Achieving Administration Excellence

1. Achieving Administration Excellence For Administrators February 26 & 27, 2009

2. Outline • Mission • Discovery • So What? • Achieving Administration Excellence • Admin Excellence Champion • System & Website Consolidation • McGill MarketPlace • Department Chair Competency Profile & 360° • Near Term Objectives • Open Discussion

3. The Mission Transform Medicine’s Administrative Support Services into one focused effort that will enable the best possible service levels in Student Centered 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.

4. Discovery

5. The Journey • Interviewed over 25 Department Administrators – some several times • Faculty Stakeholders – Medicine & Science • Met & built alliances with University units: • Student Life & Learning • Human Resources • Financial Services • University Services • Dr. Arnie Aberman - University of Toronto

6. Key Learnings • 35+ autonomous units in different sectors: • Faculty Administration • Basic Sciences • Clinical • Schools • 3 governing bodies with different systems • Diversity in administration practices • Unsung heroes who make it all work!

7. What you need to succeed • Faculty Administration Champion • Recognition • One Administrator Training Program • Administration Systems support – Minerva, Banner, & Crystal Reports • Orientation & Mentoring • Continuous feedback • Ongoing 2 way communications • Input into decisions that affect you • More resources?

8. Students • Scheduling Courses into System →Students into Courses → Courses into Classrooms • Progress management systems • Understanding the student support network • Making SIS work for you and the Student • Academic advising

9. Human Resources • Academic/MD Recruiting & Hiring including: • Immigration • Incumbent & Spousal Relocation • Appointments & Reappointments • Annual Reports – Academic & Research Accomplishments - i.e. STAR Program • Performance Management & Progressive Discipline • Simplification – HRIS, Forms, & Processes • Pay (OT, POPs, Casual, & Stipends) • HRIS Training

10. Financial Management • Forecasting & Budgeting • Expense Reporting • Receivables & Payables • Research Fund Management: • Grant Application • Post Award • Grant Administration • Banner code and account management and updates • FIS Training

11. Facilities Management • What does it mean to be Building Director? • What are my responsibilities? • How do I do the job? • Environment • Space management – labs, classrooms, offices, and new recruits • Equipment & maintenance • Receiving & distribution • Infrastructure – Power, Water, Heating, Ventilation, AC

12. Stakeholder Affairs • Events management • Alumni & Donor Relations • Communications • Campaigning

13. So What?

14. So What? • Achieving Administration Excellence • Our Admin Excellence Champion • System & Web Application Consolidation • Procurement Excellence – MMP • Department Chair Competency Profile & 360° • Near Term Objectives • Open Discussion • Issues & Concerns • Opportunities • Priorities • Wrap-up

15. Achieving Administration Excellence

16. Learning Collaboratives

17. Core Administration • Core systems, policies & procedures for ALL of the administrators of the Faculty • Department of Anatomy & Cell Biology will be developed as the Core Admin Excellence Model • Full support and participation of: • Sandra Botbol • Professor John Bergeron, PhD

18. Clinical Administration • Clinical Administration systems, policies & procedures that are particular to departments that are aligned with the Teaching Hospitals and the MUHC-RI • Department of Medicine will be developed as the Clinical Admin Excellence Model • Full support and participation of: • Teresa Alper • Dr. David Eidelman

19. School Administration • School Administration systems, policies & procedures that are particular to the Schools. • School of Physical & Occupational Therapy will be developed as the School Admin Excellence Model • Full support and participation of: • Manon Trudeau • Professor Maureen Simmonds PhD

20. Steering Committee • Alignment of the Administration Collaborative initiatives with the goals of the Faculty and its units • Counsel & Guidance • Challenging for “out of the box” thinking and inspiring “best administration practices” • Champion the Administration Excellence recommendations & implementation plans within the Faculty & University

21. 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

22. Administration Excellence - Modules

23. Admin Excellence Champion

24. Christine’s Role • Champion Administration Excellence • Administrator Advocate • Where to go when you don’t know • Development of the function: • Training & Continuous learning • Policies & Procedures • Systems • Sharing of “Best Practices” • 2 Way Feedback • Learning Collaborative Continuity

25. Systems & Web Application Consolidation

26. Karen & You • New Administration Website – http://www.mcgill.ca/facmedinternal/ • Intranets tailored to each unit- i.e. http://www.mcgill.ca/facmedinternal/commscie/ • MMP Resource • Data Mining for FIS & HRIS Queries • Banner Resource • Tailored FIS Training

27. McGill MarketPlace

28. Achieving Administration Excellence With Anatomy & Cell Biology February 25, 2009

29. Outline • Mission • Learning Collaboratives • Administration Excellence Goals • Administration Excellence Modules • Financial Services & Procurement • McGill MarketPlace • Next Steps

30. Financial Services & Procurement Goal: Best-in-Class procurement practices for Medicine Model of Excellence: Department of Anatomy & Cell Biology Tool: McGill MarketPlace “MMP” • Web based purchasing tool to • Get it right the first time & • Significantly reduce administrivia

