Teams Begins ImplementationBy Shang-Lin Chuang
The Institute-wide re-engineering project began last November as an attempt to reduce the complexity, improve the quality, and reduce the costs of administrative processes, according to James D. Bruce ScD '60, vice president for Information Systems and manager of the program.
Next month, re-engineering teams focusing on student services and repair and maintenance of physical plant facilities will be formed, Bruce said.
There are currently eight redesign teams, and four of these are ready to move into the implementation phase of the re-engineering program, Bruce said. These teams are: Appointments Process, Management Reporting, Custodial Services, and Mail.
Four other groups - Information Technology Infrastructure, Information Technology Transformation, Supplier Consolidation, and Community Involvement - are still in the design stage.
"The desired impact of re-engineering on the community is that everyone -faculty, staff, and students - will be able to do their work easier," Bruce said.
Teams ready for implementation
The Appointments Process team is "focusing on automating the appointment process for all classes of employees - faculty, administrative staff, support staff, service staff, graduate student staff, undergraduate employees,"Bruce said.
The goal of the team is to redesign the process to be more effective by eliminating non-value added work and to take advantage of the technology available, said Stephen D. Scarano, assistant to the vice president for Information Systems administration.
The Management Reporting group "has developed a design to deliver the management information that a department, research laboratory or center, or an administrative unit needs to it in a timely, effective manner," Bruce said.
Because this team has already finished redesigning the management reporting process, it is ready to test out a plan which will streamline and simplify the processes such as budgeting, planning, purchasing, and financial reporting, said Katherine R. Cochrane, who heads the team and is special assistant to the senior vice president.
The Custodial Services team "is redesigning the process of doing custodial work in all areas of the Institute, the main campus buildings, the campus activities complex, and the dorms," Bruce said.
The team, lead by Assistant Director of the Campus Activities Complex Karen A. Nilsson, has already established ways to unify and simplify operations after interviewing many customers, she said.
The Mail group is redesigning the badly out of date system by creating a new centralized mail service with a manager, greater automation, and an Institute-wide education campaign, said team captain David F. Lambert, manager of computer operations at Information Systems. The team is also looking into the problem of junk mail.
Two info technology teams
Two teams will work on issues related to information technology, Bruce said. The Information Technology Transformation group "is focusing on the development of a new management structure for developing and deploying information technology," Bruce said.
The team will keep existing systems running and support the use of them until they are replaced, connect over 1,000 administrators to the campus computing network, and deliver and support campus-wide use of several major new network-based administrative applications, services, and tools, said Marilyn A. McMillan, director of Information Systems planning.
The Information Technology Infrastructure Readiness team "is working to develop a rich infrastructure to build our information technology applications upon," Bruce said.
"Today at the Institute we have a network with protocols and simple applications like electronic mail. We have to add to that robust security, encryptions, electronic signatures, work flow software, group ware, et cetera in order to do more of our work electronically," Bruce said.
The Community Involvement team "works to communicate the re-engineering work to the community and to involve the community in the work of the teams," Bruce said.
This group is responsible for communicating and helping the faculty, students, and staff understand the re-engineering program and soliciting and incorporating the views of the community.