studionext finance
DESCRIPTION
Studio Next is a laboratory shared by several design disciplines at UArts who are actively exploring collaboration. The studio is conceived of as a working prototype for new models, initiatives, and pedagogical strategies for design education at UArts. The following blogs document the progress of various case studies developed through partnerships in the business and non-profit sectors.TRANSCRIPT
StudioNextintra-disciplinary design at uarts
The following document is a sample from one the 5 projects run during StudioNext.
This presentation showcases the project run with StudioNext and the Finance Department at The University of the Arts in Philadelphia.
This presentation was developed at the end of an intensive 6 weeks of work which has generated 5 separate project areas that will continue to be explored in the following year.
StudioNextintra-disciplinary design at uarts
The Finance Office Project
Finance Projectteam and purpose
The ProjectBy better understanding internal processes and relationships with the larger campus community, this partnership aims to identify opportunities for continuous innovation in the Finance Office.
The Team• 3 MID 2nd year students• 2 MID 1st year students• 4 ID senior year students• 2 Multimedia senior year students
StudioNextIntra-disciplinary design at UArts
What we already knew
Macro• America is experiencing an economic downturn.• People have less money to spend on education.• Continuing education institutions feel the “pinch”
Micro• UArts had reduced tuition income, state funds and donations.• The Finance Office has made campus-wide cut backs in wages, benefits, and budgets.• The Finance Office has let a number of employees go.
Initial Impressionsloaded project
Researchinterviewing
Regina
Lyn
Researchinterviewing
Rosemary
Researchinterviewing
Mirna
Researchinterviewing
Bill
Researchinterviewing
Researchinterviewing
Linda Barbara
Analysischaracter profiling
Barbara
Analysischaracter profiling
Analysischaracter profiling
Analysischaracter profiling
Analysischaracter profiling
Analysisfinding common threads
Analysiscommon threads
Analysisfocus areas
Analysisbrainstorming
Analysisbrainstorming
Analysisfocus mapping
Analysisfocus diagraming
SENSEMAKING WAYFINDING
Finance Office Clients
Documents
Language
Interaction
Roles
Space
Design Initiative Blueprintsfocus areas and first steps
Internal Finance Office
External Clients
Roles
Language
Documents
Space
Interactions
Staff Roleswhat part do they play?
StudioNextIntra-disciplinary design at UArts
Role Confusion• who do I go to?
Role Allocation• is this my job?
Role Definition• payroll or purchasing?
“The department feels scattered.”
“After the department got smaller, roles haven’t been written or defined.”
“The department is like an emergency room.”
“Everything would be successful if people just followed the rules.”
“Roles haven’t been strictly written or defined.”
StudioNextIntra-disciplinary design at UArts
StudioNextIntra-disciplinary design at UArts
Staff Roleswhere do they stand?
Role Confusion• who do I go to?
Role Allocation• is this my job?
Role Definition• payroll or purchasing?
Staff Rolessimilar responsibilities
StudioNextIntra-disciplinary design at UArts
Staff Rolessimilar obstacles
StudioNextIntra-disciplinary design at UArts
Staff RolesPage title goes here
StudioNextIntra-disciplinary design at UArts
Staff Rolesrole confusion
StudioNextIntra-disciplinary design at UArts
StudioNextIntra-disciplinary design at UArts
Staff Roleswhose job is this?
StudioNextIntra-disciplinary design at UArts
Staff Rolesrole allocation
StudioNextIntra-disciplinary design at UArts
StudioNextIntra-disciplinary design at UArts
Staff Rolesrole definition
Goals for role allocation and definition:
• To promote trust within their workplace.
• To function with a greater sense of responsibility.
• To elevate internal clarity.
• To have appreciation for their jobs roles in the UArts community.
• To initiate boundaries between roles.