31. MMP Experience • Proactive management of funds and budgets • Users will not go back to PCards: • Just as fast • Better control over spending • Significant reduction in administrivia • When it hasn’t worked & why? • Spending over budget • Routines not respected • Approvals not in place

32. PCard Vs MMP • MMP - Pro • Accessible 24/7; • Same day order turn around time and in many cases next day delivery; • New PRs on repetitive orders in minutes; • You decide who can make purchases in MMP; • You can approve the transactions before the order is made and charged to your FOAPAL; • Track what purchases are being made and by whom; • Vendors understand conditions up front; • Invoices sent directly to Accounts Payable; • You cannot buy goods with insufficient funds. • PCard - Pro • You order goods with a phone call • Your goods are delivered • PCard – Con • After the fact reconciliation – you must approve on MOPS and add a FOAPAL; • You must store original invoices in orderly fashion for 7 years – subject to after-the-fact compliance reviews; • You cannot easily identify what was purchased without going back to original invoice; • Card sharing – you cannot easily identify who made the purchase – vulnerability to fraud; • The charges are automatically charged to your FOAPAL without approval; • Significant delays for replacement cards.

33. McGill MarketPlace Preparing for Unit enablement

34. McGill MarketPlace • It is your virtual shopping mall at McGill • You can: • View, compare, search for products • Order products charging FOAPALs • Shop from multiple online catalogs using a shopping cart • Save a list of favorite products • View order history

35. Complete an Order using FOAPAL(s) • Can assign FOAPAL per line item or globally • Can have zero $ line item • User shopping profiles will allow for FOAPAL favorites • Purchase Requisitions approved locally by FFM (Fund Financial Manager) or delegate • All Purchase Orders will be sent to vendor

36. Objectives • Provide a one-stop shop for all purchasing of goods & services requirements • Save money across the University by negotiating better pricing • Easier access to purchasing data • Improvement of processes and financial controls

37. Why? • Single access point for your purchases • Secure environment for making purchases which reduces risk of abuse ( i.e. PCards) • Increases control over who can make purchases • Instant validation of available funds

38. Why? • Better tracking of expenditures to budgets • Better control over purchasing & therefore spending • Elimination of duplicate orders • Significant reduction in “wrong charges” i.e. incorrect FOAPALs being used • Significant reduction in PCards which frees us up from the bureaucracy necessary to replace PCards

39. Why? • Reduces administrative tasks such as: • No post purchase reconciliations to PCards (no need to approve in MOPS) • All invoices will be sent directly to Financial Services • Document retention is managed centrally therefore no need to keep paper records in departments or labs • Frees up department heads, administrators, PI’s…to proactively manage their funds and budgets

40. Tutorials MMP Tutorials • http://www.mcgill.ca/purchasing/buy/marketplace/tutorials/#1 Procurement Administration Tutorials • http://www.mcgill.ca/financialservices/training/tutorials/procureadmin/ Approvals Tutorials • http://www.mcgill.ca/financialservices/training/tutorials/approvals/

41. Finance controls • Roles & responsibilities surrounding MMP • Shopper • Requestor • Approver

42. Roles & Responsibilities clarified

43. What’s next • You will be invited to a McGill Marketplace implementation workshop where you will learn: • How to get setup in MMP; • Know what role you have in MMP; • How to make it work efficiently for you; • How to track & expedite your orders; • How to perform approvals (if implicated); • How to manage these events and records.

44. Wrap up • The Faculty of Medicine commits to providing you with an ongoing support system to ensure a smooth and easy transition to using McGill MarketPlace; • With your support, by April 30th, Anatomy and Cell Biology will be the MMP Benchmark for the Faculty of Medicine. • This presentation can be found at: • http://www.mcgill.ca/facmedinternal/presentations/

45. Chair Competency Profile & 360°

46. Chair Competency Profile & 360° • Composure • Ethics & Values • Integrity & Trust • Interpersonal Savvy • Strategic Agility • Decision Quality • Hiring & Staffing • Intellectual Horsepower • Organizing • Managing Vision & Purpose • Betrayal of Trust • Lack of Ethics & Values • Initiated by Dr. Eidelman • Professional Development • Web based – 20 minutes • 41 out of 44 Evaluators • 1 Self Evaluation • 2 Supervisors • 27 Direct Reports • 11 Colleagues • Scale of 1 to 4 • Radar to show one picture • 3 Open ended questions: • Your overall assessment? • Priorities for second term? • Additional comments? Competencies 360° Evaluation

47. Near Term Objectives

48. Near Term Objectives • Complete the Student Centered Stewardship Module for April 30, 2009 • Consolidate & Simplify the Academic/MD Recruiting → Hiring → Appointment Process by May 31, 2009 • MMP Implementation one department at a time through Core Departments → Schools → Clinical Departments by May 31, 2010 • Address and resolve critical resource issues

49. Open Discussion