TATIONpRÆSEN AARHUS UNIVERSITET 1 AARHUS UNIVERSITET Aarhus University - The new administration.

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TATION pRÆSEN AARHUS UNIVERSITET 1 AARHUS UNIVERSITET Aarhus University - The new administration

Transcript of TATIONpRÆSEN AARHUS UNIVERSITET 1 AARHUS UNIVERSITET Aarhus University - The new administration.

Page 1: TATIONpRÆSEN AARHUS UNIVERSITET 1 AARHUS UNIVERSITET Aarhus University - The new administration.

TATIONpRÆSEN

AARHUSUNIVERSITET

1

AARHUSUNIVERSITET

Aarhus University- The new administration

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

AARHUS UNIVERSITY IN BRIEF

Bachelor 17,504

Master 16,395

Part-time Master etc. 5,176

PhD 1,891

Total no. of students: 40,966

IHA 2,600

STUDENTSAcademic staff 4,446

Academic staff (part-time)

2,028

Administrative/technical staff

4,725

Total no. staff members:

11,199

IHA 183

STAFF

Annual report 2008

Annual report 2009

Annual report 2010

Budget 2011

Budget2012

(incl. IHA)

Million € (2012 level) 699 739 768 810 833

FINANCES

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

A STRONG POSITION TO BUILD ON

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

SITUATION BEFORE THE CHANGE

Original university with 5 faculties

Merged with a business school, teaching university and two government research institutes (agriculture and environment)

Went from 5 to 9 faculties, but with no real integration and harmonisation – eg. different finance systems

No scientific integration

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

SITUATION BEFORE THE CHANGE IN THE ADMINISTRATION

Local administrations at departmental, faculty and university level

Many generalists, few specialists and no critical mass

Duplication of effort and many layers to go through when dealing with an issue.

Not a strong university profile. Faculties having local agendas

Weak links between strategy and reality

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

SITUATION AFTER THE CHANGE

Went from 9 to 4 faculties

Went from 55 to 26 departments

Integration of scientific disciplines to promote interdisciplinarity

Very small administrations in departments and faculties

General administration delivered through administrative centres managed by central administration and employed by central administration

Rector and deans share management responsibility (co-located)

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

GUIDING PRINCIPLES FOR THE NEW ADMINISTRATION

Allow researchers and academic leaders to focus on core activities

Handling of cases at one administrative level and two levels at the most

Specialization of functions in order to professionalize services

Ensuring a critical mass with a view to reducing vulnerability

Standardized and digital solutions to enhance efficiency

Strong focus on the wishes and needs of end users

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

A SINGLE UNIFIED MANAGEMENT WHERE DEANS HAVE THREE RESPONSIBILITIES

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

NINE AREAS OF ADMINISTRATIVE SPECIALIZATION

AU Strategy

AU Research and Talent

Office of the senior

management

AU Knowledge Exchange

AU Finance and Planning

AU HR

AU IT

AU Studies

AU Communicatio

n

University director

Support of 4 core

AU function

s

General administrative support

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

FOUR ADMINISTRATIVE CENTERS

Administrative centers

AR, ST, HE and BSS

AU STUDIES

AU FINANCE AND PLANNING

AU COMMUNICATION

AU IT

AU HR

AU RESEARCH & TALENT

26 Institutes

Coherent and

responsive services

Specialized services

4 directors of liaison

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

EXAMPLE: AU RESEARCH AND TALENT

Administrative Center,

AR

Administrative Center, ST

Administrative Center,

HE

Administrative Center,

BSS

Back-office: Research Support

Back-office: Talent Development

Back-office: International Center

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

RESEARCH SUPPORT

Director(1 AU/AUH)

IT/library (3 AUH)Secretary (1 AUH)

Strategy(3 AU)

Post Award(4 AU)

Manager of Pre Award(1 AU/AUH)

HEALTH(3 AUH/2 AU)

ARTS+ BSS(5 AU)

Science & Technology(3 AU/1 AUH)

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

FACTS ABOUT RESEARCH SUPPORT

Started April 2002 with one person and focus on pre award

27 staff servicing the university and hospitals and including strategy and complex post award

External funding level: 15% of total university budget – 40-50% of total research budget

FP7: +200 projects, 21 ERC grants, success rates – 20% ERC, 40% cooperation, 50% Marie Curie

Strategic focus from the start on ERC

Attracts 25-30% of all national funding

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

SUCCESS FACTORS

Heavy focus on users – RSO seen as team member

Training of young and experienced staff

Pro-active contact to researchers

Experienced and highly professional staff

Knowledge of local expertise

Focusing of application effort – fewer proposals and more grants

Close link between strategy, proposal and project management (project life cycle) – kind of one-stop-shop

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

STRATEGIC PLAN FOR PRE AND POST AWARD (MATRIX)

Three types of projects

Unique, large-scale projects

Complex, multi-partner projects

Simple projects

Three types of phases – who does what?

Idea generation

Pre award

Post award

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

STRATEGIC WORK

Secretariat for research committee (dean and the four vice deans for research)

Internal funding: Interdisciplinary centers, ideas programme

Research strategy: Funding, Research Management, Excellence, Visbility, Research Environment

Support strategy for researchers

AU Research Forum

Preparing agenda

Funding initiatives and links to (international) recruitment

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

STRATEGIC WORK (MATRIX)

Three types of processes

Political

Funding programmes and visibility (6 interdisciplinary working groups)

Internal mapping (mapping through interdisciplinary groups)

Four kinds of parties

Rector/dean

Research committee

Researchers

Support office

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

PITFALLS

Too many changes at once – almost all connections between administrators and researchers changed

Perceived to be too much a top-down process

Communication internally and externally

Uncertainty among administrative staff (going from generalists to specialists)

Sense of A and B class of staff

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE2012

CRITICAL SUCCESS FACTORS

Clear vision

Willingness to focus resources

Develop a customer approach to academics

Coordinate overall strategy with local initiatives

Focus on interdisciplinarity and societal challenges

Short decision making structure and process

Evidence-based strategy

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DIRECTOR OF RESEARCH SUPPORT JOHN WESTENSEE JUNE201220

Thank youJohn Westensee, Director, AU Talent and Research, Research Support

E-mail: [email protected]