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Process Mapping Library at the University of Kent
Melissa Bradley, Humanities Faculty Administration Manager
5th January 2012
Context
Creating Value. Delivering more with less 5th January 2012Page 2
• The Faculty Manager roles at Kent were created in 2009 as a consequence of a University wide administration review which recommended that all academic administration services should be brought together under one structure.
• The purpose of the changes was to develop the efficiency, effectiveness, and consistency of the University’s administration and provide a professional support structure
• Previously many of the administrative functions in the 18 academic Schools had developed in an ad hoc fashion according to local contexts.
Context (II)
The Faculty Managers at Kent have outlined 4 key aspirations:
Developing processes
Developing people
Developing connections
Developing strategic awareness
These link to the University’s vision of:
• Operating in an efficient, effective, sustainable and professional manner, (Institutional Plan 2009-2012)
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i
Why Process Mapping? - Focus of Change
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• To ensure equality across all the academic administration services by having a “one process” methodology
• To improve effectiveness, efficiency, consistency and communication across the academic administration
• To facilitate joined up thinking across all the University’s Professional Service departments e.g. breaking down silos
Process Mapping Project
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• Still at early stages, working to roll out across the University. Modular approach
• Initial focus was engaging with Professional Service departments, emphasising efficiency, savings and process improvement
• Triaster was chosen as the specialist software used to map and share processes through a single online library
• Invested in training 40 staff to use the Triaster software
Process Mapping Project (II)
• Currently in second phase of project as the lead Faculty manager and project champion left the University in May 2011
• Subsequent need to regroup and assess how to continue
• New direction – more targeted approach with a stronger focus on communication
• No-one full-time on the project – all have to fit around existing roles
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Kent’s Process Library
• Process Library went live in September 2011 Architecture and search and reporting functionality
design Process Library administrator
• Still only 15 – 20 maps – not huge, not many users yet
• People tend to look because it’s a new system – not yet used as a “go-to” point of reference because it does not have sufficient information available
• Improving staff engagement with the library and process mapping is the priority of the project
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Kent’s Process Library (II)
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Reviewing a process
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Examples of process maps:
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Proposal EG Approval in Principle PASC Formal Approval
Process Authoriser: Quality Assurance and Validation ManagerProcess Leader: Andrew MacGregorProcess Department: QAV Office
Last Revised: 13/01/2011Version: 1.0
Warning: Printed versions may be out of date. Check Process Library for current version
New UG Programme Approval (Code of Practice Annex C)
Requirement to approve a new UG programme
of study
Outline proposal ready for EG consideration
Senior Deputy Vice-Chancellor
EG consideration
Communicate to School/Faculty/
Finance/QA
Reject
EG outline approval
Approve
Recommendation to PASC
Quality Assurance and Validation
Manager
PASCConsideration
Communicate to School/Faculty/
Finance/QA
Reject
Report new programme approval to
Graduate School Board
Approve
Communicate to Admissions &
Marketing
Communicate to School & Faculty
Senior Deputy Vice-Chancellor
UG Programme Specification approval by School and Faculty
committees
Senior Deputy Vice-Chancellor
Prepare Outline Proposal for Executive
Group
Annex C Requirements
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Process Authoriser: Head of Information Recruitment and AdmissionsProcess Leader: Head of Information Recruitment and AdmissionsProcess Department: Recruitment and Admissions
Last Revised: 30/08/2011Version: 1.0
Warning: Printed versions may be out of date. Check Process Library for current version
Postgraduate Admissions Overview
PG Applicant
PG Admissions Team
PG application check-in
PG file ready for
processingSchool
PG application decision
PG offer made
awaiting response
PG Admissions Team
PG offer conversion PG ready for
unconditional
PG Admissions Team
PG pre registration
PG student ready for enrolment
Process Mapping/Process Library Benefits
• Developing a consistent and continuous improvement approach across the University
• Enhanced documentation located in a single reference point
• Improving accessibility, transparency, clarity, quality and understanding of University processes
• Sharing best practice and staff know-how (rather than re-inventing the wheel)
• Identifying and rectifying weaknesses/critical points of failure in processes
• Avoiding repetition within processes, thus saving time
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Key Learning Points/Challenges
• Establishing a well-defined project brief and plan
• Team approach rather than relying upon one individual
• Ongoing and effective Communication
• Measures of success - Before and After scenarios
• Sustaining engagement with process mapping and the Library
• Training and support for staff – focus on helping staff understand the processes and how to map them rather than the Process Navigator software
• Embedding process mapping and library into everyday working practices
Contact details
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Melissa Bradley, Faculty Administration Manager, University of Kent
01227 [email protected]
http://www.kent.ac.uk/academic/projects/process_improvement.html
