LUBS5826: Operations and Information Management Report, Leeds Uni

This report provides a detailed analysis of operations and information management practices at the University of Leeds. It begins with an introduction highlighting the importance of effective operations and information systems in academic institutions, emphasizing the challenges of data storage and retrieval. The main body of the report is structured around four key themes: the nature of operations, the nature of information management, operations philosophy, and information management challenges. The report explores the university's operational structure, purpose, and location, including the role of Minerva as a key technological platform. It examines the application of transformation systems and discusses environmental challenges such as Brexit's impact and the increasing reliance on technology. The report also covers aspects of operations like volume, variety, variation, and visibility, as well as the university's customer interface and the relationships between operations and other functions. In the section on information management, the strategic use of information is discussed, along with the elements of the information life cycle. The report references relevant theories and provides insights that could be beneficial for prospective students and faculty members. Finally, the report reflects on the learning experience and concludes with a list of references.

Running head: OPERATIONS AND INFORMATION MANAGEMENT
Operations and Information Management at the University of Leeds
Name of the student:
Name of the university:
Author note:

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Executive summary
Technology is essentially becoming an integral part of academic institutions. Both teachers and
students desire for something that could make their job easier. One of the challenges faced by
them is storing and accessing relevant data when required. It is timesaving as well. This study
also serves a similar purpose. The study is divided into four distinct themes to discuss the
operations management and information systems at the University of Leeds. In doing so, the
study discusses Minerva, which is a support tool available to students.

2OPERATIONS AND INFORMATION MANAGEMENT
Table of Contents
(A) Introduction...............................................................................................................................3
(B) Main Body.................................................................................................................................3
Main themes:...............................................................................................................................4
1. The Nature of Operations..................................................................................................4
2. The Nature of Information Management..........................................................................8
3. Operations Philosophy....................................................................................................13
4. Information Management Challenges.............................................................................15
(C) Reflection on learning.............................................................................................................18
References......................................................................................................................................19

3OPERATIONS AND INFORMATION MANAGEMENT
(A) Introduction
In today's' world, operations management and information systems are critical to the
success of every organisation. Likewise, these are important for universities as well. With
effective operations management and appropriate utilisation of information systems, the
universities give them opportunities to smoothen the institutional process both for their faculties
and for the students. This study is on a similar track. It describes the operations management and
information systems practiced at the University of Leeds.
I being one of the students at the University of Leeds can best describe the quality of
operations and information systems offered to us. Finding and searching appropriate data is a
time-consuming process for the universities those that entirely depend on a library system to
stock a huge database of books and journals articles (McPherson 2015). This is where the
problem arises. The searched items may not appear in the list of books and journals articles
stored in an online library system. Hence, there should be some alternate ways of treating the
problem (Henderson, Selwyn and Aston 2017). This study investigates whether the University of
Leeds faces a similar challenge as well.
(B) Main Body
This is the main section of this study. This contains a few different themes dedicated to
the operations management and information systems respectively. The operations management
and information systems at the University of Leeds will be assessed under these themes. Besides,
each one of the themes will be supported with appropriate theories to make it more

4OPERATIONS AND INFORMATION MANAGEMENT
understandable to the readers. The discussion to be held could be beneficial for those who
aspire to join the University of Leeds at both the Research and Faculty levels.
Main themes:
1. The Nature of Operations
Purpose, structure, size and location:
The purpose of this university is to offer career opportunities in teaching as well as in
researching. Moreover, the purpose is to serve the community influenced by the University
through quality education service (Leeds.ac.uk 2019).
The structure consists of a management team, group of quality teachers, human resource
team, IT personnel and the team handling financial operations (Leeds.ac.uk 2019).
In terms of size, the University is one of the largest in the United Kingdom in teaching
and research practices (Leeds.ac.uk 2019).
The University of Leeds is located in Leeds, West Yorkshire in England (Leeds.ac.uk
2019).
Elements constituting the Operations function:
The various functions in the University are operative in two distinct modes such as
verbal communication and Minerva. Verbal communication is a common communication
mode used during a lecture session and for conversation between tutors. Tutors also use verbal
communication to communicate and conduct a lecture session with the students. Additionally,
the University of Leeds is also good at utilising information systems. Minerva is a technological
platform used as the information systems in the University. Both research students and tutors are

