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

12

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

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

• 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