introduction for survey respondents to the uniforum ... survey... · 7/3/2015 · 3 july 2015 the...

Only for use by UniForum members

Introduction for Survey Respondents

to the UniForum Activity Survey

3 July 2015

CONFIDENTIAL

Workshop document

This material is solely for the use of client personnel. No part of it may be

circulated, quoted or reproduced for distribution outside the client organisation

without prior written approval from Cubane Consulting Pty Ltd.

This material was prepared for discussion with the client. It is an incomplete

record without the verbal commentary.

Cubane Consulting

Practical solutions

Indicates a slide that will be

presented in the Survey

Respondent training

sessions.

CONDITIONS OF USE OF THIS MATERIAL

The UniForum materials including the UniForum Activity Description Framework

and Survey Tool are proprietary. As a member of UniForum, your institution is

permitted to use these tools and materials to support its participation in the forum’s

activities. These materials are not to be altered or used for any other purposes.

Under no circumstances may any part of this material be circulated, quoted or

reproduced for distribution outside your Institution.

For further information regarding this material or the activities of UniForum please

contact:

Dr Edward Curry-Hyde

Cubane Consulting Pty Ltd

[email protected]

3 July 2015 2

INTRODUCTION FOR SURVEY RESPONDENTS TO THE UNIFORUM ACTIVITY SURVEY

§ What is the UniForum program?

§ Who is involved in running this at your University?

§ What is required of you as a respondent in the UniForum Activity Survey?

§ What is the UniForum Activity Framework?

§ How should you allocate time to activities?

§ Where can you get further information

3 July 2015 3

The UniForum program allows management to make informed choices to improve the efficiency and effectiveness of services that support the university’s teaching and research program

OBJECTIVES OF THE UNIFORUM PROGRAM…

….are to help your university:

§ Understand how support services are staffed across the university

§ Understand to what extent services are staffed by generalists versus specialists

§ Identify opportunities to improve the way services are delivered across the

university

§ Prioritise where to invest effort in improving service delivery

3 July 2015 4

UNDERSTANDING THE SUPPORT SERVICE RESOURCING ACROSS A UNIVERSITY

• Typically the Central Services Division

staffing for a service is known…

• …however the staffing for that service in

other parts of the university is often

unknown

• The survey you have been asked to assist

with will identify the contributions of

professional staff in your area to the 140+

activities that support teaching and

research at your university

3 July 2015

The starting point of the UniForum program is to identify the full staffing capacity and costs that support the functions (and their component activities) across all parts of the university

Source: UniForum Database; Cubane analysis

Employing location for the HR Function

% of wFTE engaged to support the Function

U1

6

U1

7

U0

4

U1

2

U0

7

U1

4

U0

8

U1

5

U1

0

U0

5

U0

6

U0

2

U0

1

U1

3

U0

9

U1

1

Institute

Schools &Research

Faculty Centres

Other CentralDivisions

Central HRDivisionCentral HR

Resourcing of a function

outside of the central

service division is often

hard to determine

Resourcing of a

function by the central

service division is

typically well known

Office of Academic Div.

Units within Acad. Div.

Research Institutes

5

All the university’s professional, technical and general personnel are covered by the UniForum Activity Survey

UNIFORUM ACTIVITY SURVEY SCOPE

§ Includes all professional, technical and general personnel employed by the

University:

• All employment classifications (e.g. open-ended, fixed term, casual)

• All staff on extended leave types, i.e. maternity/paternity, parental leave

• All non-academic staff irrespective how what their funding source is

§ A small number of staff on academic contracts so as to make sure all

universities are covering an equivalent scope

§ All divisions of the university, i.e. all academic and service divisions

3 July 2015 6








3 July 2015 7

A number of people at your University are involved in running this exercise

STAFF SUPPORTING YOUR UNIVERSITY’S INVOLVEMENT IN THE UNIFORUM PROGRAM

§ Your University is represented in the Russell Group Benchmarking Consortium

by a member of your University’s Senior Leadership Team; they are the

Executive Sponsor in the program

§ The data collection exercise you are engaged in is being run by a small team

appointed by your Executive Sponsor, led by the university’s appointed “Survey

Administrator”; they will be able to provide support for you during this exercise

