Progress report 22.10.2010

Niclas Lindgren

- Development of new management and administrative model -

Executive Committee Meeting 29 October 2010Paper 3.3

PRESENTATION OF PROJECT

Overall development

BOARD6/2010

BOARD11/2010

Development of funding model

PROJECT 1

Satellite & partner pilotingFinalization of funding model

PROJECT 3

PROJECT 2

Development of Management model

Development of Administration

Implementation of strategy

Implementation of new ways of

working

The target of the project

To develop a new management and administrative model for the future AIT during the year 2010 with implementation of the new model in the year 2011

Key tasks to achieve the target

Definition of the future management structure of AIT, including:– development of the new organizational structure and working principles– responsibilities and main tasks of the management bodies of AIT– management processes– document templates and information flow of the management processes (e.g.

annual business plans, business reports…)– identification of key performance indicators for units

Definition and evaluation of the processes and structures of the AIT administration for the following functions:– Finance– Human relations– Student services– Research and education support– External relations and communications

Evaluation of possibilities of outsourcing some or parts of the administrative processes

Creation of a high-level implementation plan of the new management and administrative model, describing main tasks, responsibilities and timeframe for key actions of implementation

Outcomes of the project

Management model– The principles of the overall organizational structure of AIT– Process structure of AIT– Flow charts of management processes– Management structure (roles and responsibilities of main bodies)– Document templates of main documents– Suggestion for KPI’s for schools– High level implementation plan

Administrative model– Flow charts of main process of each department– KPI’s for each department– Organizational model for each department incl. responsibility matrix– Optional: plans for outsourcing of functions if relevant– High level implementation plan

Benchmarking of staffing, cost and efficiency– Benchmarking report (subject to availability of information)

Phase IV

Implementation of target process

Phase III

Development of target process

Phase II

Identification of current processes

Process development methodology

Phase I

Identification of process structure

Way of working:interactive development

End result: process map containing AIT core and support processes with corresponding subprocesses (this document)

Responsible: AIT management and process owners

Way of working:documentation of each sub process in workbooks(one workbook/ subprocess)

End result: the current activities of each subprocess and its main problems documented in workbook

Responsible: key actors for each subprocessindividually fill in a workbook from their personal point of view

Way of working:Interactive workshops hosted by process owner and consultant, participants: key actors and process customers

End result: process chartsand KPI’s for each target subprocess; responsibility matrix and implementation plan for target process

Responsible: process owner and consultant

Way of working: To be decided by AIT management/process owner depending on change needed

End result: Newprocesses implemented, old ones eliminated

Responsible: Process owner/AIT management

Overall timeline

Two phases–Phase 1:

Management model

–Phase 2: Administrative model

Overall timeline– Start in August

– Finish in November

Three missions–MI: 18.8-2.9

–MII: 15.10-29.10

–MIII: 19.11-3.12

Mission I

Mission planning and desk job

Kick-off + process structure

Process workshops

Management structure

Document templates

KPI's

Implementation plan

PHASE 2 - Administrative model

Mission II

Mission planning and desk job

Finance

Kick-off + process structure

Process workshops and KPI's

Organizational model

Implementation plan

HR

Kick-off + process structure

Process workshops and KPI's

Organizational model

Implementation plan

Mission III

Mission planning and desk job

Student services

Kick-off + process structure

Process workshops and KPI's

Organizational model

Implementation plan

Research and education support

Kick-off + process structure

Process workshops and KPI's

Organizational model

Implementation plan

External relations and communications

Kick-off + process structure

Process workshops and KPI's

Organizational model

Implementation plan

Benchmarking

Benchmarking and benchmarking report

Project coordination

Project coordination and management

AUGUST SEPTEMBER

PHASE 1 - Management model Interim

NOVEMBEROCTOBER

Mission I: 18.8-2.9 interim Mission II: 15.10-29.10 Mission III: 19.11-3.12

PROJECT PROGRESS

Summary

Current activities:– Feedback and approval of organizational structure, management processes, document

templates and TORs

– Process development (Management, Finance & HR processes done (review in progess)

– For the rest only current way-of-working analyzed but not the future model developed (M3))

Timeline – The timeline has shifted - missions II and III moved to start 2 weeks later than planned

– Consequence: project will not be finished by Board meeting in end of November

– Else the project is more or less on track

Main risks – Lack of AIT-management participation ( no time)

• Consequence: feedback and approval delayed => everything else grinds to a halt (worst case)

– Preparatory work done by AIT delayed

• Consequence: background material not provided to consultants on time => consultants preparatory work cannot be done => has to be done during mission => mission related work is delayed

Mission I

Mission planning and desk job

Kick-off + process structure

Process workshops

Management structure

Document templates

KPI's

Implementation plan

PHASE 2 - Administrative model

Mission II

Mission planning and desk job

Finance

Kick-off + process structure

Process workshops and KPI's

Organizational model

Implementation plan

HR

Kick-off + process structure

Process workshops and KPI's

Organizational model

Implementation plan

Mission III

Mission planning and desk job

Student services

Kick-off + process structure

Process workshops and KPI's

Organizational model

Implementation plan

Research and education support

Kick-off + process structure

Process workshops and KPI's

Organizational model

Implementation plan

External relations and communications

Kick-off + process structure

Process workshops and KPI's

Organizational model

Implementation plan

Benchmarking

Benchmarking and benchmarking report

Project coordination

Project coordination and management

AUGUST SEPTEMBER

PHASE 1 - Management model Interim

NOVEMBEROCTOBER

Mission I: 18.8-2.9 interim Mission II: 15.10-29.10 Mission III: 19.11-3.12

Timeline

Current state

Management model: state of key actions

Done In progress

Not started

Comments

The principles of the overall organizational structure of AIT

x Has been reviewed by AIT Management and presented to all schools

Process structure of AIT x Done, but evolves constantly through the process work

Flow charts of management processes x Both summary and detailed charts updated according to organizational structure

Management structure (roles and responsibilities of main bodies)

x High-level TORs done but not reviewed by AITCannot be finished until all admin-processes have been done (end of MIII)

Document templates of main documents

x First draft of documents done but not reviewed by AIT

Suggestion for KPI’s for schools x Will be mainly done during mission III

High level implementation plan x

Administrative model: state of key actions

Done In progress

Not started

Comments

Gathering of data regarding current processes

x

Flow charts of the future processes of each department

x Finance & HR done and reviews in progress, the others not started

KPI’s for each department x

Organizational model for each department incl. responsibility matrix

x Finance & HR in progress,the others not started

Optional: plans for outsourcing of functions if relevant

x

High level implementation plan X

Benchmarking X AIT will suggest what units to benchmark against