welcome to ps staff forum - newcastle university · forum agenda time presenter topic 14.30...
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Welcome To PS Staff Forum
17 September 2018
Forum Agenda
Time Presenter Topic
14.30 – 14.45 Hilary WhitakerBusiness Process Improvement Analyst
NUBS Process Review
14.45 – 15.30 Helen MillerNUBS School Manager
NUBS Team Leads
Introduction of NUBS Teams
Primary Functions Overviews by Team Leads and one area/activity to talk through
15.30 – 15.50 All Q & A Session from this am sessions
15.50 – 16.00 All Networking and Close
NUBS Process Review
Hilary Whitaker
Business Process Improvement Analyst
3
Process Workstream Objectives
4
• Improve efficiency and effectiveness of NUBS processes
• Enable more effective use of available resources
• Raise awareness of BPI tools and techniques
• Support continuous improvement of NUBS processes
• Improve stakeholder satisfaction
• Improve employee satisfaction / morale
• Improve student experience
Process Review Priorities
• Business process improvement (BPI) training:
– Introduction to BPI
– Leading BPI
• Process review priority areas:
– Learning and teaching• High volume / regular transactional work
• Feedback from PS and academic workshops
• Maximum stakeholder benefit
– Quick wins• Conference funding approval
• Annual leave / flexi recording
• Travel booking / purchasing
• Targeted BPI support, on request
– WAM
– Marketing and communications
• Learning and teaching reviews are scheduled in line with the academic cycle
• Other targeted support can be slotted in
6
High Level Plan
COURSEWORK
Observe, plan,
workshop, output
Observe, plan,
workshop, output
Observe, plan,
workshop, output
Ou
tput
Ch
rist
mas
EXAMS
Observe, plan,
workshop, output
Observe and plan
workshop
Observe, plan,
workshop, output
Timetabling
External
Examiners
Submission,
Marking and
Feedback
PEC
MOF MAF
BPI Activity NUBS - High Level Plan
Aug-18 Sep-18 Oct-18 Nov-18 Dec-18 Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Jul-19 Aug-19 Sep-19
BPI
Tra ining
Process Quick
Wins
Travel Booking
General
Travel
Booking
BPI
Tra ining
Annual Leave / Flexi /
Conference Funding
Approval
• Process reviews will follow a similar structure of work, although the
timescales for each phase will vary according to the scale and scope
of the process under review
7
BPI Approach
QUICK WINS
9
10
Annual leave
Current process:
• Holiday leave cards created and distributed
• Leave recorded in multiple places – holiday card, spreadsheets, exec spreadsheet, outlook
calendars
• Bi-annual ‘audits’ to check requested leave vs recorded leave
Proposed new process:
• Individual gets approval from line manager in advance
– Usually via email – individual responsible for retaining evidence of approval
• Following approval, individual records leave on centralised school spreadsheet
– Exec directorate set up each year with individual entitlement
– Worksheet per functional area
– Managers keep general oversight for their staff
Benefits:
• Reduced paper
• Reduced duplication of entry into different places
• Eliminate requirement to notify exec directorate of holiday request, and bi-annual audits
• Improved visibility of who is off and when
• Easier to identify leave balance and carry forward
11
Flexitime
Current process:
• Individual records hours on timesheet
• Prints timesheet every 4 weeks
• Managers sign timesheets
• Transported to Exec Directorate – check receipt / chase non receipt
• Signed by School Manager
• Scanned and saved electronically
Flexi time recommendations:
• Individual records hours on timesheet - stored on shared drive and visible to manager
• Line manager monitors timesheets electronically to ensure policy adhered to
• Flexi days requested as per annual leave process
• Record approved flexi days on centralised leave spreadsheet
Benefits:
• Reduced paper and unnecessary signing
• Reduced duplication of entry into different places
• Eliminate involvement of Exec Directorate
• Improved visibility of who is off and when
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Leave tracker
NameHol
Entitled H
Karen Calvert 25 F
Helen DT 25 W
Sophie Mayall 25 T Training/Conference