§ You will most likely have received a request to participate in this collection by

someone from within your area of the university, they have been designated by

your University as Primary Contacts

§ A Primary Contact’s role is to help the University identify Respondents like

yourself and…

§ …to assist the Survey Administration team with reviewing the results that come

back from the Respondents like yourself in their area

3 July 2015 8








3 July 2015 9

In the “survey” you will be asked to provide three pieces of information for the staff listed in your area before you can submit your survey

SURVEY TASKS

1. Provide a percentage time allocation to activities for every person listed in your

area

2. Provide the number of direct reports (if any) each person is responsible for

3. Provide the reporting level each person is on within the organisation unit they

are employed by

4. Submit your Survey!

3 July 2015 10

SUMMARY OF TIME ALLOCATIONS

3 July 2015

The Time Allocation Summary screen provides an overview of all staff in your area; the information presented can be sorted to assist you when coding records

Your university will decide which

information / fields to display here –

your screen may therefore look different

Each row is a

person in a role

If multiple people engage in the

same activities, they can be

selected and coded together

11

Your list has been generated using the university payroll information, and shows each person employed in the list of Organisation Units you are coding for

STAFF LISTED IN YOUR SURVEY AREA

§ Permanent staff who were on extended leave (maternity leave, sick leave etc.) –

allocations of their time will be applied only to the period they were at work

during the survey period

§ Temporary replacements for staff on extended leave periods will also be

included if they were on the payroll – their time should be allocated accordingly

§ Staff with concurrent or higher duties positions (these may appear as records in

your list in addition to the record for their substantive position)

§ Casual employees who only worked part-time

3 July 2015 12

CODING TIME ALLOCATIONS

3 July 2015

In the first step, for each staff member on your list, you will need to navigate through the functions to find appropriate activities to which to allocate that person’s available time

Enter the percentage

of time spent on each

activity

Total of all activities

must add up to 100%

20

….further 8 functions

13

REPORTING RELATIONSHIPS INFORMATION CAPTURE

3 July 2015

For the second and third steps you use the ‘Reporting Relationships’ section of the survey to record the information required for each record

The two questions requiring

a response are detailed on

the following pages

Two questions need a

response – these are

detailed on the next pages

As before, if multiple people

have the same responses to

these questions, they can be

selected and coded together

14

Providing accurate responses for the Direct Reports question requires a clear understanding of how many staff report into a specific role

DIRECT REPORTS: GUIDANCE ON CONSISTENT CODING FOR DIRECT REPORTS

3 July 2015

Accounts

CFO’s Office

Chief Financial

Officer

Deputy CFO &

Controller

Manager,

Fin. ProjectsAccounts

Manager

Credit and A/R

Officer

A/P Team

Leader

A/R Clerk

Budgeting

Fin’l Planning

Manager

Manager,

Budgeting

Planning

Analyst

Budgeting

Analyst

Dir, Planning &

Projects

Assoc.Dir,

Projects

Business

Analyst

Project OfficerA/P Clerk

A/P Clerk A/R Clerk

EA to CFO

Budgeting

Analyst

Example 1: Deputy

CFO & Controller has 3

Direct Reports

1 2 3

Example 2: Fin’l

Planning Manager

has 2 Direct

Reports

1 2

15

Chief Financial

Officer

Deputy CFO &

Controller

Manager,

Fin. Projects

Dir, Planning &

Projects

Assoc.Dir,

Projects

Business

Analyst

Project Officer

EA to CFO

The Project Officer is coded

as a “5” relative to the CFO

1

2

3

4

5

Responding to Question 2: Relative Management Level, requires an understanding of each record’s position relative to the most senior professional staff member in the Organisation Unit

