Financial operating procedure

The business transformation financial operating procedure (BTFOP) exists to ensure operational adherence with the University's Standing Financial Instructions by providing guidance to University staff in the management of business transformation initiatives.

The purpose of this procedure is to ensure that all Business Transformation initiatives are governed, developed and delivered in a consistent and controlled manner following principles of programme and project management best practice.  This procedure also enables the prioritisation of initiatives by ensuring there is consistent information available to support decision-making.

To find out more, please download the Business Transformation Financial Operating Procedure (PDF, 1,541 KB). The BTFOP is augmented by more detailed programme and project management methods comprised of strategies, processes and templates. For more information please see Methods and templates.

Business transformation lifecycle

The business transformation lifecycle is the process used to control and support the delivery of all initiatives within the business transformation portfolio (BTP) and validate their continued business justification at key points via a series of stage gates.  The business transformation lifecycle consists of five consecutive stages, the second stage having two phases.

A high-level overview of the stages and the stage gates within the process, including what needs to be submitted to the business transformation board (BTB), is provided within the business transformation lifecycle (BTL) overview section below.

For more detailed information on the activities within each stage and stage gate, please download the BTFOP.

BTL overview

Propose stage purpose

An initial statement of an improvement idea is pulled together as a business transformation proposal, focused in and around a business problem (issue or opportunity) which is perceived to exist.

Stage gate 1

BTB assess the idea outlined in the submitted proposal and decide if it warrants further investment in the appraise stage, subject to BTB prioritisation and availability of resource.

Gate 1 submission requirements:

Appraise stage purpose

The appraise stage has two distinct phases. In the first phase, the proposal is used to guide further work, with senior stakeholders collaborating to analyse the idea from various perspectives and to agree an initial vision for how the University will be improved, alongside estimated costs, benefits and risks within the initiative mandate and initial plan.

The BTB may envoke an optional gate 1A following this first phase if the initial vision stated within the mandate has moved significantly from the outcomes outlined in the business transformation proposal. For further information please see the Business Transformation Financial Operating Procedure.

In the second phase the mandate is used to guide activities with key stakeholders and subject matter experts (business and technical) as they collaborate to articulate the high level solution requirements alongside expected costs, benefits and risks within the outline business case.

Stage gate 2

BTB assess the outline business case recommended option in terms of business, technical and financial feasibility and decide whether to approve further investment in the define stage, subject to BTB prioritisation and availability of resource.

Gate 2 submission requirements:

  • outline business case
  • outline plan (including full Define stage plan).

Define stage purpose

A wider group of stakeholders and subject matter experts (business and technical) collaborate to articulate the detailed solution requirements alongside confirmed costs, benefits and risks within the full business case.

Stage gate 3

BTB assess the full business case recommended option in terms of business, technical and financial fit and decide whether to approve further investment in the deliver stage, subject to BTB prioritisation and availability of resource.

Gate 3 submission requirements:

  • full business case
  • plan

Deliver stage purpose

The plan to further design, build, test and transition the initiative's new/enhanced/reduced capabilities or services is now executed.

Stage gate 4

BTB assess the delivery stage activities and decide whether the initiative can close and proceed to the benefits stage.

Gate 4 submission requirements:

  • end report, including lessons learned
  • plan for ongoing benefits realisation.

Benefits stage purpose

The plan to embed change, achieve desired outcomes and realise expected benefits is now executed. These activities will ensure legacy working practices are removed and the new operating model is fully established.