Welcome To PS Staff Forum 17 September 2018 Forum Agenda Time - - PowerPoint PPT Presentation

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Welcome To PS Staff Forum 17 September 2018 Forum Agenda Time - - PowerPoint PPT Presentation

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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

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Welcome To PS Staff Forum

17 September 2018

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Forum Agenda

Time Presenter Topic 14.30 – 14.45 Hilary Whitaker Business Process Improvement Analyst NUBS Process Review 14.45 – 15.30 Helen Miller NUBS 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

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NUBS Process Review Hilary Whitaker Business Process Improvement Analyst

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Process Workstream Objectives

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  • 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
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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

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  • Learning and teaching reviews are scheduled in line with the academic cycle
  • Other targeted support can be slotted in

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High Level Plan

COURSEWORK Observe, plan, workshop, output Observe, plan, workshop, output Observe, plan, workshop, output Output

Christmas

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 Training Process Quick Wins Travel Booking General Travel Booking BPI Training Annual Leave / Flexi / Conference Funding Approval

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  • Process reviews will follow a similar structure of work, although the

timescales for each phase will vary according to the scale and scope

  • f the process under review

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BPI Approach

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QUICK WINS

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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
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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

Name Hol 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 28 14 15 16 19 20 29 30 31 19 7 14 21 7 8 9 27 30 30 26 27 28 18 19 20 22 11 24 25 1 2 5 6 8 9 10 1 2 3 4 5 28 26 18 19 30 31 Feb-19 5 6 8 18 22 23 24 25 10 11 15 16 17 Jan-19 1 2 3 4 8 9 Dec-18 9 11 12 13 17 28 12 13 Nov-18 20 22 23 23 25 26 11 12 15 16 17 18 Oct-18 Out of Office 13 1 10 16 Non Working Day 7 Work From Home 25 25 1 Flexi Staff Dev Out of Office Holiday 4 15 14 9 O Key Hol C/Fwd Hol Used/ Hol Balance Total Flexi Total WFH 2017-2018 Holiday year H F W T

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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

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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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Thank you

hilary.whitaker@ncl.ac.uk Ext 82532

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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
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Marketing & Comms

Lauren Huntington Head of Marketing & Comms

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Accreditation

Stephanie Gibson Accreditation Manager

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Learning & Teaching

Damian Cleghorn Deputy School Manager Ellen Arkless UG Programme Administrator Ruth Wilson PG Programme Administrator

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External Relations

Sharmishta Chatterjee-Banerjee Head of External Relations

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Employer Partners

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Research

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  • 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,
  • verheads
  • 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

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Q & A Session

  • Q & A re School Forum presentations this morning
  • General questions
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Networking and Close