CODE RESPONSES: IDENTIFYING RELATIVE MANAGEMENT LEVELS

3 July 2015

Accounts

Manager

Credit and

A/R Officer

A/P Team

Leader

A/R ClerkA/P ClerkA/P Clerk A/R Clerk

Organisation Unit: Accounts

1

2

3

The A/R Clerk is coded as

a “3” relative to the

Accounts Manager

Code the person relative to the

most senior professional staff

member in their Org Unit

Code for the Org

Unit name displayed

in UFAST

Accounts

Code for the Org

Unit name displayed

in UFAST

Organisation Unit: CFO’s Office

16

CODE RESPONSES: IDENTIFYING RELATIVE MANAGEMENT LEVELS (CONT.)

3 July 2015

Responding to the Relative Management Level question requires extra care where academics are in management positions and when coding PA/EA positions

Academic Staff

Prof/Gen’l Staff

Academic Unit: (e.g. a School or a Department)

Head of

School

School

Manager

UG Teaching

Administrator

Personal

Assistant

PG Teaching

Admin

1

2

2Principal

Investigator

Research

Assistant

Laboratory

Assistant

2

3

Laboratory

Manager

1. The PA/EA reporting to the

Head of School is coded as a ‘2’

2. The School Manager reporting

to the Academic Head of School

is the most senior professional

staff member and is coded as a ‘1’

There are three special cases

which apply within Academic Units

3. Professional Staff managed by

Academics/Principal Investigators in the

academic unit are coded ‘2’ for the most

senior professional staff member

17








3 July 2015 18

ACTIVITY DESCRIPTION FRAMEWORK: FUNCTION AND ACTIVITY SUMMARY

3 July 2015

The Activity Description Framework consists of 142 activities that roll up to 12 Functions; a high-level review of each Function is provided in this section

Function Activities

01. Governance 13

02. Finance 8

03. Human Resources 6

04. Information Technology 21

05. Facilities Management 13

06. Student Support & Services 24

07. Community Engagement 19

08. Teaching Support 5

09. Research Support 10

10. Library 7

11. General Administration 6

12. Other Activities 10

Total 142

19

USING THE ACTIVITY EXAMPLES OF INCLUSIONS AND EXCLUSIONS

3 July 2015

Each activity has a detailed description of what it includes and what it excludes; this information is available to you on-line in the activity coding screen, you can also download the full list using a link at the end of this document

3. Human Resources

Code Description Examples - Inclusions and Exclusions

HR07 Provide advice on

staffing related

activities

Includes: Advising on staffing strategy and organisational

change; Advising on workforce plan development,

recruitment options, job design, pay classifications,

succession planning, organisation unit restructures,

change management programs, as well as advising

managers on performance management issues related to

their individual staff and handling staff grievances

Excludes: Managing staff, staff workload, supervising

teams within a manager's area of responsibility (in GO03);

Collecting and providing data on staff numbers, staff

function type, nationality etc. (in HR04)

If the activity you want is

excluded then use the detail

to find the right activity

20

Some simple ideas to keep in mind as you approach the activity coding

ACTIVITY CODING BEST PRACTICES

§ Read through the detailed descriptions of the activities before you start

§ Do not rely on the activity name to tell you what is included or excluded

§ As you read these, write down on your printout of the activities who in your list

performs the activities you are reading through

§ Ignore the name of the organisational unit that employs the person

§ Ignore their job title

§ Focus on the major activities they support as there is a 10% minimum time

allocation

3 July 2015 21


3 July 2015

The Governance function covers the strict university governance activities as well as those associated with the management of day-to-day operations and programs aimed at transforming the university

