HEQCs Quality Systems Restructuring Project (Finnish Project). UFH presentation of Project Outcomes...
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Transcript of HEQCs Quality Systems Restructuring Project (Finnish Project). UFH presentation of Project Outcomes...
HEQC’s Quality Systems Restructuring Project (“Finnish Project”).
UFH presentation of Project Outcomes and Impact
October 2008
Presented by: Kuselwa Marala
PRESENTATION OUTLINE
• Background
• Project Intended outcomes
• Output and Impact
• Challenges
• Conclusion
The University of Fort Hare, Eastern Cape
University of Fort Hare campus locations
PROJECT BACKGROUND
• Start– Hectic: delays in appointment
– Revised delivery time-schedules
– Groundwork between July to December 2006
– Started in earnest in January 2007
INTENDED OUTCOMESPhase 1: Development of a Quality Plan
• Analysis of Business Processes– Alignment of policy with practice
– Review against perceived ‘best practice’, and made amendments where deemed essential
– Identified gaps
Phase 1: Development of a Quality Plan
• Captured and posted on the QMS in the Intranet– Process maps– Policy documents– Procedure documents
The process maps captured are what we
thought was ideal and aligned to policies
QMA Document management system
Under policies you will get 3 subfolders
Click the folder Financial Policies
If you want to read the document you can click OK If you want to edit the document click on edit then click OK.
Introducing a New Qualification Process for the Accreditation and Implementation of a New Programme/Qualification
External BodiesRegistrarExternal Units /
Peer Review
Central Academic Planning
Committee (CAPC)
Inter-Faculty Process
Complete SAQA Qualification Form and Programme Application
Form (DoE) (refer to CESM Categories and
Course Level Definitions)
QA C’ee check programme alignment to vision, mission and
goals and endorse process to begin
TLC Review and Sign Off
Faculty Board Approve
Initial Clearance Approved
Registrar seeks DoE funding
approvalDoE Approve
Together with Programme Proposer Complete HEQC On-
line Application for Accreditation
HEQC Approve
Application for SAQA Registration
on NQF (with support from QMA
Unit)
Complete ITS Forms for
Registration of Academic Structure
Internal Registration
Complete Module Prospectus Forms
and commence implementation
SAQA Register on their Web-based
Database
Faculty Submission to
Senate
Chair of CAPC (University Planner)
Submission Report to Senate
Institutional Approval
Library Review and
Sign Off
QMA Review and Sign Off
Where applicable, professional body approval must be
sought before undertaking the
HEQC application process
Complete New Module
Registration Forms
Peer Review of New Modules (x2
Institutions)
Take all forms and Clearance
Certificate for review and sign off
Completed Clearance
Certificate tabled at QA C’ee
Dean Tables at
CAPC
A revised ‘user friendly’ process map that takes
you through the internal and
external processes
Process Map and all relevant forms will be:
1. Sent to Faculty QA Committee Members
2. Put on UFH Intranet
Just what you want with the document management system. Note: if you are working on a document no one can open or work on it.(Safe and Powerful)
The immediate impact of this process
• Time- saving gains for the QMA Unit as colleagues with queries on policies, processes and procedures are referred to the intranet as a source of initial reference.
• A number of colleagues have reported that this has been an empowering experience as they are able to educate themselves at their pace by visiting the QMA site
Phase 1 Impact Continued
• It has enhanced the induction of new staff members
• Given the potential that this holds for the improvement of our quality systems the UFH Management has resolved to build on this system a Document Management System
•Single point of access
•Work flow processing
•Versioning control (Backup)
•Browser-based collaboration
•Document Management Platform
•Host web portals
•Access shared workspaces and documents
http://sps.ufh.ac.za/qma
Phase 1 Outcome (1)
• Quality Policy that serves to regulate the use of the system
• It was adopted by Senate on 01 November 2007 and Council on 23 November 2007
Phase 1: Outcome (2)
• However, it is the QMA Unit’s view that for this to have impact, further training on the policy is essential.
• This should help to bridge the gap between the policy at theoretical level as well as policy at implementation level.
Phase 2: Diagnostic Analysis and Review
This phase entails two activities:
1.Capacity development of institutional
staff to conduct internal self - evaluations
2.Developing Programme Evaluation tools and Piloting these
The immediate impact of the self-evaluation process
• A sharpened insight of self-knowledge as an institution (UFH, Alice & Bhisho + former RUEL)
• The innovative model (Internal auditors audit faculties). Audit Reports and interventions are tabled at the Audit Committee
Activity 2: Programme Evaluation
The following programmes were evaluated:
1. B Sc Crop / Agricultural Science and
2. B Sc
In-depth discussions of the report with the
Faculty, IQAC as well as Senate.
The impact of this pilot
• TWO evaluation tools instead of the intended ONE were developed (Programme & Faculty)
• The generation of lots incisive discussions on the core business of the University.
The impact of this pilot Continued
• The training of Faculty Quality Assurance and Teaching and Learning Committees on the use of the developed electronic evaluation tools that are posted in the QMS
• The academic programme evaluation tool had been rolled out for use to the rest of the UFH community.
• Pro-active academic leaders to take the initiative of conducting their programme evaluation outside the University evaluation cycle
Phase 3: Development of a Detailed Implementation Plan• Limited progress in the development of a
consolidated improvement plan for implementation at institutional systems level.
• This is due to limited human capacity issues within the QMA Unit. Currently, this stands at 1 Manager and 2 Administrative support staff servicing THREE campuses
Phase 3: HOWEVER• For the Office of the Registrar and the
Library this is already work in progress as their improvement plans have already been developed AND are being implemented
• Some individual leaders in their respective Units have started developing some quality improvement plans for the issues that have emanated from the self-evaluations.
Phase 3: AND of CAUSE
• Some are waiting for the QMA Unit to say what must be done!!!!!!!
CHALLENGES• QMA Unit Human capacity
• QMA Unit engaged in a number of projects and working with the same stakeholders who view us as over demanding of their time
• Competing demands for attention by UFH community. Juggling.
• Logistics
• Resources allocation for needed improvements
ACKNOWLEDGEMENTS• Dr. Herman Du Toit of HEQC• Mr Dave Reevell of Revworth Consulting• Mr Lovemore Nalube, ex-UFH Webmaster• Mr Lwazi Mbambo, TSC at UFH• QMA Unit Colleagues: Cuzi, Maria & Cleo• FINNISH FUNDERS
Thanks for listening..
Any questions?