Lee College of EngineeringOrganizational Review Project

(Fall 2003 – Present)

Objectives of the Project

Optimize use of staff resources Focus on improving processes and skills Position the college for the future

Explosive growth (50% increase last 5 years) Research mission Resource allocation Distributed environment

People

Processes

Technology

Organizational Design

• Develop Jobs• Develop Skills• Empower Employees• Focus on Customers

• Streamline• Design for flexibility• Standardize to reduce cost• Improve quality• Measure systematically

• “Enable” processes• Optimize use of

existing systems

Staff Interviews

Project team conducted interviews with: Office staff Lab staff Accounting support staff

Purpose: Understand what work is done How work is done Skills required to do work Opportunities for improvement

Method of Collecting Feedback from Stakeholders:Surveys (S) and Interviews (I)

Feedback fromFeedback On Leaders Faculty Students

Department Office Staff S/I S/I S/I

COE/OSDS Office Staff S/I S/I S/I

Lab Techs S/I S/I S

Accounting Support Staff S/I S/I N/A

Process Improvement Priorities

Advising, educational lab management, and procurement of equipment/supplies Eliminate duplication Automate Standardize Hold people accountable for quality Optimize use of resources Improve communication Centralize/decentralize work processes based on

distributed environment

New Organizational Structure

Matrix lab/technical staff to departments Move from Office Assistant role to

Student Services Specialists New positions

Business Services Specialists Establish Process Owners

FAIT team leader Training and orientation Oversight and measurement Standardization Communication Continuous improvement

Lab/Technical Staff Structure

Technical staff managed centrally Some technical staff co-located with a department

Meet the needs of teaching laboratories and research Dotted line reporting to departments

All technical staff available for special projects Facilities person

New position Primary responsibility - Science and Technology

Building Other college-wide facilities responsibilities

Student Services Specialists Basic advising and advising “triage” Advisor assignments and appointments Student recruitment Student records and reports Course schedules and classroom reservations Special Requests and Permits for Transient Study Assessment support (ICAP and survey administration) Student permits, authorizations and registration Student correspondence, including mass emails Databases and websites After hour building access Departmental mail Faculty clerical report to support students/instruction

Business Services Specialists

State budgets Contracts and grants Basic policies, procedures, and guidelines Budget support Equipment/supply procurement process Faculty travel Faculty recruiting, hiring, and RTP Position Action Request Process Student hiring (including I-9) and time cards Faculty, staff, and student payroll Related databases, records and reports

Next Steps

New job descriptions to clarify expectations Positions tailored to needs of the individual units Implement Business Services and Student Services

FAIT (underway) Training Process improvement