Creating Value Learning resources for managers to deliver efficiencies whilst improving effectiveness Iain Springate, Project Manager & Researcher

Introductions Welcome and introductions The project Activities at Exeter, Falmouth, Sussex and UCA Emerging findings Discussion

Re-Branding!

‘Creating Value’ Aims to develop learning resources for managers in HE to aid them in generating efficiencies Funded by HEFCE (matched-funding) and led by the University of Exeter in partnership with the University of the Creative Arts, University College Falmouth and the University of Sussex

Project Activities Dissemination (e.g. conferences, training and information events) Learning resources (e.g. guidelines for delivering more with less, practical ‘toolkits’, case studies, examples of good practice) Interviews with managers across different sectors Evidence Literature review Projects at participating institutions

University of Sussex Strategic & operational efficiencies in relation to enhancing the student experience: Student advice services IT learning resources Graduate employability.

University for the Creative Arts Structural & organisational change to deliver enhanced international support functions: Efficiencies in delivery of services currently dispersed across multiple depts Lower cost per head Best practice review Several scenarios.

The University of Exeter Drive out the efficiencies from the recent transition to colleges: Common Action Teams VfM Committee Staff suggestion scheme.

College/ service cost savings Quick Wins Lead Department Heads Working Smarter Lead Jeremy Lindley H R Lead Stephen Cooper Modernisation Fund Lead Patrick Kennedy Procurement Lead John Malloch Opportunities identified through benchmarking Staff Suggestion Scheme Lead Patrick Kennedy Savings made by initiatives identified and managed within Departments Specific to college/ service initiatives Cross university initiatives that can contribute toward participating service/college savings targets Tactical initiatives to build momentum Strategic initiatives Exeter: Approach

Exeter: activities Tell Us Evidence-based Devolved model Issues? Investigating SPC

University College Falmouth Using Enterprise Architecture as part of a change management cycle to: Identify areas efficiencies could be made Design and communicate changes Estimate potential savings. Mapping core processes and architecture involved in Timetabling – CRM – Student Records System projects

UCF: Enterprise Architecture EA “… provides an evolving, dynamic way of describing and aligning the functional aspects of an organisation, its people, activities, tools, resources and data/information, so they work more effectively together to achieve its business goals.” JISC EA Early Adopters study

Duplication of effort Automation needs extending Some automation not utilised

UCF: Outcomes to date AD-hoc room bookings system: £14k pa Student withdrawal process: £13K over 5 yrs Retention: Mapping identifies issue re. key student contacts. Process maps will be available as part of the project.

Creating Value: Emerging Findings Based on literature review, interviews & early reports from institutional projects Challenges Key principles for delivering efficiencies Potential mechanisms for delivering efficiencies

Challenges Enabling and sustaining culture change Resistance; poor performance higher profile than reduced cost; communication & involvement of managers key. Capacity Time; skills; training/consultants; ‘trickle-down’ of complexity/uncertainty.

Key principles: Management & leadership Commitment to changes Involvement in changes Fully understand the what and why Lessons from previous recessions: core business; cost control; positive and committed.

Key principles: Supporting staff Communication/training/information Specialist skills Ongoing feedback & incentives

Key principles: Planning change Data use ‘Fit’ of interventions with organisational culture Pilot projects Embedding for sustainability ( e.g. LDPs; performance management frameworks; strategic documents etc. ).

Mechanisms: Business process review Savings evidenced in literature More applicable to processes needing complete overhaul Complexity of non-manufacturing environments Language use.

Mechanisms: Lean Lean: Customer-focused; identifying value; removing waste Need full implementation to draw full benefits Apply all Lean principles Staff focus on customer & understand have a role in improving performance

Mechanisms: Lean resources ‘Lean Higher Education’ William Balzer ‘Analysis of Lean Implementation in UK Business Schools and Universities’ Radnor & Bucci

Mechanism: Idea capture schemes Evidence of significant savings and other benefits Different models Key success factors: Scope; process of evaluation; communication; reward; publicity.

Mechanism: Energy use Technical interventions Behaviour modification schemes Key success factors: feedback & visibility of use; incentives; tips for saving

Summary: Considerations Investment required Difficulty of measurement Fitting interventions to organisations. ‘Simple’ things: Extracting value from what we have Communication with colleagues Language Quick solutions!

Two questions for discussion Is there successful experience you have been involved with/aware of that others could benefit from? Are there particular approaches or issues that you would like our research to investigate?

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