Language
StudioNextIntra-disciplinary design at UArts
Languageresearch
Languageresearch
RIGHT BRAIN LANGUAGELEFT BRAIN LANGUAGE
Languageresearch
Languagecreating a new language
Languageinfographic communication
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$= 100K
Annual Budget411K
Annual Actual623K
Extra Surplus+212K
Languageinfographic communication
Operating Revenue-804K
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+19KNet tuition andfees for credit
+79KAuxiliary enterprises
-207KNet tuition and fees
for Cont. Studies
-461KAnnual fund
-166KOther investment
income
Languageinfographic communication
-135KGrad assistants/student employment
+475KNo Jan 1st salary increase
+405KHiring freeze
+84KContinuing Studiessavings
+200KReserved funds from Operations/IT
THE UNITED STATES OF AMERICA
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+Saved Expenses
+1016KOperating Revenue
-804K
THE UNITED STATES OF AMERICA
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$
THE UNITED STATES OF AMERICA
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100100 100
100ONE HUNDRED DOLLARS
$
THE UNITED STATES OF AMERICA
100
100100 100
100ONE HUNDRED DOLLARS
$
+19KNet tuition andfees for credit
+79KAuxiliary enterprises
-207KNet tuition and fees
for Cont. Studies
-461KAnnual fund
-166KOther investment
income
Languageinfographic communication
-135KGrad assistants/student employment
+475KNo Jan 1st salary increase
+405KHiring freeze
+84KContinuing Studiessavings
+200KReserved funds from Operations/IT
THE UNITED STATES OF AMERICA
100
100100 100
100ONE HUNDRED DOLLARS
$
THE UNITED STATES OF AMERICA
100
100100 100
100ONE HUNDRED DOLLARS
$
THE UNITED STATES OF AMERICA
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100ONE HUNDRED DOLLARS
$
THE UNITED STATES OF AMERICA
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THE UNITED STATES OF AMERICA
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100ONE HUNDRED DOLLARS
$
THE UNITED STATES OF AMERICA
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100100 100
100ONE HUNDRED DOLLARS
$
THE UNITED STATES OF AMERICA
100
100100 100
100ONE HUNDRED DOLLARS
$
THE UNITED STATES OF AMERICA
100
100100 100
100ONE HUNDRED DOLLARS
$
+Saved Expenses
+1016KOperating Revenue
-804K
THE UNITED STATES OF AMERICA
100
100100 100
100ONE HUNDRED DOLLARS
$
THE UNITED STATES OF AMERICA
100
100100 100
100ONE HUNDRED DOLLARS
$
THE UNITED STATES OF AMERICA
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100100 100
100ONE HUNDRED DOLLARS
$
THE UNITED STATES OF AMERICA
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100100 100
100ONE HUNDRED DOLLARS
$
THE UNITED STATES OF AMERICA
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100ONE HUNDRED DOLLARS
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100100 100
100ONE HUNDRED DOLLARS
$
THE UNITED STATES OF AMERICA
100
100100 100
100ONE HUNDRED DOLLARS
$
THE UNITED STATES OF AMERICA
100
100100 100
100ONE HUNDRED DOLLARS
$
+19KNet tuition andfees for credit
+79KAuxiliary enterprises
-207KNet tuition and fees
for Cont. Studies
-461KAnnual fund
-166KOther investment
income
Extra Revenue+212K
THE UNITED STATES OF AMERICA
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100100 100
100ONE HUNDRED DOLLARS
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=
Languagetelling the story the right way
Presentation Checklist
• What are my goals and issues?
• Remember: carrots and sticks don’t work?
• How can we all address these goals/issues?
• Outline key point in handouts.
• Start positive, end positive.
First steps towards a common language
• October 14th financial “State of the Union” presentation.
• Informed conversation can start to take place.
• Proactiveness in managing and making budget decisions.
• Simple graphical tools or plug-ins for programs such as Excel.
