Message from Alison Price, Academic Registrar and institutional lead on workload & bureaucracy:
In my capacity as institutional lead to address workload & bureaucracy issues at the University, I am pleased to report we are making steady progress.
I have been liaising with Heads of Academic and Professional Service Departments, Deans and Directors of Administration, to identify the businesses processes which:
- cause concern among staff or
- are felt to be bureaucratic and/or
- lead to an increase in workload.
In addition to collecting and reviewing information from department action plans, I have also received feedback about a number of specific processes which it is felt would benefit from review to ensure more effective use of time and resources (eg staff recruitment; lengthy reports and guidance documents; booking air travel).
We already have a group which reviews and monitors activities across the University to facilitate more efficient business processes – the Working Group on Business Processes. This was established by the Vice-Chancellor’s Group (VCG) in October 2009 and comprises the Director of Finance, the Director of HR, the Head of Internal Audit and myself, as Chair.
The information collected on workload & bureaucracy issues has been considered by this Group and actions agreed which will be taken forward over the coming months.
Other actions taken relating to workload & bureaucracy:
- The Working Group on Business Processes has worked closely with Directors of Administration on a number of business efficiency proposals, including improvements to the service provided by Ian Allen Travel (IAT) and issues relating to the Managed Print Service (MPS) – so action is already underway in these areas (eg IAT have held drop-in surgeries on campus and the MPS operation is now supported by a full-time member of staff).
- Analysis of the staff survey results has highlighted the stress staff often feel as a result of the University’s lengthy approvals processes. This has been reviewed by the Health & Safety Committee and an action plan will be considered at its March 2012 meeting.
- An external consultant presented to the Heads of Professional Service Departments attending the Vice-Chancellor’s Retreat (Oct 2011) outlining a methodology for scrutinising processes, eliminating waste and focusing on customer demand.
- A review of the Academic Head of Department and Director of Studies’ roles is taking place to understand the responsibilities that fall to these post-holders.
In the future, suggestions relating to reducing workload & bureaucracy should be passed to your Head of Department/Dean of School/Director of Administration (DoA) in the first instance. If the suggestion relates to another department, or has potential benefits across the University, the Head of Department/Dean of School/DoA will refer the matter to the relevant department, or to the Working Group on Business Processes, as appropriate.
Also planned for 2012, as part of the internal communications action plan, is a university-wide Staff Ideas Scheme. More information on this scheme will be publicised when details have been finalised.
In the meantime, thank you to all who provided feedback and I look forward to providing further progress updates in the coming months.