5th January 2012
Process Mapping Library at the University
of Kent
Melissa Bradley,
Humanities Faculty Administration Manager
Context
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The Faculty Manager roles at Kent were created in 2009
as a consequence of a University wide administration
review which recommended that all academic
administration services should be brought together
under one structure.
The purpose of the changes was to develop the
efficiency, effectiveness, and consistency of the
University’s administration and provide a professional
support structure
Previously many of the administrative functions in the 18
academic Schools had developed in an ad hoc fashion
according to local contexts.
Creating Value. Delivering more with less
5th January 2012
Context (II)
The Faculty Managers at Kent have outlined 4 key
aspirations:
Developing processes
Developing people
Developing connections
i Developing strategic awareness
These link to the University’s vision of:
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Operating in an efficient, effective, sustainable and
professional manner, (Institutional Plan 2009-2012)
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5th January 2012
Why Process Mapping?
- Focus of Change
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To ensure equality across all the academic administration
services by having a “one process” methodology
To improve effectiveness, efficiency, consistency and
communication across the academic administration
To facilitate joined up thinking across all the University’s
Professional Service departments e.g. breaking down silos
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5th January 2012
Process Mapping Project
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Still at early stages, working to roll out across the
University. Modular approach
Initial focus was engaging with Professional
Service departments, emphasising efficiency,
savings and process improvement
Triaster was chosen as the specialist software
used to map and share processes through a
single online library
Invested in training 40 staff to use the Triaster
software
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5th January 2012
Process Mapping Project (II)
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Currently in second phase of project as the lead
Faculty manager and project champion left the
University in May 2011
Subsequent need to regroup and assess how to
continue
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New direction – more targeted approach with a
stronger focus on communication
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No-one full-time on the project – all have to fit around
existing roles
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5th January 2012
Kent’s Process Library
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Process Library went live in September 2011
 Architecture and search and reporting functionality
design
 Process Library administrator
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Still only 15 – 20 maps – not huge, not many users
yet
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People tend to look because it’s a new system – not
yet used as a “go-to” point of reference because it
does not have sufficient information available
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Improving staff engagement with the library and
process mapping is the priority of the project
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5th January 2012
Kent’s Process Library (II)
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Reviewing a process
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5th January 2012
Examples of process maps:
New UG Programme Approval (Code of Practice Annex C)
Proposal
EG Approval in Principle
PASC Formal Approval
Communicate to
School/Faculty/
Finance/QA
Communicate to
School/Faculty/
Finance/QA
Reject
Requirement to
approve a new
UG programme
of study
Prepare Outline
Proposal for Executive
Group
Senior Deputy ViceChancellor
Reject
Outline proposal
ready for EG
consideration
EG
consideration
A
0
Communicate to
School & Faculty
Approve
Senior Deputy ViceChancellor
EG outline
approval
UG Programme
Specification approval
by School and Faculty
committees
Senior Deputy ViceChancellor
Annex C Requirements
Recommendation
to PASC
PASC
Consideration
Approve
Quality Assurance
and Validation
Manager
Report new
programme
approval to
Graduate School
Board
Communicate to
Admissions &
Marketing
Custom Strap
Warning: Printed versions may be out of date. Check Process Library for current version
Process Authoriser: Quality Assurance and Validation
Last Revised: 13/01/2011
Manager
Version: 1.0
Process Leader: Andrew MacGregor
Warning: Printed versions may be out of date. Check Process Library for current version
Process Department: QAV Office
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5th January 2012
Postgraduate Admissions Overview
PG Applicant
PG application
check-in
PG Admissions Team
PG file ready
for
processing
PG application
decision
School
PG offer
made
awaiting
response
PG offer
conversion
PG pre
registration
PG ready for
unconditional
PG Admissions Team
PG Admissions Team
Custom Strap
Warning: Printed versions may be out of date. Check Process Library for current version
Process Authoriser: Head of Information Recruitment
Last Revised: 30/08/2011
and Admissions
Version: 1.0
Process Leader: Head of Information Recruitment and
Warning: Printed versions may be out of date. Check Process Library for current version
Admissions
Process Department: Recruitment and Admissions
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PG student
ready for
enrolment
Process Mapping/Process Library Benefits
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Developing a consistent and continuous
improvement approach across the University
Enhanced documentation located in a single
reference point
Improving accessibility, transparency, clarity, quality
and understanding of University processes
Sharing best practice and staff know-how (rather
than re-inventing the wheel)
Identifying and rectifying weaknesses/critical points
of failure in processes
Avoiding repetition within processes, thus saving
time
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5th January 2012
Key Learning Points/Challenges
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Establishing a well-defined project brief and plan
Team approach rather than relying upon one
individual
Ongoing and effective Communication
Measures of success - Before and After scenarios
Sustaining engagement with process mapping and
the Library
Training and support for staff – focus on helping staff
understand the processes and how to map them
rather than the Process Navigator software
Embedding process mapping and library into
everyday working practices
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5th January 2012
Contact details
Melissa Bradley, Faculty Administration Manager,
University of Kent
01227 823753
m.v.bradley@kent.ac.uk
http://www.kent.ac.uk/academic/projects/process_impr
ovement.html
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