EFQM TRAINING AND PILOT TESTING OF WEB-BASED TOOL GOA-WorkBench® University of Economics in Prague What will you gain during the training? Short overview of EFQM Model Understanding the importance of self-assessment Opportunity to try the self-assessment tool GOA-WorkBench® and understanding how it works Through your feedback you have an opportunity to be involved in the development of GOA-WorkBench® ABOUT THE PROJECT ACES – Accreditation and Certification in the Educational Sector ACES – Accreditation and Certification in the Educational Sector The multilateral project involving partners from Germany, Denmark, Czech Republic and Scotland. The project is designed for quality improvement in the field of vocational training and education. It is funded by the Leonardo da Vinci programme – The Transfer of innovation strand It is one of a suite of projects aiming to assist European Education Providers cross match their national accreditation systems against EFQM and self assess their activities.. The project uses the GOA WorkBench ®, which is a suite of software products (or modules) that are designed to support educational institutions and organizations, large and small, improve their business performance. 4 ACES – Accreditation and Certification in the Educational Sector ACES is based on two products: GOA Workbench® SAETO GOA-WorkBench® - is a suite of software products (or modules) that are designed to support educational and training organizations (ETO), large and small, improve their business performance. 360° management feedback, customers and employees satisfaction surveys, culture innovation analyses, practice of learning organization. Specific questionnaires with algorithms for evaluation. Self-assessment using CAF(Common Assessment Framework), EFQM and ISO 9004. 5 ACES – Accreditation and Certification in the Educational Sector SAETO (Self-Assessment for Educational and Training Organizations) It adapts the GOA WorkBench® according to requirements of educational sector 3 levels of assessment: Easy Assessment evaluation for ETO – intended for early organizations, free available. EFQM Check-Up for ETO– intended for experienced organizations, necessity to be led by an expert. EFQM Assessment Professional - CAF/EFQM evaluation. In addition, SAETO includes: PlanEval – the tool for satisfaction surveys and evaluation of courses and trainings. Suite of training materials – explaining the way of use the tools and methodologies. 6 ACES – Accreditation and Certification in the Educational Sector ACES project outputs: Adaptation of SAETO methodology and localisation of ACES solution to regional requirements Extension and translation of SAETO tools to languages of partners regions Localisation (translation) of the software tool GOA Implementation and pilot testing of the tools 7 EXCELLENCE MODEL EFQM WHAT IS EXCELLENCE? Practically, the excellent organizations are those which: Excellence is when: …organizations achieve and sustain outstanding levels of performance that meet or exceed the expectations of all their stakeholders. (the definition by EFQM) have a clear understanding of who their stakeholders are and what they expect, develop strategies to achieve or exceed these expectations, achieve excellent results, demonstrate that they can sustain this performance in the future by showing the causes of these results are understood and effectively managed. 9 WHAT IS EXCELLENCE? “To do the right thing, at the right time, in the right way; to do some things better than they were ever done before. . . ” (Marshall Field & Company) 10 EFQM EXCELLENCE MODEL Currently, it is the most widely used management framework. It provides a comprehensive view of organization (assessment). It is functional and voluntary framework (tool), that enables organizations to: assess where they are on the path to excellence; helping them to understand their key strengths and potential weaknesses, provide a common vocabulary and way of thinking about the organization that facilitates the effective communication of ideas, integrate existing and planned initiatives, provide a basic structure for the organization's management system. EFQM = EUROPEAN FUNDATION FOR QUALITY MANAGEMENT 11 EFQM EXCELLENCE MODEL There are 3 integrated components which comprise the EFQM Model: THE FUNDAMENTAL CONCEPTS OF EXCELLENCE • THE EFQM EXCELLENCE MODEL • Basic principles which are the essential foundation of achieving sustainable excellence for any organization. A Framework to help organizations convert the Fundamental Concepts and RADAR logic into practice. RADAR LOGIC • A dynamic assessment Framework and powerful management tool that provides the backbone to support an organization as it addresses the challenges it must overcome if it is to realize its aspiration to achieve sustainable excellence.. 