Function Activities

01. Governance 13

02. Finance 8








10. Library 7



Scope of activities

• Planning & Policy support including:

o Developing strategic and operational plans

o Developing and implementing formal policies

• Reporting & communications including:

o Internal communications,

o Management reporting & institutional reporting

o Supporting university committees

• Governance services including supplier contract

management, legal services, risk & compliance management

• General management including line management activities,

staff performance reviews and health and safety at work

• General Project Management including managing “formally

constituted” projects, implementing change projects,

monitoring business improvement initiatives

Does not include

• Project management for IT projects, for capital works

programs or ad hoc project management support

22


3 July 2015

Finance includes all the core activities of managing the university’s finances; note that it does not include the activities of purchasing, creating purchase orders and approving payment

Function Activities

01. Governance 13

02. Finance 8








10. Library 7



Scope of activities

• Budgeting and forecasting: Preparing and

managing budgets, forecasting and performing

financial cost and benefits analysis

• Financial accounting and reporting for general

accounts and for research accounts

• Strategic procurement including running tenders,

negotiation supply arrangements, issuing credit

cards

• Managing accounts: Managing accounts payable

and receivables and managing cash

• Treasury and investment: Managing treasury,

bank accounts and investments

Does not include

• Creating or approving purchase orders or the day-

to-day buying of goods and services (in General

Administration)

23


3 July 2015

The Human Resources function includes all of the activities associated with recruiting staff, managing the staffing mix and relations, managing staff development and paying staff

Function Activities

01. Governance 13

02. Finance 8








10. Library 7



Scope of activities

• Managing the payroll and administration support

for casual and sessional staff

• Supporting processes for recruiting and

reappointments and providing advice on staffing

matters including job design, pay classifications,

succession planning

• Managing staff training and career

development programs and supporting the

promotion processes

• Supporting the university’s commitment to staff

equality and diversity

• Supporting the industrial relations management

processes and managing staff grievances and

mediation processes

Does not include

• Line management activities (in Governance)

24


3 July 2015

The Information Technology function covers activities supporting the university’s IT infrastructure and delivering client services; each are made up of activities aimed at developing new capabilities or transforming existing capabilities and supporting and maintaining current services

Function Activities

01. Governance 13

02. Finance 8








10. Library 7



Scope of activities

• Support and Maintenance activities

o Infrastructure including business-as-usual

support and maintenance of servers, storage,

networks, databases, other middleware,

phones, enterprise systems and other major

applications

o Client Services including business-as-usual

support for help desk, desktop computing,

incident management, audio visual systems

support and self-service printing and copying

infrastructure

• Development and Transformation activities

o Infrastructure including development and

transformation of servers, storage, networks,

databases, other middleware, phones,

enterprise systems and other major applications

o Client Services including development and

transformation of support for desktop

environments and the management of the

installed base of client computers

25


3 July 2015

The Facilities Management function covers the full suite of services needed to manage, maintain and develop the university’s portfolio of buildings as well as services to support building occupants

Function Activities

01. Governance 13

02. Finance 8








10. Library 7



Scope of activities

• Property services including cleaning and security

• Buildings and space management including

access, maintenance requests, maintenance and

sustainability initiatives for buildings and grounds,

non-teaching space planning and management,

property portfolio management

• Project management of capital works and new

builds

• University services including motor fleet

management, internal mail services, bulk printing

services, workshops (not dedicated to a research

facility or unit)

Does not include

• Workshops dedicated to a research facility or unit

(in Research Support)

26


3 July 2015

The Student Support & Services function covers the full suite of support services provided to students (undergraduate and postgraduate) over during their time at the university

Function Activities

01. Governance 13

02. Finance 8








10. Library 7



Scope of activities

• Student admissions and enrolments covering

from planning and making offers to confirming

program and course enrolments

• Course advising services including management

of progress and providing course advice

• Student assessment, progress and completion

processes including managing exams and

assessments, exam invigilators, “mitigating

circumstances”, monitoring research progress,

student discipline procedures, graduations

• Student financial advice and scholarships

support

• Student support and campus life services

including academic skills development, counselling

and pastoral care, career support, programs for

equity groups, students with disabilities and

international students

• Academic program and course administration

including maintaining academic accreditation,

handbooks, academic rules, student records 27


3 July 2015

Community Engagement covers all activities involving external engagement with stakeholders: marketing, student recruiting, relationship management and alumni and development activities

