Current Business Processes

This section provides details of the current processes – a process is defined as a serious of actions, operations, or functions that produces the required outputs. Current processes should be mapped, even where process is manual

Business Process Description

 Currently all documentation in E&B is held on a university drive under a folder named EST. The subfolders EB15 and EBLDGS exist under the umbrella of EST

 EB15 hold the documents related to committees.

 EST holds the documents related to the day to day running of the Estates department

 EBLDGS holds the documentation for each university building but has no proper structure especially for project documentation. All E&B can access this drive and all folders but external users outside the university (such as architects, quantity surveyors, Contractors, Subcontractors, Design team) cannot access this drive so documents are sent round by email. This makes emails very large due to the nature of the documentation (e.g. architectural drawings). E&B then have to download the emails and attachments and update the documents in the K drive every time they are changed making the update of documents a lengthy and unwieldy process. Space Management section of E&B store their Archibus drawings on a separate drive and upload them to the EBLDGS - there is therefore no requirement for the original version of a document to be retained as they are maintained on the separate drive.

 It is also difficult to find Estates documents in their current drive as there is no definitive structure (it has been known for documents to go astray), or standardised naming conventions. Documents can be overwritten or deleted erroneously.

 The Space Management team manage the Operations Manuals and Health and Safety manuals. They scan a copy to the K drive and give out the hard copies to maintenance for use within each building.

Invoices

The invoices for Estates as a whole are scanned by the Estates Finance team where they are held in Serengeti and viewed through a hyperlink on their EBIS system which links to the e-intranet. EBIS is used to view the scanned invoices/credit notes.