Administration at The Faculty of Health Scinences
Administration: We are setting up task-based communities across the faculty
The steering group behind the work on administrative processes across the Faculty of Health Sciences has selected two initiatives that we will continue to work on.
Alongside the analysis of education administration at SDU, we at the Faculty of Health Sciences have conducted a separate analysis of the remaining administration across the faculty in collaboration with the consulting firm Carve.
Based on this analysis, Carve presented proposals for 12 initiatives that could help strengthen the organization or reduce individual workload in early February.
Since then, the projects steering group has been working on which of the 12 outlined initiatives to prioritize for continued work.
The following initiatives have now been chosen:
- Establish two separate task-based communities across the departments and faculty secretariat, with a focus on:
- Travel booking and reimbursement for HEALTH-employees and external travelers.
- Leave and absence.
- Investigate opportunities to digitally support the selected processes by:
- introducing new support tools - or
- standardizing and disseminating already developed local solutions.
What's next?
The two task-based communities have now been established, and employees who will be involved have been invited to a kickoff this week.
In the coming weeks, the focus will be on further refining the analysis of the selected processes and selecting which improvements to test within the task-based communities.
In the Leave and Absence task-based community, there is already a focus on the upcoming task of planning special vacation days:
- It is an obvious opportunity to find a common best practice to communicate and ensure planning by understanding the process together, learning from each other's experiences, and creating the way or ways in which we can solve the task as efficiently as possible within the framework we have, says Nanna Heick Friis, secretariat manager at SIF, who is responsible for the Leave and Absence task-based community.
- In a task community, solutions are sought for task areas that are common across units with the aim of:
- ensuring that tasks are solved as effectively as possible.
- creating a robustness across units that prevents pressure in the organization.
- A task community can be a step towards establishing common processes and competence development at the faculty.
- A task community consists of employees from all institutes and the faculty secretariat. Other areas at SDU/external suppliers may be involved as needed.
- In the development phase of the task communities, the employees who normally perform the task in their own unit or representatives thereof are included. The units choose for themselves who should be involved.
- A secretariat manager is responsible for tasks and responsible for the task community's process of achieving the goal.
- In the two defined task communities, Jonas Havelund, secretariat manager at IOB, and Nanna Heick Friis, secretariat manager at SIF, are the task leaders for Travel Booking and Reimbursement and Holiday and Absence, respectively.
- It must design and implement a common process for the task area across the institutes, which defines and describes the necessary and relevant process variants.
- It must test and evaluate the new common best process - including any process variants.
- It must define, test, and evaluate a "task community".
- It must develop training materials for new employees who will handle tasks within the task community framework.
- It must provide training for new employees if there are no representatives from the task community at the institute to handle the task.
- It must discuss how to establish an operational community that can create better resilience at the individual institute in cases of illness, termination, or maternity leave, including:
- Management of rights
- Management of different cost centers
- Management of local commitments and internal/external grants (ensuring that the task community continues to enable local financial management/responsibility)
- Procedure for operational support across shorter and longer periods.
- It must propose how the task community can cooperate to adapt and create new common practices based on:
- Internal adaptations of the task area's standard/standards
- Common interpretation and implementation of new guidelines, legislation, instructions, and the like, communicated centrally from SDU within the task community framework.
Do you want to know more about the project?
Read more about the project 'Administration across the Faculty of Health Sciences" on this webpage. Please note that the information is only available in Danish.
Questions about the project?
Email Head of Secretariat Merete Munk:
Sekretariatschef@health.sdu.dk