Study of Records Lifecycle Function Activity Model (FAM) section C - Commercial Enterprise - within Site Content

Function activity model - Commercial Enterprise

Study of Records Lifecycle

Contents

  • Related Companies Management 
  • Commercial Services Management 
  • Retail Trading Management 

Related companies management

The function of establishing related companies which are wholly or partly-owned by the institution.

Note: Activities 5.1–5.5 set out the framework for the overall management of all related companies. Activities 5.6–5.10 set out a framework for the management of any individual related company.

Related companies are those over which an institution has control or exercises a substantial degree of influence. They include: companies formed to provide commercial services; companies formed to exploit the commercial potential of research and intellectual property assets; companies formed to conduct joint ventures.

Once established, related companies are independent legal entities. The management of the records generated by individual related companies is therefore outside the scope of this Study.

Related companies strategy development       

RRS5.1 

The activities involved in developing and establishing the institution’s strategy for the formation and management of related companies. 

Related companies management planning       

RRS5.2 

The activities involved in developing plans to implement the institution’s related companies strategy.

Related Companies Management Performance Management       

RRS5.3 

The activities involved in managing the institution’s performance against the plans for implementing its related companies strategy.

Activities include: developing performance indicators and measurement mechanisms; measuring, monitoring and analysing performance; conducting formal reviews of performance and responding to the results, including preparing and implementing action plans to address under-performance or other issues raised. 

Related Companies Management Policy Development       

RRS5.4 

The activities involved in developing and establishing the institution’s policies on the formation and management of related companies.

Related Companies Management Procedures Development       

RRS5.5 

The activities involved in developing the institution’s procedures for the formation and management of related companies.

Related Company Proposal Development       

RRS5.6 

The activities involved in developing and evaluating a proposal to form a related company.

Activities include: drawing up a preliminary business plan for the proposed company; analysing alternative ways of meeting the institution’s objectives. 

Related Company Formation       

RRS5.7 

The activities involved in forming a related company by incorporating a new company or by acquiring an existing company.

Activities include: determining the constitution of the company; determining the control framework of the company and formalising the relationship between the institution and the company through a Memorandum of Understanding; appointing a Nominated Officer to act as the link between the institution and the company; where appropriate, drawing up a Shareholders Agreement; validating and approving the company’s business plan; ensuring the establishment of an appropriate governance structure and rules for the company; ensuring the establishment of appropriate management structures and operating procedures for the company; ratifying the appointment of directors of the company. 

Related Company Management       

RRS5.8 

The activities involved in ensuring that a related company is conducting business in line with the established agreements and company law.

Related Company Review       

RRS5.9 

The activities involved in reviewing the performance of a related company.

Activities include: conducting regular reviews of performance against plans, including budgets; ensuring that internal and external audits are carried out and the results reported to the institution; ensuring that proper financial records are being kept by the company, and that proper accounts are prepared; ensuring that the company has proper procedures in place to comply with legislation and regulations relevant to its activities and operations. 

Related Company Disposal       

RRS5.10 

The activities involved in disposing of the institution’s investment in a related company by winding up or selling the company (or its interest in it).

Commercial Services Management

The function of managing services provided by the institution to students, staff, the local community, the general public or businesses on a commercial basis to generate income.

Note: Activities 6.1–6.5 set out the framework for the overall management of all commercial services within the institution. Activities 6.6–6.14 set out a framework for the management of any individual commercial service.

Commercial services include: childcare services; conference and banqueting services; library and information services; technical services (e.g. laboratory testing); consultancy services; training services.

Commercial Services Strategy Development       

RRS6.1 

The activities involved in developing and establishing the institution’s strategy for the provision, management and development of commercial services.

Commercial Services Management Planning       

RRS6.2 

The activities involved in developing plans to implement the institution’s commercial services strategy. 

Commercial Services Management Performance Management       

RRS6.3 

The activities involved in managing the institution’s performance against the plans for implementing its commercial services strategy.

Activities include: developing performance indicators and measurement mechanisms; measuring, monitoring and analysing performance; conducting formal reviews of performance and responding to the results, including preparing and implementing action plans to address under-performance or other issues raised. 

Commercial Services Management Policy Development       

RRS6.4 

The activities involved in developing and establishing the institution’s policies on the overall management and development of commercial services.

Commercial Services Management Procedures Development       

RRS6.5 

The activities involved in developing the institution’s procedures for the overall management and development of commercial services.

Commercial Service Proposal Development       

RRS6.6 

The activities involved in developing and evaluating a proposal to set up a commercial service.

Activities include: drawing up a preliminary business plan for the proposed service. 