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authorised to access Minerva. Moreover, they also can adjust the components of Minerva if
required (Leeds.ac.uk 2019).
Application of the transformation systems viewpoint:
Transformation is an essential part of any business (Slack and Brandon-Jones 2018).
Transformation depending on the business and the organisational culture can take various
shapes. Hence, transformation can be both minor and the major as well. The transformation in
the University of Leeds is minor; however, is a significant shift to a tech-oriented operation. It is
due to Minerva, which is an online portal for both tutors and researchers. Notably, verbal
communication is still a major part of the communication practices in the University.
Environmental challenges:
The current political state in the United Kingdom largely due to Brexit can influence the
fees to structure for international students (Fowler et al. 2018). Hence, there may be a drop in the
numbers of international students at the University of Leeds in the future.
In case there is a drop in foreign students’ participation in the University of Leeds, the fee
structure will be influenced as well. The economic efficiency of the University will be affected in
case there is a hike in the fee structure for international students (Li 2018).
Increased usage of smartphones and the internet will put pressure on the University in
regards to spending more on innovative technologies (Jesse 2015).
A decreased economic efficiency discussed as above will also affect the technological
developments in the University. Hence, the teaching and research quality will also be affected.

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The environmental impacts of the University such as in the form of leftover food, energy
usage, etc. will be the things to look for (Rauter, Jonker and Baumgartner 2017). There will be
increased industry-based competition for adopting the sustainable business practice.
The legal policy does always have an impact on the business of the University of Leeds.
For example, a government policy to reduce the number of foreign students will affect the
business for the University (Eniola and Entebang 2015).
Aspects of Operations (volume, variety, variation and visibility):
The University of Leeds operates at a massive level. The University has more than 38,000
full-time students. This includes 9,000 international students from 170 countries. The University
has staffs from various parts of the world. The number of staffs is close to 8,700 (Leeds.ac.uk
2019). Notably, it adds a huge £1.3 billion to the UK economy every year (Leeds.ac.uk 2019).
There are varieties of courses offered to research students. Moreover, it also creates
wider job options for tutors.
The University of Leeds adds variation to its courses and teaching style by applying
relevant technology to these systems. The fact is evidenced in a fact the University is among the
highly preferred UK universities for both local and international students (Leeds.ac.uk 2019).
The University of Leeds increases its operations visibility to tutors, students and those
aspiring to be a part of the University through effective adoption of relevant technologies
(Leeds.ac.uk 2019). Minerva is one of the examples where the tutors can create online
components for the modules. Moreover, research students can access to these components
(Leeds.ac.uk 2019).

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The processes and layout:
The process types will be different for a manufacturing company and a service company.
The University of Leeds is a service company. Now, a service firm is divided into three distinct
process types. These are Professional Services, Service Shops and Mass Services. The process
type followed at the University of Leeds is “Mass Services”. It is because the services offered at
the University serve means for a close to 9,000 staffs and 38,000 students (Leeds.ac.uk 2019).
Work organisation:
The University of Leeds is a place where thousands of tutors are teaching students in
various subject fields. Moreover, it is house to even bigger numbers of research students
pursuing research studies in different subject areas.
Planning systems:
Planning systems decide the list of activities to take place in the operations. Moreover, it
also decides when and how to conduct these activities. The higher authority of the University of
Leeds takes care of the planning process. When they express their desire for something, it is
implemented into the system. This happens with the collaborations between the HR team, IT
professionals, the management personnel and the other University members (Dzurec and
Kennison 2017).
The customer interface:
The customers of the University of Leeds are its tutors and students. There is a
technological interface in the form of Minerva, which both tutors and students can access for a