Mary Mooney 25 O
6 7 13 14 20 21 27 28
Karen Calvert H H H H H H H H H H H H H H H H H H H H W W W W W W W W W W
Helen DT F F
Sophie Mayall
Mary Mooney T T T T H H H H H H
3 4 10 11 17 18 24 25
Karen Calvert
Helen DT T T T T T T
Sophie Mayall
Mary Mooney H H H H T T T T H H
1 2 8 9 15 16 22 23 29 30
Karen Calvert
Helen DT
Sophie Mayall
Mary Mooney H H T T H H
5 6 12 13 19 20 26 27
Karen Calvert
Helen DT
Sophie Mayall
Mary Mooney H H H H T T
1 2 9 10 16 17 23 24
Karen Calvert W W W W W W W W
Helen DT
Sophie Mayall
Mary Mooney T T T T
3 4 7 14 21 25
21
28
3 4 5 6 7 14 31
12 13 15
29
21 22 23 26 27 2814 15 16 19 20
29 30 3119
7 14 21
7 8 9
27 30
30
26 27 2818 19 20 2211
24 25
1 2 5 6
8 9 101 2 3 4 5
282618 19
30 31
Feb-19
5 6 8
18 22 23 24 2510 11 15 16 17
Jan-19
1 2 3 4 8 9
Dec-18
9 11 12 13 17
2812 13
Nov-18
20
22 23 23 25 2611 12 15 16 17 18
Oct-18
Out of Office13 01 10 16 0 0
Non Working Day
0 0
7 0 Work From Home
0 25 0 0
0 25 1 0
0 0 Flexi
Staff
Dev
Out of
Office Holiday
4 15 14 0 9
O Key
Hol
C/Fwd
Hol
Used/
Hol
Balance
Total
Flexi
Total
WFH
2017-2018 Holiday year H F W T
Other quick wins
All identified and implemented by individuals / teams, with a little support from us….
Staff profiles:
• Will sit on Sharepoint rather than a printed document
Induction packs:
• Slimmed down with only essential information printed – directed to Sharepoint for other content via welcome email
Business diary:
• Use outlook for business diary across school
• Use colour coding and set guidance for type of events to be recorded
• NUL to be included
Conference Funding Approval (academic and PGR)
• Implementation of online form, reducing queries created by incomplete / inaccurate forms, reducing time spent completing and approving forms
13
Your role in BPI
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Your role in BPI
You can support the BPI work by:
• Supporting process ‘discovery’ – observation, data collection
• Participating in workshops and other improvement activities
• Testing and providing feedback on new processes
• Being open to new ways of working
• Working as a team to implement improvements
• Owning and progressing certain improvement actions
• Considering what you could do to eliminate non value adding activity
from your day to day work
• Identifying further opportunities for improvement
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NUBS Teams
• School Manager : Helen Miller
• Marketing & Communications : Lauren Huntington
• Accreditation : Stephanie Gibson
• Learning & Teaching : Damian Cleghorn, Ellen Arkless,
Ruth Wilson
• External Relations : Sharmishta Chatterjee-Bannerjee
• Research : Phillip Cammish
Marketing & Comms
Lauren Huntington
Head of Marketing & Comms
Accreditation
Stephanie Gibson
Accreditation Manager
Learning & Teaching
Damian Cleghorn
Deputy School Manager
Ellen Arkless
UG Programme Administrator
Ruth Wilson
PG Programme Administrator
External Relations
Sharmishta Chatterjee-Banerjee
Head of External Relations
Employer Partners
Research
• Highlight funding opportunities to NUBS Staff (Staff Blog,
Targeted emails, Newsletters)
• Review guidelines for funding calls (includes Research Councils,
European Commission, Charitable organisations)
• Meet with PI to discuss project costs
• Costing of proposal on My Projects Proposals system
• Advise PI on associated costs e.g. salaries, travel, consumables,
overheads
• Liaise with Grants & Contracts on costings to ensure project can
be submitted by deadline
• Regular monitoring of expenditure (identify any
potential overspend/shortfall)
• Provide PI with quarterly reports
• Ensure all expenditure is eligible (funds available; in
line with funder requirements/conditions of award)
• Monitor staff time on projects for reporting purposes
e.g. EU projects
• Liaise with Contract Financial Management (CFM)-
reports for funders and grant closedowns at project
end.
Research Support – Grant Applications
Support for applications for external research funding
Pre Award Post Award
Support PI in management of research grants
Q & A Session
• Q & A re School Forum presentations this morning
• General questions
Networking and Close