administration excellence learning collaboratives july 8 th and 9 th, 2009
TRANSCRIPT
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Learning CollaborativesJuly 8th and 9th, 2009
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Progress on Administration Excellence initiative:◦ Student Centred Stewardship Questionnaire◦ Human Resources – Academic Recruitment◦ Financial Administration – Update on MMP from Karen◦ Website
Organizational Effectiveness - James
Interactive Session on Stress Management - James
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Transform Medicine’s Administrative Support Services into one focused effort that will enable the best possible service levels in Student Centred 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.
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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
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Many thanks to those of you who have responded Questionnaire was designed to learn:
◦ what kind of support is being provided to our students and trainees
◦ which systems and processes are being used Identify best practices Develop a training module
Student Centered Stewardship Questionnaire
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Complexity of recruiting new academic faculty – can we ease the administrative burden for managers?
Need for information at the Faculty level for planning purposes:◦ Impact on resources: salary, start-up costs,
space, renovations, other financial commitments◦ Succession planning – retirements, etc.
Solution: create a recruitment database to benefit both the departments and the Dean’s offices
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Process mapping of an academic recruitment -- identifying the many processes:◦ Advertising, search and selection◦ Professeur selectioné slots◦ Medical Manpower◦ Licensing◦ Tenure Track slots◦ Recruitment with tenure◦ Immigration
Automate the paper forms for each of the processes Generate prompts to the managers to take next
steps
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Anatomy & Cell Biology went live March 27th◦ MMP Requisitions – 130 as of July 8th a.m.◦ Pcard transactions are on the decline
Pharmacology went live June 17th◦ MMP Requisitions – 100 as of July 8th a.m.
Biochemistry slated to go-live end of July with training sessions taking place July, August and September
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Met with Goodman Cancer Center and Animal Resource Center
Meeting set with Physiology and Microbiology & Immunology later in the summer
Target to have all these departments up and running with McGill MarketPlace by the end of September to mid October.
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Intranet Sites – Karen is ready when you are
Share the website with other administrators in your area
Continue to send us your feedback and suggestions
Remember your life lines: Admin Help contact information
Email: [email protected] Hotline: 5656
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ForDepartment Administration
Faculty of Medicine
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Admin Organization Charts for all departments including McGill & MUHC Employees.
Administrator responsibilities by department
Size & complexity of each department’s constituency
Ratios of populations served to administration support staff
Extra curricular activities
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One internal benchmark by sector:◦ Core will be Anatomy & Cell Biology◦ Clinical will be Paediatrics◦ Schools will be Physical & Occupational Therapy
The Core & Clinical BMs will have comparators.◦ For Core, we propose as comparators:
Biochemistry, Physiology, Pharmacology & Therapeutics, and Microbiology & Immunology.
◦ For Clinical, we propose as comparators: Medicine, Obstetrics & Gynecology, Surgery, and Psychiatry.
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Benchmark other Canadian research based medical schools to understand their:◦ Administration organizations◦ Best practices
With these BMs and comparators propose admin infrastructure templates based on the size and complexity of the departments being administered
Secure the buy-in of the Faculty and the University
Implement the plan by December 31, 2009
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ofHighly Effective People
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Private Victory1. Be Proactive2. Begin with the End in Mind3. Put First Things First
Public Victory4. Think Win/Win5. Seek First to Understand & then to be Understood6. Synergize
Renewal7. Sharpen the Saw
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“Response-ability” the ability to choose your response & be proactive
If you know where you want to go, chances are you will get there
The Time Management Matrix
I CrisesPressing problemsDeadline-driven projects
II Prevention, PC activitiesRelationship buildingRecognizing new
opportunitiesPlanning, recreation
III Interruptions, some callsSome mail, some reportsSome meetingsProximate, pressing mattersPopular activities
IV Trivia, busy workSome mailSome phone callsTime wastersPleasant activities
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A frame of mind and heart that constantly seeks mutual benefit in all human interactions
Seek first to understand, then to be understood◦ Empathic listening◦ Diagnose before you prescribe
Awareness, Involvement, Ownership◦ Whole greater than sum of its parts◦ One plus one equals three or more◦ Value differences, build on strengths, compensate
for weaknesses
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Preserve and enhance the greatest asset you have – YOU.
Renew the 4 dimensions of your nature:1. Physical,2. Spiritual,3. Mental, and4. Social/emotional
“Your physical health affects your mental health; your spiritual strength affects your social/emotional strength. As you improve in one dimension, you increase your ability in other dimensions as well.”
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