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Progress report 22.10.2010
Niclas Lindgren
- Development of new management and administrative model -
Executive Committee Meeting 29 October 2010Paper 3.3
PRESENTATION OF PROJECT
Overall development
BOARD6/2010
BOARD11/2010
Development of funding model
PROJECT 1
Satellite & partner pilotingFinalization of funding model
PROJECT 3
PROJECT 2
Development of Management model
Development of Administration
Implementation of strategy
Implementation of new ways of
working
The target of the project
To develop a new management and administrative model for the future AIT during the year 2010 with implementation of the new model in the year 2011
Key tasks to achieve the target
Definition of the future management structure of AIT, including:– development of the new organizational structure and working principles– responsibilities and main tasks of the management bodies of AIT– management processes– document templates and information flow of the management processes (e.g.
annual business plans, business reports…)– identification of key performance indicators for units
Definition and evaluation of the processes and structures of the AIT administration for the following functions:– Finance– Human relations– Student services– Research and education support– External relations and communications
Evaluation of possibilities of outsourcing some or parts of the administrative processes
Creation of a high-level implementation plan of the new management and administrative model, describing main tasks, responsibilities and timeframe for key actions of implementation
Outcomes of the project
Management model– The principles of the overall organizational structure of AIT– Process structure of AIT– Flow charts of management processes– Management structure (roles and responsibilities of main bodies)– Document templates of main documents– Suggestion for KPI’s for schools– High level implementation plan
Administrative model– Flow charts of main process of each department– KPI’s for each department– Organizational model for each department incl. responsibility matrix– Optional: plans for outsourcing of functions if relevant– High level implementation plan
Benchmarking of staffing, cost and efficiency– Benchmarking report (subject to availability of information)
Phase IV
Implementation of target process
Phase III
Development of target process
Phase II
Identification of current processes
Process development methodology
Phase I
Identification of process structure
Way of working:interactive development
End result: process map containing AIT core and support processes with corresponding subprocesses (this document)
Responsible: AIT management and process owners
Way of working:documentation of each sub process in workbooks(one workbook/ subprocess)
End result: the current activities of each subprocess and its main problems documented in workbook
Responsible: key actors for each subprocessindividually fill in a workbook from their personal point of view
Way of working:Interactive workshops hosted by process owner and consultant, participants: key actors and process customers
End result: process chartsand KPI’s for each target subprocess; responsibility matrix and implementation plan for target process
Responsible: process owner and consultant
Way of working: To be decided by AIT management/process owner depending on change needed
End result: Newprocesses implemented, old ones eliminated
Responsible: Process owner/AIT management
Overall timeline
Two phases–Phase 1:
Management model
–Phase 2: Administrative model
Overall timeline– Start in August
– Finish in November
Three missions–MI: 18.8-2.9
–MII: 15.10-29.10
–MIII: 19.11-3.12
Mission I
Mission planning and desk job
Kick-off + process structure
Process workshops
Management structure
Document templates
KPI's
Implementation plan
PHASE 2 - Administrative model
Mission II
Mission planning and desk job
Finance
Kick-off + process structure
Process workshops and KPI's
Organizational model
Implementation plan
HR
Kick-off + process structure
Process workshops and KPI's
Organizational model
Implementation plan
Mission III
Mission planning and desk job
Student services
Kick-off + process structure
Process workshops and KPI's
Organizational model
Implementation plan
Research and education support
Kick-off + process structure
Process workshops and KPI's
Organizational model
Implementation plan
External relations and communications
Kick-off + process structure
Process workshops and KPI's
Organizational model
Implementation plan
Benchmarking
Benchmarking and benchmarking report
Project coordination
Project coordination and management
AUGUST SEPTEMBER
PHASE 1 - Management model Interim
NOVEMBEROCTOBER
Mission I: 18.8-2.9 interim Mission II: 15.10-29.10 Mission III: 19.11-3.12
PROJECT PROGRESS
Summary
Current activities:– Feedback and approval of organizational structure, management processes, document
templates and TORs
– Process development (Management, Finance & HR processes done (review in progess)
– For the rest only current way-of-working analyzed but not the future model developed (M3))
Timeline – The timeline has shifted - missions II and III moved to start 2 weeks later than planned
– Consequence: project will not be finished by Board meeting in end of November
– Else the project is more or less on track
Main risks – Lack of AIT-management participation ( no time)
• Consequence: feedback and approval delayed => everything else grinds to a halt (worst case)
– Preparatory work done by AIT delayed
• Consequence: background material not provided to consultants on time => consultants preparatory work cannot be done => has to be done during mission => mission related work is delayed
Mission I
Mission planning and desk job
Kick-off + process structure
Process workshops
Management structure
Document templates
KPI's
Implementation plan
PHASE 2 - Administrative model
Mission II
Mission planning and desk job
Finance
Kick-off + process structure
Process workshops and KPI's
Organizational model
Implementation plan
HR
Kick-off + process structure
Process workshops and KPI's
Organizational model
Implementation plan
Mission III
Mission planning and desk job
Student services
Kick-off + process structure
Process workshops and KPI's
Organizational model
Implementation plan
Research and education support
Kick-off + process structure
Process workshops and KPI's
Organizational model
Implementation plan
External relations and communications
Kick-off + process structure
Process workshops and KPI's
Organizational model
Implementation plan
Benchmarking
Benchmarking and benchmarking report
Project coordination
Project coordination and management
AUGUST SEPTEMBER
PHASE 1 - Management model Interim
NOVEMBEROCTOBER
Mission I: 18.8-2.9 interim Mission II: 15.10-29.10 Mission III: 19.11-3.12
Timeline
Current state
Management model: state of key actions
Done In progress
Not started
Comments
The principles of the overall organizational structure of AIT
x Has been reviewed by AIT Management and presented to all schools
Process structure of AIT x Done, but evolves constantly through the process work
Flow charts of management processes x Both summary and detailed charts updated according to organizational structure
Management structure (roles and responsibilities of main bodies)
x High-level TORs done but not reviewed by AITCannot be finished until all admin-processes have been done (end of MIII)
Document templates of main documents
x First draft of documents done but not reviewed by AIT
Suggestion for KPI’s for schools x Will be mainly done during mission III
High level implementation plan x
Administrative model: state of key actions
Done In progress
Not started
Comments
Gathering of data regarding current processes
x
Flow charts of the future processes of each department
x Finance & HR done and reviews in progress, the others not started
KPI’s for each department x
Organizational model for each department incl. responsibility matrix
x Finance & HR in progress,the others not started
Optional: plans for outsourcing of functions if relevant
x
High level implementation plan X
Benchmarking X AIT will suggest what units to benchmark against
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