Function Activities

01. Governance 13

02. Finance 8








10. Library 7



Scope of activities

• Student recruitment activities for different

cohorts

• Marketing activities including research, brand and

image promotion, publications, websites and

managing and operating a university press

• Relationship management with different

stakeholders including government and non-

government agencies, industry and employers,

local communities as well as:

o Managing cultural units (art collections,

museums) and performance spaces that are

primarily for use in university activities

o Providing conference events support

• Alumni and development activities

Does not include

• Managing special book collections (in Library)

• Managing cultural units and performance spaces

that are primarily for use by the public (in Other

Activities)

28


3 July 2015

Teaching Support covers timetabling of teaching space, the supporting of academics in that teaching space and supporting academics and the university with the development of learning and teaching methods

Function Activities

01. Governance 13

02. Finance 8








10. Library 7



Scope of activities

• Timetabling and teaching room allocations

• Laboratory and tutorial support includes:

o Print, collate outlines and resources and

distribute teaching unit or course materials and

evaluations (online or paper-based)

o Prepare ‘wet lab’ & ‘dry lab’ teaching spaces

and assisting during tutorials and lectures

• Teaching capability development including

developing online teaching capabilities, supporting

blended learning initiatives, developing resources

to enhance learning and teaching approaches

29


3 July 2015

Research Support includes administration support for the university’s research program as well as support for researchers through the provision of shared technical facilities or direct support to academics and researchers in their research activity

Function Activities

01. Governance 13

02. Finance 8








10. Library 7



Scope of activities

• Research administration support:

o Pre-award of grants: Application development

for both competitive funding body grants and

commercially funded research contracts

o Post-award of grants: Ethics applications,

budget monitoring, liaison with funding bodies,

reporting, publication data and bibliometric

services, legal and para-legal advice on

contracts and commercialisation

• Shared technical services including:

o Support for shared technical research facilities

(e.g. microscopy units, NMR, mass

spectroscopy, MRI)

o Support for research laboratories and

workshops dedicated to a research facility

• Researcher support including

o Data management, administration support for

research program, research staff training

o ‘Benchtop’ support including data collection,

running specialist hardware and software,

controlling research quality

30


3 July 2015

Library covers library services for students, researchers and academics, services to manage the collection through its life-cycle and the management of the university’s study spaces

Function Activities

01. Governance 13

02. Finance 8








10. Library 7



Scope of activities

• Library Services including:

o Frontline services: lending and help services

(online and face-to-face), handling of enquiries,

managing of reserves

o Learning and teaching support: Developing of

information literacy skills, liaising with academic on

curriculum support required and managing

copyright issues, digitisation support

o Research support: consultation and advice to

researchers, customised search, postgraduate

student and researcher training

• Collection & Digital Services Management

including:

o Management of scholarly information resources

including special collections, acquisitions,

relegation/deselection

o Digital access and discovery services including

metadata management and integration into library

management system

o Collection maintenance

• Study space management both internal and

external to libraries

31


3 July 2015

General administration covers office assistance activities not covered by specific activities, general records management, and day-to-day purchasing, arranging of travel and managing of credit cards and reimbursements

Function Activities

01. Governance 13

02. Finance 8








10. Library 7



Scope of activities

• Office assistance and reception including:

o Reception and office support not associated with a

specific activity (e.g. reception duties, handling of mail

and deliveries)

o Personal or executive assistance including calendar

management, telephone management,

correspondence handling and distribution and

document preparation support

• General records management including managing

archives, digital and physical, mandated records,

contracts register maintenance

• General purchasing, travel and credit cards

management including:

o Day-to-day purchasing and receipting of goods

o Arranging travel and accommodation

o Managing credit card reconciliations & reimbursements

Does not include

• Office assistant supporting specific activities such as

booking interviews (coded to HR)

• Filing activities for activities such as Student Admissions

(coded to the activity the filing supports)