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different purpose. Besides, every student has its student portal where he or she can access the
entire thing related to his or her studies and academics (Leeds.ac.uk 2019).
The relationships of Operations to other functions:
There is a clear relationship between Operations and other functions at the University of
Leeds. For example, Minerva is operative to help tutors adjust the online components for the
modules. On the other hand, the students will get to know the components to be followed under
each module (Leeds.ac.uk 2019).
On a similar note, the HR team in the University is there to ensure more and more
students thronging to the University. Moreover, they also guide on policy-related queries (Noe et
al. 2017).
The IT team is there to make the process easier for tutors as well as for the students.
The management team is there to devise new strategies related to the socio-economic
development of the University of Leeds.
The overall contribution of Operations to the company:
The Operations team is behind the success of the University of Leeds. They are
responsible for making the modules engaging for both tutors and students. They are behind the
process to reach out to the University. They are letting the global students and tutors know about
the University in an effective manner. This is the reason why the numbers of students and tutors
are increasing for the University with passing times. The Operations team has its involvement in
the development of Minerva, which is making the course modules accessible in real-time. There
will be rooms for the development to compete better with other universities. For that, the

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Operations team at the University of Leeds will need to introduce more innovation to the
teaching and research system (Edison et al. 2018).
2. The Nature of Information Management
The strategic use of information:
The strategic use of information can be realised over various Operations functions. For
example, the strategic use of the information will be devising a strategy to improve marketing
practices. On a similar note, the strategic use of information could be in the form of developing
new products and services to offer a better experience to service users (McGee et al. 2015). The
University of Leeds does a good utilisation of the information. It is evidenced in their practices
to create a database of knowledge. Minerva, for example, is a stock of information and
knowledge, which is accessible to tutors as well as students. Tutors access Minerva to modify the
components of the modules. On the other hand, research students access this to know about the
components to be followed to complete each module successfully (Leeds.ac.uk 2019).
The elements of the Information Life Cycle:
The information life cycle has various elements such as those shown in the figure
provided below:

10OPERATIONS AND INFORMATION MANAGEMENT
Figure 1: Information Life Cycle
(Source: Researchgate.net 2005)
The diagram clearly shows the life cycle that a piece of information follows. As per the
diagram is shown above, a piece of information is first created. It is followed by acquisition with
relevant people at work and by using appropriate technology such as Minerva in case of the
University of Leeds. The organization helps to organize information such as designing
distinguished components for separate modules. Storage is required to store all this information.
The University of Leeds can store all this information in Minerva. Retrieval of information then
follows. Minerva will help to retrieve the information in real-time as it is like an online database.
At the time of retrieval, there will be few people allowed access or will be denied. On a similar
note, Minerva is accessible to teachers and the research students at the University of Leeds. It
means nobody else from outside can access the site unless being authorised to do so. Once the

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information is ready for the use, the teachers will disseminate the information for the research
students. They will use relevant data in preparing a quality research paper and in enriching their
knowledge of the course module. Once, the information is stored in Minerva it will become
accessible to the students. Moreover, there will be a sharing of information between the
students. Hence, the knowledge base will also grow leading to increased productivity of students.
Application is the last stage where the retrieved information is applied to the system. In the
University of Leeds, the students will use the retrieved information as an additional resource to
secondary data.
Key enablers for information management:
Information management (IM) generally has many enablers. On a similar note, the
information management at the University of Leeds has three key enablers. These are
information, technology and people (Kausar, Garg and Luthra 2017).
Information is essential for prospering academic studies. Without adequate information,
there will be a lack of quality secondary data for research students. This will be a less friendly
experience for them. Hence, their overall productivity will also be affected. This has what
compelled the University of Leeds to work on its information management systems. Indeed,
improved ‘information management systems’ is essential for increased efficiency in teaching and
research activities (Cassidy 2016). The management personnel at the University of Leeds seem
to have a good understanding of the fact. This is why Minerva came to existence, which is
accessible for teachers as well as research students. In the form of Minerva, the University of
Leeds facilitated the creation of a database, which is highly reliable and productive as well.

