HEQCs Quality Systems Restructuring Project (Finnish Project).

UFH presentation of Project Outcomes and ImpactOctober 2008Presented by: Kuselwa Marala

PRESENTATION OUTLINEBackgroundProject Intended outcomesOutput and ImpactChallengesConclusion

The University of Fort Hare, Eastern Cape

PROJECT BACKGROUNDStartHectic: delays in appointmentRevised delivery time-schedulesGroundwork between July to December 2006Started in earnest in January 2007

INTENDED OUTCOMESPhase 1: Development of a Quality Plan

Analysis of Business ProcessesAlignment 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 IntranetProcess mapsPolicy documentsProcedure documents

The process maps captured are what wethought 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

A revised user friendly process map that takes you through the internal and external processesProcess Map and all relevant forms will be:Sent to Faculty QA Committee MembersPut on UFH Intranet

Process for the Accreditation and Implementation of a New Programme/Qualification

External 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)

Registrar

External Bodies

QA Cee 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 approval

DoE 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

Library Review and Sign Off

Peer Review of New Modules (x2 Institutions)

Where applicable, professional body approval must be sought before undertaking the HEQC application process

Dean Tables at CAPC

Institutional Approval

Faculty Submission to Senate

Chair of CAPC (University Planner) Submission Report to Senate

QMA Review and Sign Off

Take all forms and Clearance Certificate for review and sign off

Completed Clearance Certificate tabled at QA Cee

Complete New Module Registration Forms

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 ContinuedIt has enhanced the induction of new staff membersGiven 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 Units 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 institutionalstaff to conduct internal self - evaluations2.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 EvaluationThe following programmes were evaluated:1.B Sc Crop / Agricultural Science and 2.B Sc

In-depth discussions of the report with theFaculty, 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 QMSThe 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: HOWEVERFor 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 implementedSome 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 CAUSESome are waiting for the QMA Unit to say what must be done!!!!!!!

CHALLENGESQMA Unit Human capacityQMA Unit engaged in a number of projects and working with the same stakeholders who view us as over demanding of their timeCompeting demands for attention by UFH community. Juggling.Logistics Resources allocation for needed improvements

ACKNOWLEDGEMENTSDr. Herman Du Toit of HEQCMr Dave Reevell of Revworth ConsultingMr Lovemore Nalube, ex-UFH WebmasterMr Lwazi Mbambo, TSC at UFHQMA Unit Colleagues: Cuzi, Maria & CleoFINNISH FUNDERS

Thanks for listening..Any questions?