Lee College of Engineering Organizational Review Project (Fall 2003 – Present)

Objectives of the Project Optimize use of staff resources Focus on improving processes and skills Position the college for the future  Explosive growth (50% increase last 5 years)  Research mission  Resource allocation  Distributed environment

Staff Interviews Project team conducted interviews with:  Office staff  Lab staff  Accounting support staff Purpose:  Understand what work is done  How work is done  Skills required to do work  Opportunities for improvement

Process Improvement Priorities Advising, educational lab management, and procurement of equipment/supplies  Eliminate duplication  Automate  Standardize  Hold people accountable for quality  Optimize use of resources  Improve communication  Centralize/decentralize work processes based on distributed environment

New Organizational Structure Matrix lab/technical staff to departments Move from Office Assistant role to  Student Services Specialists New positions  Business Services Specialists Establish Process Owners  FAIT team leader Training and orientation Oversight and measurement Standardization Communication Continuous improvement

Lab/Technical Staff Structure Technical staff managed centrally Some technical staff co-located with a department  Meet the needs of teaching laboratories and research  Dotted line reporting to departments All technical staff available for special projects Facilities person  New position  Primary responsibility - Science and Technology Building  Other college-wide facilities responsibilities

Student Services Specialists  Basic advising and advising “triage”  Advisor assignments and appointments  Student recruitment  Student records and reports  Course schedules and classroom reservations  Special Requests and Permits for Transient Study  Assessment support (ICAP and survey administration)  Student permits, authorizations and registration  Student correspondence, including mass s  Databases and websites  After hour building access  Departmental mail  Faculty clerical report to support students/instruction

Business Services Specialists  State budgets  Contracts and grants  Basic policies, procedures, and guidelines  Budget support  Equipment/supply procurement process  Faculty travel  Faculty recruiting, hiring, and RTP  Position Action Request Process  Student hiring (including I-9) and time cards  Faculty, staff, and student payroll  Related databases, records and reports

Next Steps New job descriptions to clarify expectations Positions tailored to needs of the individual units Implement Business Services and Student Services FAIT (underway)  Training  Process improvement