Commercial Service Planning       

RRS6.7 

The activities involved in planning the operation, management and development of a commercial service. 

Commercial Service Performance Management       

RRS6.8 

The activities involved in managing the performance of a commercial service.

Activities include: developing performance indicators and measurement mechanisms; measuring, monitoring and analysing performance; conducting formal reviews of performance and responding to the results, including preparing and implementing action plans to address under-performance or other issues raised. 

Commercial Service Policy Development       

RRS6.9 

The activities involved in developing and establishing policies for the operation, management and development of a commercial service.

Commercial Service Procedures Development       

RRS6.10 

The activities involved in developing procedures for the operation, management and development of a commercial service.

Commercial Service Quality Management       

RRS6.11 

The activities involved in ensuring that the quality of a commercial service is appropriate and consistently delivered.

Activities include: setting service standards and monitoring performance against these standards through internal measurement and customer feedback.

Commercial Service Promotion       

RRS6.12 

The activities involved in promoting a commercial service.

Activities include: designing promotional materials; liaising with specialist staff on the production of promotional materials; distributing promotional materials.

Commercial Service Delivery       

RRS6.13 

The activities involved in delivering a commercial service.

The activities will vary according to the service being provided, but are likely to include: preparing service proposals for prospective customers; negotiating service agreements/contracts with customers.

Commercial Service Customer Relations Management       

RRS6.14 

The activities involved in managing the institution’s relationships with the customers of a commercial service.

Activities include: handling customer complaints; conducting customer surveys.

Retail trading management

The function of managing retail outlets operated and managed directly by the institution.

Note: Activities 7.1–7.5 set out the framework for the overall management of all retail outlets. Activities 7.6–7.13 set out a framework for the management of any individual retail outlet.

Retail outlets include: large-scale retail outlets (e.g. bookshops) available to staff, students and the general public; small-scale retail outlets (e.g. selling computer disks in ICT centres) available only to staff and students; mail-order retailing (e.g. commemorative items).

For managing land, buildings and facilities associated with retail trading, use the appropriate section of  27 Estate Management.

For managing finance associated with retail trading, use the appropriate section of  28 Finance Management.

Note: Retail trading operations conducted by third parties in HEI premises are outside the scope of this Study. 

Retail Trading Strategy Development       

RRS7.1 

The activities involved in developing and establishing the institution’s strategy for the set-up, operation and management of retail outlets.

Retail Trading Management Planning       

RRS7.2 

The activities involved in developing plans to implement the institution’s retail trading strategy.

Retail Trading Management Performance Management       

RRS7.3 

The activities involved in managing the institution’s performance against the plans for implementing its retail trading strategy.

Activities include: developing performance indicators and measurement mechanisms; measuring, monitoring and analysing performance; conducting formal reviews of performance and responding to the results, including preparing and implementing action plans to address under-performance or other issues raised. 

Retail Trading Management Policy Development       

RRS7.4 

The activities involved in developing and establishing the institution’s policies on the overall management and development of retail outlets.

Retail Trading Management Procedures Development       

RRS7.5 

The activities involved in developing the institution’s procedures for the overall management and development of retail outlets. 

Retail Outlet Proposal Development       

RRS7.6 

The activities involved in developing and evaluating a proposal to set up a retail outlet, and evaluating the proposal to determine its feasibility.

Activities include: drawing up a preliminary business plan for the proposed retail outlet.

Retail Outlet Planning       

RRS7.7 

The activities involved in planning the operation, management and development of a retail outlet.

Retail Outlet Performance Management       

RRS7.8 

The activities involved in managing the performance of a retail outlet.

Activities include: developing performance indicators and measurement mechanisms; measuring, monitoring and analysing performance; conducting formal reviews of performance and responding to the results, including preparing and implementing action plans to address under-performance or other issues raised.

Retail Outlet Policy Development       

RRS7.9 

The activities involved in developing and establishing policies for the operation, management and development of a retail outlet.

Retail Outlet Procedures Development       

RRS7.10 

The activities involved in developing procedures for the operation, management and development of a retail outlet.

Retail Outlet Promotion       

RRS7.11 

The activities involved in promoting a retail outlet.

Activities include: designing promotional materials; liaising with specialist staff on the production of promotional materials; distributing promotional materials. 

Retail Outlet Operation       

RRS7.12 

The activities involved in operating a retail outlet. 

Retail Outlet Customer Services Management       

RRS7.13 

The activities involved in managing the institution’s relationships with the customers of a retail outlet.

Activities include: handling customer complaints; conducting customer surveys.