Administration at the Faculty of Health Sciences
Strategic effort to strengthen the administration at the Faculty of Health Sciences
The work of strengthening the administration across the faculty continues. Going forward, this responsibility will be assumed by the faculty and SDU Digital, led by Senior Consultant Jørgen Ejler Pedersen.
Alongside the analysis of student administration at SDU, a separate analysis of the remaining administration across the faculty has been conducted. This has been done in collaboration with the consulting firm Carve.
According to Merete Munk, the Head of Education and Secretariat, the analysis reveals a significant potential for the faculty to work systematically on improvements.
These improvements can be achieved by mapping workflows and task collaborations across the faculty or within specific departments or institutes.
Expanded strategic effort on the way
The faculty will build upon the positive experiences gained through the collaboration with Carve by initiating a strategic improvement effort.
This means that the ongoing work will continue, while the project expands to also encompass the student administrative area within the faculty.
-Student administration will be included as there are tasks within this area that are handled and understood by only a few individuals, lacking clear task descriptions that could make the areas more robust and efficient.
Merete Munk explains this and emphasizes that relevant employees will naturally play a central role in developing and organizing new workflows, both administrative and student administrative ones.
Integration within the faculty
It has been agreed that Carve will drive the improvement work to completion on two selected process areas, while further work will be integrated and facilitated internally within the faculty.
In this regard, the faculty has entered a collaboration with improvement consultant Jørgen Ejler Pedersen from SDU Digital, who will be associated with the strategic improvement effort at the faculty one day a week.
Jørgen Ejler Pedersen will be the driving force in establishing and implementing systematic improvement work, including education and competence development of leaders and employees who will be working on improvement areas.
Merete Munk, Head of Education and Secretariat, is the project owner for the overall strategic effort within the faculty.
Read more about the internal organization of the improvement initiative here (updated 16.06.2023).
Transition and initiation
The transition from the project to the strategic effort, and thus from Carve to the new internal organization, will commence during the spring.
The first activities in the upcoming improvement work will involve an examination of the HR and financial areas within two selected institutes, where a stronger effort is currently needed.
In this regard, Jørgen Ejler Pedersen will conduct workshops with relevant stakeholders, which are expected to take place before the summer break.
Regarding the analysis of administration at the faculty:
Based on the analysis of the administration at the Faculty of Health Sciences, Carve has developed an idea catalog consisting of 12 initiatives that can contribute to strengthening the organization and reducing individual work pressure.
Out of these 12 initiatives, 6 have been described in an end-to-end manner, and 2 processes have been selected for review with the aim of optimization and establishing task collaborations:
- The process of travel booking and reimbursement for faculty employees and external travelers.
- The process of registering vacation and absences.
It has been agreed that Carve will drive the improvement work on these two selected process areas from start to finish.
Furthermore, the ongoing improvement work at the faculty, as mentioned, will be led internally with improvement consultant Jørgen Ejler Pedersen at the forefront.
Read more about the analysis of administration at the faculty here. (Please note that most of the information is only available in Danish)
The 12 initiatives in the idea catalog are as follows:
- Task collaborations across institutes.
- Moving processes and process steps between the faculty and institutes.
- VIP employment (end-to-end process).
- PhD enrollment (end-to-end process).
- Travel booking and reimbursement (end-to-end process).
- Creation of external projects (end-to-end process).
- Competency overview.
- Role and responsibility descriptions for process owners.
- Full implementation of HCM (Human Capital Management).
- Full implementation of ERP/TrueTrade.
- New digital solution for non-SDU employee travel reimbursement.
- Designing common best faculty solutions:
- Reports/management of external projects.
- Employee database.
- Digital signature.