DTG Back Office

Operational tasks and distribution — the things we do that aren't directly landing or delivering client work

People 17

Groups 16

Tasks 68

Assignments 212

Level 1	Level 2	Level 3	Level 4	Client Transactions					Supplier/Partner Transactions				Contracts				Finance								Internal Transactions			LTO: Sustainability				LTO: Quality		LTO: Quality	LTO: EHS					LTO: InfoSec/Cyber			IT		HR							Admin				Facility						Housekeeping						Social
Level 1	Level 2	Level 3	Level 4	SoW's	PO's	Invoices	Concord Mgt	Client Systems (Coupa etc)	SoW's	PO's	Invoices	Vetting/ Onboarding	NDA's	Partnership Agreements	Commercial Frameworks	MSA's	Supplier Payments	Reconcilliation	Forecasting	Tracking/ Reporting	Tax / HMRC	Xero	Bank Account Management	Equals/ Credit Cards	Collate Expenses	Approve Expenses	Pay Expenses	ISO140001	Ecovadis	SBti	Policies/ Procedures/ Reports	ISO 9001	Policies/ Procedures	eQMS	EHS Assessments	Policies/ Practices	First Aid	PAT Testing	Fire	ISO27001	CyberSmart	Cyber Essentials	Internal - AV/Network	External - SOD-IT	Training	Contracts	Benefits Mgt	Remuneration	HR Policy	Hiring/ Onboarding	Citation Ownership	Diary Mgt	Travel Bookings	Conference planning	Mail	Cleaner	Layout/ furniture	Landlord	Utilities	Maintenance Issues	Access Mgt (keys etc)	Lunches	Visitor hosting	Drinks, Tea, Coffee	Stationary	Kitchen Supplies/ Upkeep	Recycling/ Tip runs	Nights out	Events	Birthdays	Comms/ Whats app
Dave T+ role														✓	✓																															✓		✓	✓
	Chloe+ role																							✓	✓				✓		✓	✓	✓		✓	✓	✓	✓		✓			✓	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓		✓	✓	✓	✓	✓	✓		✓		✓			✓	✓		✓
	Kirstie+ role																							✓																			✓				✓						✓	✓			✓	✓			✓		✓		✓			✓	✓		✓
	Steven+ role			✓	✓	✓		✓	✓	✓	✓	✓	✓	✓	✓	✓			✓			✓							✓	✓	✓												✓			✓	✓	✓									✓								✓
		Scott+ role		✓	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓		✓					✓	✓	✓	✓	✓	✓	✓	✓	✓	✓			✓	✓	✓		✓			✓	✓				✓		✓		✓	✓
			Louise+ role	✓	✓	✓	✓	✓	✓	✓	✓	✓					✓	✓	✓	✓		✓		✓	✓
			Emira+ role	✓	✓	✓	✓	✓	✓	✓	✓	✓					✓					✓			✓
			Tony+ role										✓	✓	✓	✓																																									✓
			Adam+ role				✓
		Dave S+ role		✓		✓			✓		✓
		Phil Wr+ role		✓		✓
		Meghan+ role		✓		✓			✓		✓																				✓	✓	✓	✓			✓			✓	✓	✓	✓	✓						✓			✓	✓							✓		✓		✓			✓	✓	✓	✓
		Meghan+ role	Grad Squad+ role																					✓							✓	✓	✓				✓			✓			✓																			✓		✓			✓	✓
	David A+ role																✓		✓	✓	✓						✓																					✓										✓
	David A+ role	Aileen+ role															✓	✓	✓	✓	✓	✓			✓
	Sandy+ role																												✓		✓	✓
	Alison+ role																															✓		✓																				✓

Observations

Multiple lower-level tasks where there are too many people involved.
Overall accountabilities for each group of tasks not clear.
Some tasks have no names against them.
Lowest-level tasks default to the grads.

Problem Statement

We know back office demand and expectations are growing — we should clarify ownership, roles, structure etc. rather than trying to muddle through, and before we potentially bring new people into the picture.

Principles

Clarify owners and doers for groups and tasks.
Automate, digitalise, simplify wherever possible — efficiency gains.
Close LTO gaps.
If we need to expand resources — be clear on why/what before sourcing.