32


3 July 2015

Other Activities covers services and activities closely associated with the operation of the university but not directly supporting the teaching and research activities of the university

Function Activities

01. Governance 13

02. Finance 8








10. Library 7



Scope of activities

• Student accommodation services including

operating and managing student accommodation

and catering

• Retail and other community services including

operating and managing child care centres,

bookstores and other retail outlets, sports facilities

and health services and the provision of services

via the Students Union

• Other services including:

o Providing support for short course and

customised programs

o Support for transnational and third party

teaching programs (e.g. contracts to the Open

University)

o Support for managing museums and galleries

that are primarily for use by the public

o Support for other commercial activities including

theatres and performance spaces run on a

commercial basis

33








3 July 2015 34

The time allocation method recommended is a “top-down” approach; this requires a minimum of 10% of a person's available time to be allocated to an activity. This approach keeps the focus on the major sources of demand for a particular role in supporting the services

“TOP-DOWN” TIME ALLOCATIONS – RECOMMENDED APPROACH

1. Identify the primary activities to which you expect to allocate time for the person

2. Rank these by expected time allocation

3. For the lowest ranked activities identify which will receive 10% or more of the person’s

available time

1. Eliminate those that will take less than 10% (see table on following page for guidance)

2. Allocate 100% of the person’s time to the remaining activities

3. By doing it this way, the focus is maintained on identifying the major activities in a role

3 July 2015 35

TIME REPRESENTED BY A 10% TIME ALLOCATION ON DIFFERENT TIME SCALES

3 July 2015

The table below provides some guidance on what a 10% time allocation means over different periods. If a task occurs on a monthly basis (or some other period) then this can be used to test if an activity is likely to account for 10% or more of a person’s time

How often does the activity occur?

Days

worked per

week

Employment

Fraction Hrs/wk

Work

Days/

Month

Work

Days/

Quarter

Days/16

week

semester

Work

Days/

Year

5 100% ≈4 hours ≈2 days ≈6 days ≈8 days ≈24 days

4 80% ≈3 hours ≈1.5 days ≈5 days ≈7 days ≈19 days

3 60% ≈2 hours ≈1 days ≈4 days ≈5 days ≈14 days

2 40%

≈1.5

hours ≈1 days ≈2.5 days ≈3.5 days ≈10 days

1 20% ≈3/4 hour ≈0.5 days ≈1.5 days ≈1.5 days ≈5 days

36

TOP-DOWN TIME ALLOCATION EXAMPLE: A FULL-TIME EMPLOYEE WORKING IN A FACULTY OFFICE

3 July 2015

Top-down time allocation: 1. Rank the primary activities of a person; 2. Determine how much time the lowest ranked activities represent; 3. Eliminate those that fall below 10%; 4. Allocate available time to the remaining activities

Primary activities of the

person Rank

Typical

time

Hr/

week

Time

Alloc Activities used

Managing timetabling &

room allocations for faculty

1 50 TS01 Plan and manage teaching campus

space in the short-term (timetabling

and teaching room allocation)

Managing copyright

compliance, conduct quality

surveys for faculty

2 20 GO06 Manage risks, quality, and compliance

Supporting faculty

executive committee

3 20 GO12 Participate in committees, boards and

university councils, and provide

secretariat support to these forums

Preparing inputs for Gov’t

required reports

4 2 days/mth 4 10 GO10 Prepare institutional reporting for

external stakeholders

Advising UG students on

requirements to complete

their degree

5 2 hours/wk 2 NA SS24 Advise Undergraduate & VET

students on courses, programs,

pathways to graduation or research

degrees, and academic progress

Supporting HDR/PRD

students on thesis

submission

6 0.5 hours/wk 0.5 NA SS06 Monitor research progress and ensure

submission of research reports;

support students in organising of

thesis submission; manage

candidatures (HDR/PRD students)

37

Notes: * Assume a Full Time employee

For many staff the allocation of their time will be relatively simple with only 1-2 activities being considered

