(Vic)
of gaps (TSPAC)

Senior Level Sector leadership
(Vic)
Keeping Distraction away from the
Team
(Vic)
Peak bodies engagement- UFS content
support (e.g. designing workshops)
. -Responsible for developing + producing
policy
- Advice to the Minister
- Determining funding Approach & how its is
linked to different policy gaps
Tina( working with Ameera)
Data analysis scenarios, Implementation
questions
(Liz)
Data analysis support for cost modelling
policy options
-across learners component
- funding category work
(TEC/TSPA/POLICY SPLIT)
Supporting analysis
(David Eyre)
 Unified Fu
Un

Policy Design (Marny)

- Overall Policy Lead, oversight/quality assurance of policy work package
- Helping to ensure alignment across policy/comms/ operational work

Funding Categories (Marny- Strategic funding: (short term

Cross System
Need to clarify) support :Hayley )
(Georgia) (Nicole + Phil)

Provide holistic advice on

. - Work with case study PTE's Georgie leading strategic work policy based on implication of
to analyse data in Long term implementation
- Confirm approach to (JTC)
rationalise subject
classification
- Confirm subject to assign
subject classification for
industry Coordination of Paper and
(Scott/Hayley/David/TBC) Supporting development of connecting with other
component for further advice workstreams
(Nicole)

ITP/ITO costing analysis Historic SME type Stuff Supporting and Engaging with
(David Eyre/TSPA) (Liz) External / objective thinkers
(Emma)

Identifying options for mode

Looking for Black holes / blind
based delivery options-
To advice to the Minister spots
workshop 3
(Nicole)
(David Eyre)
 Related System wide and ops
questions to resolve
- Prog/qual/course funding
Analytic work and modelling - limited credit IT
support - 159L rules & negs IT/SAC
(TSPA/TEC) How to handle work based
learning
(NZQA/TEC Intersect with
programme funding approval)

Supporting workshops + Cross UFS policy especially

Analytics (David Eyre) performance (Phil)

Costing options for mode

based delivery Policy Support
(Phil)
-workshop 4 (David Eyre)

Q
Response to quick request-how
What happen past workshop? much to Nicole? Should we
share?

Cross RoVE Project Cross RoVE Projects

Key Operational contacts for Keys Ops contract for policy
policy workstream ? workstreams?
- Learners -Learners
- funding Category - Funding Category
- Strategic - Strategic
-Cross System - Cross System

Key interact between

implementation & Policy
 Unified Funding System Project Structure & Role
Unified Funding System Project Structure & Role
Implem
package - Oversight of the imp
al work - Ensuring implementation de

Engagement + Comms Data Analysis & System

FRG Chair + Securitate
(Kimberley - A new person is
being recruited) (TBD) (Liz)

Preparing /edition PowerPoints

Planning agenda Policy contact point for the
for audience. Note taking
/Coordinate papers Funding Category data
(occasionally)
(??) (Hayley)
(Nicole)

Logistics support Engagement +

Note taking + Support at Anything, as required Liaison
comms planning + products meeting between TEC & MoE (TSPA)
(Under - resources)
(Kyle) (Liz)
(Kimberley)

Jeremy M
(Chair)

Develop draft Keep in touch / coordinated

Comms/engagement plan for with other relevant TEC data
review related stuff (e.g. Data 2020)
(JTC) (Liz)
. -identifying opportunities

Reviewing
-Contents/Inputs/drafting
- Internal overview sessions
- Engaging with Externals
(Emma)

Question / Concern areas

Who What When
- Internal
- External
ructure & Role
ure & Role
Implementation Design (Johnny)
- Oversight of the implementation design workstream
- Ensuring implementation design delivering what its committed to do

Investment Planning & Cross TEC Impact

Monitoring (Catherine) Process (Johnny: To check and
(Emma) come back)

Leading Design of Implementation

plan + UFS elements
Performance Consequence (Emma) Coordination of Implementation
.- -

Framework
-Monitoring and Audit Framework design work /advice
- Confirm Data / Information documentation
-drafting investment plan section
Requirements
- Linking test, framework etc.
(Catherine) (Emma)
Coordinate scope of this work
across TEC
(Other inputs )
(Emma)

Plan Monitoring SME Develop impact assessment of

(Liz) UFS on TEC BAU and Teams
(JTC)