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Technology also encourages for information management productively and reliably. New
technologies emerge quite often these days. It excites those who are creative and have desires to
improve knowledge management in their organisations. Perhaps, this has what encouraged the
management team at the University of Leeds to look for a better way of managing information.
Hence, Minerva came into existence. Minerva is a tool that offers huge customisation of
components to be included in different modules. It makes things easier for tutors as their
message will be conveyed to the students without any communication failure. Moreover, the
students will be able to know about the components in real-time (Leeds.ac.uk 2019).
People make up the organisational culture and therefore, affect the management decision.
People, when they are creative they produce innovative ideas. On the other hand, when they
become resistive to any change and lack the creative thinking they lose their productiveness.
Moreover, they cause their organisations to suffer as well (Lyskova 2018). The University of
Leeds had people who perhaps expressed their concerns on data management. In particular, the
research students had to face problems in reaching appropriate and quality secondary data. All
these became reasons for an innovative move in the form of Minerva. Minerva has potentials to
offer solutions on these issues. It is because this online portal is customizable in real-time. Now,
quality and desired data can be accessed in real-time (Leeds.ac.uk 2019).
The overall contribution of Information Management to the company:
It is expected that the information management (IM) in the form of Minerva will prove to
be helpful for the University of Leeds as well as for its members. The communication gap
between the tutors and research students will diminish. The students will have adequate guidance
on the modules. They will be updated on the components of the modules. Effective
communication in this way will perhaps improve the overall performance of the University.

13OPERATIONS AND INFORMATION MANAGEMENT
3. Operations Philosophy
Operations management is the management of all the business operations of an
organisation (Bromiley and Rau 2016). The latter is the assimilations of all the functions of the
management including planning, organising, and leadership and monitoring. The latter should
encompass the effective use of resources that will justify the viability of the organisation in the
end. The role of the operations management division of an organisation is to effectively manage
all the resources so that the organisation can sustain the production of the products or that of the
services that are offered by the organisation. In the current case, the management of the
operations of Leeds University in terms of the information management systems provided to the
students is the main aspect that is being focused on.
While catering to the needs of the end-users that is the student of the university and the
students, the operational philosophy that is followed determines the effectiveness of the
organisation n catering to the basic needs that are associated with the operations. Operations
philosophy refers to the set of guidelines and practices that are followed while the organisation is
operating (Gharakhani et al. 2013). The philosophy of an organisation is the assimilation of the
vision, mission and the value proposition of the organisation. The main purpose of the
development of the philosophy of an organisation is to sustain an innovative nature of practices
in the organisation. The main purpose of the philosophy of an organisation is due to the attitudes
towards the development of the philosophies into aspects such as the employees of the
organisation, the processes and task that are associated with the operations of the organisation
and various other components who directly or indirectly with the viability of the organisations.
Thus, the nature of the philosophy of the organisation determines the effectiveness of the culture
of the organisation. The aim of all organisations regardless of the nature of operations of the

14OPERATIONS AND INFORMATION MANAGEMENT
same is to create ineffective culture. The culture of an organisation is the base of which the
operations of the organisation are centered. This determines the involvement of the
aforementioned parties, which effectively determines the success rate of the policy of the
organisation. The information management system that is provided in Leeds University helps in
effectively catering to the needs of the students associated with the organisation. The information
management system that is present in the organisation is known as Minerva. Minerva is an
InfoTech company that is reputed in the industry because of the InfoTech services that they
provide (Minervainfotech.in 2019). The InfoTech service that is offered by the company is
effective in terms of operations of an information management system that is present in the
organisation. Leeds University uses the services of Minerva in the form of a student's portal that
the latter has been able to develop. The student module is an online library and education tracker.
With the help of the same, the students can effectively monitor the efficiency of the educational
system that is being provided in the organisation. The organisation, that is the university values
the effectiveness in the education provided to the students and the flexibility that is provided to
the students. The process that is followed by the organisation in terms of gaining effectiveness in
operations is through the flexibility that is offered to the students. At the organisation, it is
believed that flexibility is the key to the development of favourable relations with the student
community. Furthermore, the importance of the availability of the same has been recognised
with the improvement of the use of digital sources of pertaining education to the end-users
(Banner 2018). Leeds University has been recognised as one of the top universities in the United
Kingdom for decades due to the quality of education that I received. With the modernisation of
the process of education, the importance of adaptation of information is what has helped in

