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

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

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

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  1. Lee College of EngineeringOrganizational Review Project(Fall 2003 – Present)

  2. 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

  3. 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

  4. 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

  5. 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

  6. 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

  7. 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 emails • Databases and websites • After hour building access • Departmental mail • Faculty clerical report to support students/instruction

  8. 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

  9. 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

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