Languagefuture
StudioNextIntra-disciplinary design at UArts
Documents
StudioNextIntra-disciplinary design at UArts
Documentsanalysis of research
• 5 out of 6 employees cited paperwork as an everyday obstacle• Common issues were identified through the interview process
Obstacles presented:• Unidentified sorting system• Crosschecking signatures• Repeat mistakes by repeat offenders• 1/3 of paperwork is missing or incorrect• Missing or incorrectly filed paperwork• No space for excess paperwork• Paper chasing
StudioNextIntra-disciplinary design at UArts
Documentsanalysis of research
• How are these obstacles created?• What has been implemented to solve them?
Current Cause and Solutions
Cause: Similarities of paperwork causes confusion in documents. Solution: Adjust the form to adapt to the problem.
Cause: Misinterpretation of required fields due to lack of defined hierarchy. Solution: People chasing for prolonged periods of time
Cause: Undefined structure of processing paperwork.Solution: “The Bin”
StudioNextIntra-disciplinary design at UArts
Documentswhere do we go from here?
• Establish a baseline intervention point to simplify document processes • Create a language through documentation that will change habits
StudioNextIntra-disciplinary design at UArts
Documentsidentifying common obstacles
• Examining current state of form layouts
• Identifying points of intervention needed to create a new language and form new habits
Observed Obstacles:• Lack of ability to identify required and important information
• Inconsistency between varying form titles
• Inability to determine a hierarchy structure through from progression
• Absence of instructional guidance
• Unaccounted path for form submittal
StudioNextIntra-disciplinary design at UArts
TO: Staff Accountant
FROM: -
DATE:
CHARGE CREDIT
JE
#
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
Explanation: ____________________________________________________________________
____________________________________________________________________
THE UNIVERSITY OF THE ARTS
Department Approval (between depts.)
* If reclassing expenses between departments, the department being charged must sign below *
EXPENSE RECLASSIFICATIONS
ACCOUNT NUMBER
Department
Documentsidentifying common obstacles
StudioNextIntra-disciplinary design at UArts
TO: Staff Accountant
Ext. 6184
FROM: -
DATE:
INCREASE DECREASE
BU
#
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
Explanation: ____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
THE UNIVERSITY OF THE ARTS
BUDGET TRANSFERS
ACCOUNT NUMBER
Department
*** Budget transfers are for your accounts only - no transfers between departments ***
TO: Staff Accountant
FROM: -
DATE:
CHARGE CREDIT
JE
#
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
______ - ______ - ____________ - ____________ $__________ $__________
Explanation: ____________________________________________________________________
____________________________________________________________________
THE UNIVERSITY OF THE ARTS
Department Approval (between depts.)
* If reclassing expenses between departments, the department being charged must sign below *
EXPENSE RECLASSIFICATIONS
ACCOUNT NUMBER
Department
• Examining current state of form layouts • Identifying points of intervention needed to create a new language and form new habits
Observed Obstacles:• Lack of ability to identify required and important information
• Inconsistency between varying form titles
• Inability to determine a hierarchy structure through from progression
• Absence of instructional guidance
• Unaccounted path for form submittal
Documentsidentifying common obstacles
StudioNextIntra-disciplinary design at UArts
RUSH [ ] mark this box if Check should be held
Vendor ID Due Date
Voucher # Voucher #
INVOICE PAYMENT REQUEST FOR:
Orders under $200 placed without a P.O. or
Subscriptions, Memberships, other Misc. payments
Date: Distribution Information
Name: American Express Fund Source Dept Account Amount
Address:
Address:
Address:
Social Security #:
Purpose:
Dept. Head Approval:
Adv. Bal. Approval:
Finance Approval:
Total -$
Name of person picking up check (other than payee) *
* All checks not picked up within 7 days of issuance will be mailed
(STAPLE LARGER INVOICES AT THE BACK)
*** PLEASE MAKE COPIES FOR YOUR DEPARTMENT PRIOR TO SENDING PAPERWORK TO FINANCE ***
FOR OFFICE USE
American Express Check Request Form
STAPLE SMALL INVOICES HERE