Cross project stuff -e.g. data

collection funding allocation
(SME)
 Provide Sense check advice to
implementation design team on
approach to work and subject
matter
(JTC)

areas
Input into advice document form
all the Implementation design
team
(CD.LB,JTC,EP)

Transition
Change management to TEC
Impact analysis
 First Steps (Johnny -TBC) Project Management &
Coordination
(Sanjay)
Policy
(TBC) Implementation (Sherrie)

Ensure approved data + Method Risk/Issues

Supporting Strategic funding
are correct in allocation Analysing & managing project
(First Steps)
methodology - review allocation risk/issues
(Hayley + Georgie)
(Liz) (Sanjay)

Obtaining data sign-off OPM Priority project reporting at TEC

Securing & Oversight of 'ELT + Board
Operational Policy resources
(Emma)\
(Emma)
Leading
allocation etc. Modelling &
recommend for UFS sign-off

Project & Resource planning

Ensuring above two are Support in sequencing activities
correctly incorporated - Support in estimation of the
duration
Identifying key <milestone &
Deliverables
Finalising Investment (Sanjay)
coordination + advice
(Nicole)
First Steps :leaners with low prior
attainment (With David E
support)
- 159L

Tracking & reporting project progress

(Sanjay)

TEC Contact on workshops &

Contract/SoW/RSO support
general implementation advice
(Catherine) (Sanjay)

Budget
-cost Estimation
- forecast
- Finance reporting
(Sanjay)

Budget
-cost Estimation
- forecast
- Finance reporting

Revising of issue / risk / parking lot

(Emma)
Approach to developing task / work +
Adding Programme allocation

Project Management
- Planning Task Id
- Issues
- Risks
 Unified Funding System Project S
Unified Funding System Project Struc
Policy Design
(Marny)
Project Lead
(Vic) Learner's Component
Funding Categories (Marny- Need Strategic funding: (short term
to clarify) support :Hayley )
Cross System
Engagement + Comms
(Kimberley - A new person is
FRG Chair + Securitate
(Tina) (Nicole + Phil) (TBD)
(Georgia) being recruited)

Peak bodies engagment- UFS Response to quick request- Who What When
content support (e.g. What happen past workshop? how much to Nicole? Should - Internal
designing wokrshops) we share? - External

Keys Ops contract for policy

workstreams?
-Learners
Cross RoVE Project
- Funding Category
- Strategic
- Cross System
Key Operational contacts for policy
wokrstream ?
- Lerners
- funding Category Cross RoVE Projects
- Strategic
-Cross System

Key interact between

implementation & Policy

Question / Concern
tem Project Structure & Role
System Project Structure & Role
Implementation Design
(Johnny) First Steps
Project Management &
Investment Planning & Cross TEC Impact Coordination
Data Analysis & System Monitoring (Catherine) Process (Johnny: To check and Policy Implementation (Sherrie) (Sanjay)
(Liz) (TBC)
(Emma) come back)

Input into advice document form Budget

all the Implementation design -cost Estimation
team - forecast
(CD.LB,JTC,EP) - Finance reporting

Transition
Change management to TEC Revising of issue / risk / parking lot
Impact analysis

Approach to developing task /

work + Adding Programme
allocation

Project Management
- Planning Task Id
- Issues
- Risks

n / Concern areas
 UFS PID Brief Plan

Task/Activity Start Date End Date

S.No Description (if required)

1 Project Scope Defination and out of scope

2 Constraints, assumptions and dependencies

3 Project Plan

4 Deliverables

5 Outcome

6 Project Landscape (timelines)

7 Project Team structure

Project block plan

8

Key Milestones
9

Risk & Issues

10

Finaince
11

Draft PID version 0.1 3rd April 2020

12

Draft PID version 0.2 15th April 2020

13

Draft PID version 0.3 30th April 2020

14
UFS PID Brief Plan

Drafter Reviewer

Comments

Marny/Johnny/Vic Vic

Marny/Johnny/Sanjay Vic

Marny/Johnny/Sanjay Vic

Ange Sanjay/Vic/Marny/Johnny

Marny/Johnny/Vic Vic

Sanjay Vic

Sanjay Vic

Ange Marny/Johnny/Sanjay/Vic

Marny/Johnny/Sanjay + Ange Vic

Marny/Johnny/Sanjay + Brian Vic

Adam Vic + Sanjay

Sanjay Vic

Sanjay+ Vic PMO

Sanjay+ Vic PLG + PB