12 Source: EFQM Excellence Model, 2013 THE FUNDAMENTAL CONCEPTS OF EXCELLENCE Adding Value for Customers Sustaining Outstanding Results Creating a Sustainable Future Succeeding through the Talent of People Developing Organisational Capability Managing with Agility Harnessing Creativity & Innovation Leading with Vision, Inspiration & Integrity 13 ©EFQM Excellence Model, 2013 THE FUNDAMENTAL CONCEPTS OF EXCELLENCE Adding Value for Customers Creating a Sustainable Future Organization know its key competencies and has a positive impact on the world around by enhancing its performance in the economic, environmental and social field. Developing Organizational Capability Customers are the primary reason for being and striving to innovate and create value for them by understanding and anticipating their needs and expectations. Effective change management within and beyond the organizational boundaries is the tool for enhancing capabilities of organization. Harnessing Creativity & Innovation Organization generate increased value and levels of performance through continual improvement and systematic innovation by harnessing the creativity of its stakeholders. 14 THE FUNDAMENTAL CONCEPTS OF EXCELLENCE Leading with Vision, Inspiration & Integrity Managing with Agility Organization has ability to identify and respond effectively and efficiently to opportunities and threats. Succeeding through the Talent of People Organization has leaders who shape the future and make it happen. The leaders inspire people by creating a culture of involvement, ownership, empowerment, improvement and accountability. Organization values its people and creates a culture of empowerment for the achievement of both organizational and personal goals Sustaining Outstanding Results Organization focuses on achieving sustained outstanding results that meet both the short and long term needs or all its stakeholders. 15 EFQM EXCELLENCE MODEL – THE CRITERIA 16 Source: http://m-test.efqm.org/#page3 EFQM EXCELLENCE MODEL – THE CRITERIA Includes 9 criteria: ENABLERS Leadership People Strategy Partnership & Resources Processes, Products & Services WHAT the organization does and HOW? RESULTS People Results Customer Results Society Results Business Results WHAT the organization ACHIEVES. Each criterion is supported by a number of sub-criteria that describe examples (guidance points) to aid interpretation of the criterion part. Many of these guidance points are directly linked to the Fundamental Concepts. 17 RADAR LOGIC Required RESULTS ASSESS AND REFINE Approaches and Deployment Plan and develop APPROACHES DEPLOY Approaches 18 CONTINUOUS IMPROVEMENT – THE RIGHT WAY TO ACHIEVE EXCELLENCE WHY CONTINUOUS IMPROVEMENT? X Continuous Improvement is not a sprint, but a marathon! 19 RELATIONSHIP BETWEEN CONTINUOUS IMPROVEMENT AND EFQM The dimension “Assess and Refine” Measurement: … Learning & Creativity: learning activities are undertaken to identify good and best practices or better ways of working Improvement & Innovation: output from measurement and learning is used to identify, prioritise, plan and implement improvements and innovative ways of working This can be incremental improvement or “step changes”, driven by innovation Continuous Improvement process is a core element of EFQM: Self-assessment Learning CIP cycle20 SELF-ASSESSMENT FOR EDUCATIONAL AND TRAINING ORGANIZATIONS WHAT IS SELF-ASSESSMENT? Examining of own performance that will help the organization to make continuous improvement activities. Systematic and regular assessment of duties and results of the organization. Position fixing (internally and externally). „Mirror“ The organization evaluates itself, analyzes its‘ strengths and weaknesses, agree upon necessary actions for continuous improvement. 22 WHAT IS SELF-ASSESSMENT? It is a detailed map which helps management and employees with answering to the following questions: HOW DOES OUR ORGANIZATION „WORK”? HOW GOOD ARE WE? HOW GOOD ARE WE IN COMPARISON TO OTHERS? HOW GOOD DO WE NEED TO BE? WHAT DO WE NEED TO DO TO CHANGE/IMPROVE/DEVELOP? WHERE AND WHEN CAN WE MOST EFFECTIVELY START 23 WHY TO MAKE SELFASSESSMENT? You will objectively evaluate the organization and identify possibilities for improvement. You will enable to transfer knowledge and experiences within the organization. You will improve internal awareness of TQM (Total Quality Management). You will create a basis for comparison of own results to other organizations. Moreover, you will have an opportunity to participate in national or international prizes of excellence. 