Welcome To PS Staff Forum 17 September 2018
Forum Agenda Time Presenter Topic 14.30 – 14.45 Hilary Whitaker NUBS Process Review Business Process Improvement Analyst 14.45 – 15.30 Helen Miller Introduction of NUBS Teams NUBS School Manager NUBS Team Leads 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 • 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 4
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
High Level Plan • Learning and teaching reviews are scheduled in line with the academic cycle 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 BPI General Training Training Annual Leave / Flexi / Process Quick Conference Funding Wins Approval Travel Travel Booking Booking COURSEWORK EXAMS Submission, Marking and Observe, plan, Christmas Observe, plan, Feedback workshop, output workshop, output Output Observe and plan PEC workshop Observe, plan, MOF MAF workshop, output Observe, plan, Timetabling workshop, output External Observe, plan, Examiners workshop, output • Other targeted support can be slotted in 6
BPI Approach • 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
QUICK WINS 9
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 10
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 11
Leave tracker 2017-2018 Holiday year H F W T O Key Hol Hol Hol Hol Total Total Staff Out of Name Entitled C/Fwd Used/ Balance Flexi WFH Dev Office H Holiday Karen Calvert 25 4 15 14 0 9 0 0 F Flexi Helen DT 25 0 25 1 0 7 0 W Work From Home Sophie Mayall 25 0 25 0 0 0 0 T Training/Conference Mary Mooney 25 1 10 16 0 0 13 0 O Out of Office Non Working Day 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 23 25 26 27 28 29 30 31 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 Oct-18 F F Sophie Mayall Mary Mooney T T T T H H H H H H 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 28 30 Karen Calvert Helen DT Nov-18 T T T T T T Sophie Mayall Mary Mooney H H H H T T T T H H 1 2 3 4 5 6 7 8 9 9 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 30 31 Karen Calvert Dec-18 Helen DT Sophie Mayall Mary Mooney H H T T H H 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Karen Calvert Jan-19 Helen DT Sophie Mayall Mary Mooney H H H H T T 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Karen Calvert W W W W W W W W Helen DT Feb-19 Sophie Mayall Mary Mooney T T T T 12
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 14
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 15
Thank you hilary.whitaker@ncl.ac.uk Ext 82532 16
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
Research Support – Grant Applications Pre Award Post Award Support for applications for external research funding Support PI in management of research grants • Highlight funding opportunities to NUBS Staff ( Staff Blog, • Regular monitoring of expenditure ( identify any Targeted emails, Newsletters ) potential overspend/shortfall ) • Review guidelines for funding calls ( includes Research Councils, • Provide PI with quarterly reports European Commission, Charitable organisations ) • Ensure all expenditure is eligible ( funds available; in • Meet with PI to discuss project costs line with funder requirements/conditions of award ) • Costing of proposal on My Projects Proposals system • Monitor staff time on projects for reporting purposes • Advise PI on associated costs e.g. salaries, travel, consumables, e.g. EU projects overheads • Liaise with Contract Financial Management (CFM)- • Liaise with Grants & Contracts on costings to ensure project can reports for funders and grant closedowns at project be submitted by deadline end.
Q & A Session • Q & A re School Forum presentations this morning • General questions
Networking and Close
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