Administration Excellence Learning Collaboratives July 8 th and 9 th, 2009

Overview  Progress on Administration Excellence initiative: ◦ Student Centred Stewardship Questionnaire ◦ Human Resources – Academic Recruitment ◦ Financial Administration – Update on MMP from Karen ◦ Website  Organizational Effectiveness - James  Interactive Session on Stress Management - James

The Mission Transform Medicine’s Administrative Support Services into one focused effort that will enable the best possible service levels in Student Centred Stewardship, Human Resources, Financial Services, Facilities Management and Stakeholder Affairs; and to therefore: Free-up the Faculty of Medicine and all of its units to continue to make and even increase breakthroughs in medicine.

Goals Mastery in all aspects of department administration:  Student Centered Stewardship – undergrad to post-grad to doctoral to post doctoral  Human Resources – recruitment to retirement or exit  Financial Services – financial management of the Faculty, its departments, and research funds  Facilities Management – responsible management of all facilities  Stakeholder Affairs – relations with donors, alumni, students & faculty

 Many thanks to those of you who have responded  Questionnaire was designed to learn: ◦ what kind of support is being provided to our students and trainees ◦ which systems and processes are being used  Identify best practices  Develop a training module Student Centered Stewardship Questionnaire

Human Resources – Academic Recruitment  Complexity of recruiting new academic faculty – can we ease the administrative burden for managers?  Need for information at the Faculty level for planning purposes: ◦ Impact on resources: salary, start-up costs, space, renovations, other financial commitments ◦ Succession planning – retirements, etc.  Solution: create a recruitment database to benefit both the departments and the Dean’s offices

Recruitment Database continued:  Process mapping of an academic recruitment -- identifying the many processes: ◦ Advertising, search and selection ◦ Professeur selectioné slots ◦ Medical Manpower ◦ Licensing ◦ Tenure Track slots ◦ Recruitment with tenure ◦ Immigration  Automate the paper forms for each of the processes  Generate prompts to the managers to take next steps

Finance – Update on MMP  Anatomy & Cell Biology went live March 27th ◦ MMP Requisitions – 130 as of July 8th a.m. ◦ Pcard transactions are on the decline  Pharmacology went live June 17th ◦ MMP Requisitions – 100 as of July 8th a.m.  Biochemistry slated to go-live end of July with training sessions taking place July, August and September

Finance – Update on MMP  Met with Goodman Cancer Center and Animal Resource Center  Meeting set with Physiology and Microbiology & Immunology later in the summer  Target to have all these departments up and running with McGill MarketPlace by the end of September to mid October.

 Intranet Sites – Karen is ready when you are  Share the website with other administrators in your area  Continue to send us your feedback and suggestions  Remember your life lines:  Admin Help contact information   Hotline: 5656

For Department Administration Faculty of Medicine

 Admin Organization Charts for all departments including McGill & MUHC Employees.  Administrator responsibilities by department  Size & complexity of each department’s constituency  Ratios of populations served to administration support staff  Extra curricular activities

 One internal benchmark by sector: ◦ Core will be Anatomy & Cell Biology ◦ Clinical will be Paediatrics ◦ Schools will be Physical & Occupational Therapy  The Core & Clinical BMs will have comparators. ◦ For Core, we propose as comparators: Biochemistry, Physiology, Pharmacology & Therapeutics, and Microbiology & Immunology. ◦ For Clinical, we propose as comparators: Medicine, Obstetrics & Gynecology, Surgery, and Psychiatry.

 Benchmark other Canadian research based medical schools to understand their: ◦ Administration organizations ◦ Best practices  With these BMs and comparators propose admin infrastructure templates based on the size and complexity of the departments being administered  Secure the buy-in of the Faculty and the University  Implement the plan by December 31, 2009

of Highly Effective People

 Private Victory 1.Be Proactive 2.Begin with the End in Mind 3.Put First Things First  Public Victory 4.Think Win/Win 5.Seek First to Understand & then to be Understood 6.Synergize  Renewal 7.Sharpen the Saw

 “Response-ability” the ability to choose your response & be proactive  If you know where you want to go, chances are you will get there The Time Management Matrix ICrises Pressing problems Deadline-driven projects IIPrevention, PC activities Relationship building Recognizing new opportunities Planning, recreation IIIInterruptions, some calls Some mail, some reports Some meetings Proximate, pressing matters Popular activities IVTrivia, busy work Some mail Some phone calls Time wasters Pleasant activities

 A frame of mind and heart that constantly seeks mutual benefit in all human interactions  Seek first to understand, then to be understood ◦ Empathic listening ◦ Diagnose before you prescribe  Awareness, Involvement, Ownership ◦ Whole greater than sum of its parts ◦ One plus one equals three or more ◦ Value differences, build on strengths, compensate for weaknesses

 Preserve and enhance the greatest asset you have – YOU.  Renew the 4 dimensions of your nature: 1.Physical, 2.Spiritual, 3.Mental, and 4.Social/emotional “Your physical health affects your mental health; your spiritual strength affects your social/emotional strength. As you improve in one dimension, you increase your ability in other dimensions as well.”