24 ® GOA-WorkBench THE TOOL FOR SELF-ASSESSMENT THE TOOL GOA-WorkBench ® It is a web-based (or alternatively PC software) tool for self-assessment. It is based on CAF a EFQM models. It is regularly updated. It is customizable according to requirements of each particular organization. It is EFQM licensed and compatible with ISO standards. 26 THE TOOL GOA-WorkBench ® It is designed to: help staff to identify key drivers to educational/business performance, gain staff opinion through self assessment of the organization’s current position, assist management in development and monitoring of key actions for improvement, identify gaps in workforce planning to improve training to meet environmental needs, strategically develop the organization’s approach to quality, enable management to fine tune business strategy to identify and close any gaps, provide 360° feedback. 27 GOA-WorkBench ® BENEFITS The suite of products within GOA-WorkBench® is able to output reports showing management where the organization measures against: ISO 10015 – Quality Management for Training, ISO 9000 Series – Quality Management System, EQARF (European Quality Assurance Reference Framework), CQARF (Common Quality Assurance Framework). Another benefit is that this tool enables organization to carry out selfassessment based on EFQM Excellence Model . The web-based version of the GOA-WorkBench® has a very userfriendly environment that enable organization to use the software in GOA- WorkBench® without having to train staff to use the model. 28 SELF-ASSESSMENT: EASY ASSESSMENT Self-assessment „Easy Assessment“ is based on EFQM Model and the 9 criteria. Pre-defined catalogue of questions. A complete self-assessment is possible within less than a day. With „Easy Assessment“ as the single solution a self-assessment can be carried out in a Workshop with many participants. With the Team version (Easy Assessment Team), electronic distribution to pass questions to many participants is possible. 29 SELF-ASSESSMENT: EASY ASSESSMENT Advantages: User friendly ratings with pre-defined questions Questions can be individually altered Explanations to every question provided Electronic tracking of improvement actions is possible Low implementation costs No consensus workshop is necessary: There is an average valuation when improvement suggestions are gathered. The results can generate a report in MS Word or HTML-Format. Can be implemented for the beginner or expert. Generates a basis from assessment data for the ISO-Handbook. Disadvantages: No evaluation following the RADAR-Logic 30 ASSESSMENT CONFIGURATION Edits of questions Edits of existing questions, Replacement of existing questions by new questions, Addition of new questions, Context edits. Assigning Assessors 3 levels of roles: Team Leader Owner of criteria Assessors Defining Groups of Assessors 31 ASSESSMENT CONFIGURATION 32 RUNNING ASSESSMENT Assessment by % scale (0 – 100%): of current situation urgency for improvements Qualitative assessment (detailed verbal assessment): of current situation -> EVIDENCES (= strengths!!!) Urgency for improvements -> AREAS OF IMPROVEMENT Qualitative assessment plays the key role in self-assessment – it is more important to write down the evidences than choose the percentage point on the scale! 33 RUNNING ASSESSMENT 34 RESULTS CONSOLIDATION Consolidated assessment of current situation by Assessment team team discussion – assessment by % scale you can see average percentual assessment identified by assessors Suggestions Assessment team discusses areas of improvement and provides own suggestions for improvements 35 RESULTS CONSOLIDATION 36 PLANNING OF IMPROVEMENTS Suggestions for improvements might duplicate or focus on the similar topics – therefore it is possible to aggregate them and define one common area for improvements. It is possible to create PROJECTS, that can be based on one or a group of SUGGESTIONS: You can assign responsibilities (responsible persons), You can estimate a rate of benefits and costs of the project implementation, You can define a time framework for particular projects, You can describe impacts of particular project on the strategy, targets or results of organization. 37 CREATING REPORTS Individual self-assessment report (each assessor can create his/her own report) Consolidated team report (reports of all assessors consolidated together) Strengths report Areas of Improvement report Self-assessment report (both Strengths and Areas of Improvement in one table) 38 MONITORING OF ASSESSMENT STATUS You can look through at the current status of answered questions by particular assessors and graphical view. 39 PILOT TESTING GOA-WorkBench ® THANK YOU RADOVAN KAČÍN, LENKA BOHÁČKOVÁ