Transition phase in sight – work on processes and collaboration agreements is taking shape

In the coming weeks, our joint focus is to clarify the final task assignments and create a clear understanding of which tasks will be moved to SDU Planning.

Workshops provide a common overview and calm

Last week we held two workshops – for HUM Planning and SUND Planning. Here, both sending and receiving managers and employees mapped and described 25 processes and at the same time prepared a list of processes that still need to be described.

The workshops provide an opportunity to examine faculty-specific processes – the processes behind the planning and execution of teaching and exams. This could be timetable planning, class booking, class distribution or dealing with external examiners. The dialogue in the room and greater clarity about where the tasks lie in the future help to reduce anxiety.

We work according to a common template that describes the purpose, start and end points, input, output, roles and collaboration interfaces. This includes what information needs to be available, who needs to be involved and where the coordination points are – across planning teams, Education Law & Registration, heads of studies and study boards.

Basis for future collaboration agreements

The mapping forms the basis for the collaboration agreements that will describe the task portfolio for each planning team's collaboration with the faculties. When there is physical distance between the daily functions, it becomes even more important to have joint agreements on how the tasks are best solved. The agreements must also make it clear to the lecturers what the workflows look like – often it will be similar to what they know, but now it will be written down and made visible.

There is no doubt about the value of the workshops – employees will have the opportunity to share knowledge, ask questions and be specialists in the mapping that forms the foundation for the new organisation.

The next steps

The project team supporting OSU will facilitate all workshops before Christmas. This week it's the SAMF team. Next week it's NAT, and TEK will follow the week after.

We are also working on processes that are outside the planning teams – for example, Student and Wellbeing Counselling, examination appeals and academic assessments of candidate applications. Here, too, co-operation agreements need to be drawn up. Some will be finalised before Christmas, others will continue after New Year.

The most important thing is that the processes are well underway and that the collaboration agreements are now taking shape.