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The Council have considered the remarks made at the Discussion of the review of CAPSA and its implementation (Reporter, pp. 340 and 391). They have referred the remarks and the review of the reports for further consideration by other bodies including the Finance Committee, the General Board, the Colleges Committee, the Information Strategy Group, and the Information Technology Syndicate. They intend to publish a further Notice or Notices when they have received the comments of those other bodies. They have asked the Registrary for a development plan for the Unified Administrative Service. They are publishing this Notice now to set out their own position on some of the key issues raised. As they explain below they have agreed a plan to give urgent consideration to the recommendations of the review reports.
Several speakers referred, as did reports in the press, to the expenditure on the implementation of CAPSA as having been wasted. The Council do not agree. Whilst the System as installed and as developed since 'go live' on 1 August 2000 does not yet meet the University's expectations, it is now operational. It currently provides improved information for the University centrally but there are still significant problems with facilities for institutions. Whilst it is difficult to estimate the value of the Financial System as currently operating, it is clear to the Council that some significant benefit has been obtained for the University's expenditure. However, the Council recognize that the final cost of providing a stable system is not yet known. The System is currently being used by an average of 355 persons each day; it is currently processing 9,420 purchase orders (value £4.6m), 3,430 sales invoices (value £11.4m), 27,226 supplier invoices (value £25.8m), and 10,800 cheques (value £22.9m) per month on average. 'Uptime' for the last nine months of 2001 was 95%, 8 a.m. to 6 p.m. Monday to Friday, 89% outside those hours, Monday to Friday, and 81% at weekends. Plans are being prepared to upgrade the system to version 11i of Oracle Financials, and, as soon as practicable, to enhance functionality particularly in connection with research grant accounting and the user interface. These plans are being considered through the Financial Systems Management Committee reporting to the Finance Committee, and will represent a further significant investment.
Several speakers referred to the recommendations of Professors Shattock and Finkelstein that the University Computing Service (UCS) and the Management Information Services Division (MISD) should be merged. The Council are still considering this recommendation. They have received comments from the Information Technology Syndicate, the Information Strategy Group, and the Financial Systems Management Committee. They note the remarks made by the Director of the Computing Service about the range of arrangements adopted by other Russell Group universities. Professors Shattock and Finkelstein did not analyse in detail in their reports the advantages and disadvantages of the proposed merger. The Council are therefore considering whether to conduct a review to that end in the context of the overall support and development of the University's Information Systems. In the meantime they intend to encourage closer collaboration between the UCS and MISD.
Several speakers also referred to the position of the Council and their senior officers. The Council remain of the view that the mistakes made in the CAPSA process were largely a result of the systemic failure of the University to adapt to change: change in external practices; and changes, particularly in the growth of research activity, within the University. The continuing under-resourcing of the administration is but one element of this failure. This view is entirely consistent with the thrust of both the Shattock and Finkelstein reports. It is the Council's judgement that this systemic failure gave rise to a situation in which significant mistakes by individuals and committees, while not inevitable, were highly likely to occur. They are clear that it is their responsibility to bring about rapid recovery from the difficulties caused by the implementation of CAPSA and to effect changes in governance and management to address the systemic failures spelled out in the reports. The Council have agreed not to institute disciplinary action against any member of the University or the University's staff. The Council express again their confidence in the principal officers in their commitment to taking matters forward.
The Council have been discussing a plan for the consideration of the recommendations in the reports from Professors Shattock and Finkelstein and for consequential action. A copy of the current plan is attached as an annex to this Notice and has been sent to the Chief Executive of the Higher Education Funding Council for England. This is a follow-up to the Vice-Chancellor's letter last term in which he sent the Chief Executive copies of the reports. Whilst the Council expect the Funding Council to have a keen interest in the University's plans to ensure that the Financial System becomes fully operational and for the implementation, as appropriate, of the Shattock and Finkelstein recommendations, the Council have no information which would support the view that either the Funding Council or the National Audit Office intends to institute their own enquiries.
The Council will receive regular reports, at each of their meetings, on progress with the actions set out in the plan. They will keep it under continuous review. None of the items can at this stage be regarded as being set in stone.
Professor Finkelstein in his report recommended that the University should seek redress from its external consultants. Some speakers referred to this and there has also been press speculation. The University continues to be in discussion with other parties but it would be inappropriate for the Council to make any public statement on this matter at this stage given commercial sensitivities. They are taking legal advice.
Issues of governance were at the heart of the recommendations of Professors Shattock and Finkelstein. The Council are publishing a Consultative Paper (p. 508) to carry forward these issues.
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Cambridge University Reporter, 6 February 2002
Copyright © 2001 The Chancellor, Masters and Scholars of the University of Cambridge.