SOME SIMPLE TIME ALLOCATION EXAMPLES

Situation Coding approach Possible activities

Team of 3 people working in

the payroll team

If this activity accounts for more than 90%

of each person’s work breakdown then

select all three members of the team and

allocate 100% of their available time to

this activity

HR01: Administer staff remuneration and

benefits (payroll, retirement benefits)

A person’s role is mainly

focussed on processing

accounts for payment and…

…supporting the monthly

process of reporting on

financial accounts

Determine if the smaller activity accounts

for ≥10% of their available time

If so, allocate appropriate time to that and

the remaining time to the primary activity

FI02: Perform financial accounting and

reporting activities, not specific to

research accounts (if ≥ 2 days per

month*)

FI05: Manage and process accounts

payable

3 July 2015 38


Some staff support activities that may be thought to be outside the scope of their role, e.g. a Personal Assistant managing the logistics for the department’s recruiting should have time allocated to HR06: Deliver recruitment and reappointment services

TIME ALLOCATION FOR STAFF WITH MULTIPLE DUTIES THAT MAY BE OUTSIDE THEIR FORMAL ROLE


A Personal Assistant spends their

time:

• Managing the Head of

Department’s calendar

• Booking flights and

accommodation for the

department

• Collating receipts and reconciling

the credit cards for the

department

• Arranging recruitment

interview panels and

scheduling these for the

department

• Assisting the department with

the planning of local student

recruitment events each term or

16 week semester

There are at least 5 activities to

which their time might be coded:

• Using the top-down approach to

rank them from largest to smallest

• Determine if all should be included

• Allocate available time to the

relevant activities

GA05: Providing personal or executive

assistance (if ≥ 4 hours per week)

GA03: Procure and purchase travel

(accommodation, air travel, car rental,

taxi, train) (if ≥ 4 hours per week)

GA04: Manage credit card reconciliation

and prepare reimbursement claims (if ≥ 2

days per month)

HR06: Deliver recruitment and

reappointment services (if ≥ 2 days per

month)

CE18: Recruit domestic UG Students (if

≥ 8 days per 16 week semester)

3 July 2015 39


Senior staff are likely to have time allocated to a range of activities in the Governance function as well as other functions

TIME ALLOCATION FOR STAFF WITH MANAGEMENT RESPONSIBILITY


General Manager of an academic

division spends their time:

• Developing and implementing

policy for the division

• Developing budgeting and

reviewing forecasts on a

quarterly basis

• Managing staff in division office

including performing annual

reviews

• Chairing the monthly safety

committee for the division

• Managing and supporting the

engagement program with

potential industry partners

There are at least 5 activities to

which their time might be coded:

• Using the top-down approach to

rank them from largest to smallest

• Determine if all should be included

• Allocate available time to the

relevant activities

GO02: Develop and implement policies

(if ≥ 2 days per month)

FI08: Prepare and manage budgets and

forecasts (if ≥ 6 days per quarter)

GO03: Manage staff performance within

areas of responsibility (if ≥ 4 hours per

week)

GO07: Manage occupational health and

safety; provide advice on emergency

management (if ≥ 2 days per month)

CE10: Develop and maintain

relationships with industry partners and

employers (if ≥ 2 days per month)

3 July 2015 40








3 July 2015 41

There are a number of places you can get further information

FURTHER INFORMATION SOURCES

§ You can download the UniForum Activity Framework

§ You can view a short video clip that introduces you to the exercise and the tools

§ Once you have your details for accessing UFAST, the activity survey tool, you

will be able to access the Online Help tool available through UFAST. This

includes articles giving further details on the topics covered in this document

3 July 2015 42

https://www.dropbox.com/s/ck6fagv8qznmjt4/UniForum Activity Description Framework %28UK%29.pdf?dl=0

http://vimeopro.com/unifrm/ufasttraining/video/114080261

introduction for survey respondents to the uniforum ... survey... · 7/3/2015 · 3 july 2015 the...

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