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sustaining the University's position as one of the best universities in the United Kingdom until
date.
The philosophy of the organisation is one of the most effective aspects that is instated
into the operations of the organisation's value proposition (Bateman, Hines and Davidson 2014).
Through the help of the information system that is present in the organisation, the organisation is
able to provide the students with the option got to monitor their progress. The students are able to
monitor the courses that they have enrolled in, the lessons that have been discussed in class, the
materials that are needed to be studied to perform effectively. The students even have access to
the presentation slides that have been used by the tutor to explain topics in class. Hence, in cases,
the students do not need to take notes. Furthermore, they need not carry heavy books from the
university library, as most of the materials that are needed for the students in terms of their
education are available through the portal that is present in the module. The module gives the
students options to track the progress that have been subject to while pursuing. Thus, the
philosophy of the organisation has been realised because of the effective information system that
they have been able to adopt. The latter is what helps institutions in the end in terms of the
competitive advantage that they gain along with the development of the organisation's goodwill.
4. Information Management Challenges
Challenges:
Information management refers to the effective management of information with the help
of the development of the effective collection, conservation, management, preservation, delivery
and storage of information of data (Järveläinen 2013). The latter encompasses the guidelines that

16OPERATIONS AND INFORMATION MANAGEMENT
ensure that effective information is available whenever it is needed. There is a high degree of
affiliation, which Leeds University has with information management. Minerva allows the
integration of physical assets in the form of books available in the library into digital forms of
the same. Minerva should perhaps provide a solution against the issue faced by research students
while searching the desired data for during the project works. Apart from these, there are other
issues related to information management. These are (Costa, Soares and de Sousa 2016):
 Due to the lack of tools high volume research information face storage issue
 Lack of integration between teachers and students in terms of approaching the
information
 Lack of institutional policies for research data management
Information governance:
There is a risk of facing a violation of laws in case there is no governance of the
information. The information in particular to Leeds University will have many things like
People's Profiles, Employees Details, Course Information and much more. There are risks like
confidentiality breaches, loss of employees trust and so forth (Haynes 2016). Thankfully, the
Leeds University is blessed to have robust information management systems in the form of
Minerva. Minerva will help in effective governance of information that also includes course-
related details.
Implementation of information systems:
Implementation of information systems creates problems for the project team. Getting
approval on the project is the first challenge. In the later part, the problem is faced while
designing the system. The designers need to take into account everything to be included in the

17OPERATIONS AND INFORMATION MANAGEMENT
system or else the system will be less productive than anticipated. Finally, the project manager
will need to resolve the issues faced with the system and make amendments to the existing
system if required. This will continue until the entire life cycle of the information management
systems (Researchgate.net 2005).
IM and business model development:
According to the Sand Cone Model, flexibility is the key while competing for Price-
Leadership. The model further affirms the importance of dependability and quality while heading
for flexibility (Ferdows and De Meyer 1990). Minerva is a one-step towards flexibility for the
University of Leeds. The University had students facing issues during their research work. They
were being troubled for limited resources for secondary data. Minerva provides them the much-
needed platform where they can access quality data and widen up their research resources. The
qualified teachers in the University now can update and redesign the components of the modules.
The customization in this way is helpful for the students as they can access quality materials and
know about the course modules all by just going online (Skurka 2017).
Minerva has helped to change the way teachers used to communicate with research
students. By just briefing on the modules to cover, research students will be able to access the
components. They can give sufficient time to searching for modules and components. Hence, the
level of understanding will improve and so, their productivity as well. Besides, Minerva offers
core University services (Leeds.ac.uk 2019). This means library resources can be accessed.
Along with it, students can also track their profile and their enrolment details. Under the
Discover tab in Minerva, students can discover things like everything from fee structure to

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attendance status, and the academic support and so know about health, safety and wellbeing
(Leeds.ac.uk 2019).
(C) Reflection on learning
To conclude, it can be said that Minerva should be an effective tool for teachers and
research students at the University of Leeds. The study was immensely learning for me. Firstly, it
helped me to broaden my knowledge of my University and the Minerva Support. The more I talk
about these things the more I feel connected with the University of Leeds. It is good for me for
being motivated throughout the course. This will have an impact on my performance. Indeed, my
research should be helpful for those who want to be a part of Leeds University. The study has
shown me ways how a management report is constructed with a minimum of stress and troubles.

19OPERATIONS AND INFORMATION MANAGEMENT
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