• Examining current state of form layouts
• Identifying points of intervention needed to create a new language and form new habits
Observed Obstacles:• Lack of ability to identify required and important information
• Inconsistency between varying form titles
• Inability to determine a hierarchy structure through from progression
• Absence of instructional guidance
• Unaccounted path for form submittal
Documentsidentifying common obstacles
StudioNextIntra-disciplinary design at UArts
Vendor Name Description Price Quote
If no bids have been solicited, please justify vendor selection in the space below:
The University of the ArtsCompetitive Price Quotes
• Examining current state of form layouts
• Identifying points of intervention needed to create a new language and form new habits
Observed Obstacles:• Lack of ability to identify required and important information
• Inconsistency between varying form titles
• Inability to determine a hierarchy structure through from progression
• Absence of instructional guidance
• Unaccounted path for form submittal
Documentsidentifying common obstacles
StudioNextIntra-disciplinary design at UArts
THE UNIVERSITY OF THE ARTS
CHECK REQUEST
Date: Distribution Information
Name: Fund Source Dept Account Amount
Address:
Address:
Social Security #:
Dept. Head Approval:
Advance Bal. Approval:
Finance Approval:
Total
Please complete the following information in reference to your cash advance and submit to Accounts Payable.
Department:
Purpose:
Date of Travel:(if applicable)
Amount:
Date needed:
Employee Signature:
CASH ADVANCE REQUEST
• Examining current state of form layouts
• Identifying points of intervention needed to create a new language and form new habits
Observed Obstacles:• Lack of ability to identify required and important information
• Inconsistency between varying form titles
• Inability to determine a hierarchy structure through from progression
• Absence of instructional guidance
• Unaccounted path for form submittal
Documentscreating a language
Language
• Developing a standard format through color and symbols to change habits and the way people interpret information
• Pairing highlighted and altered font sizes for all dates, signatures, and specialized information with already established recognizable symbols to indicate required information
• Standardizing format of titles to create an easily referenced document
• Introducing the use of brackets to create a hierarchy and provide instructional guidance
• Creating a standard format for form submittal information to be used in conjunction with established roles
StudioNextIntra-disciplinary design at UArts
Amsterdam Airport SchipholMijksenaar
Documentsintervention
StudioNextIntra-disciplinary design at UArts
Documentsintervention
StudioNextIntra-disciplinary design at UArts
RUSH [ ] mark this box if Check should be held
Vendor ID Due Date
Voucher # Voucher #
INVOICE PAYMENT REQUEST FOR:
Orders under $200 placed without a P.O. or
Subscriptions, Memberships, other Misc. payments
Date: Distribution Information
Name: American Express Fund Source Dept Account Amount
Address:
Address:
Address:
Social Security #:
Purpose:
Dept. Head Approval:
Adv. Bal. Approval:
Finance Approval:
Total -$
Name of person picking up check (other than payee) *
* All checks not picked up within 7 days of issuance will be mailed
(STAPLE LARGER INVOICES AT THE BACK)
*** PLEASE MAKE COPIES FOR YOUR DEPARTMENT PRIOR TO SENDING PAPERWORK TO FINANCE ***
FOR OFFICE USE
American Express Check Request Form
STAPLE SMALL INVOICES HERE
Documentsfuture applications
Once people understand and form new habits these documents can be transferred digitally playing off the habits created
From Analog to DigitalBeing able to transfer from analog to digital will further evolve the efficiency of the finance office. Once a intuitive language has been established, users will easily transition into this new format by applying their already learned habits. There are various options available that could be implemented with the documents in the finance office for a inexpensive and seamless transition.
StudioNextIntra-disciplinary design at UArts
Wufoo.comNeat ReceiptsNRI
Workspaceunderstanding
StudioNextIntra-disciplinary design at UArts
Workspaceawareness
More than 30% of theirquotes involved space.
Workspaceanalyzing information
“This place is in chaos”
“It’s like an emergency room”
“The department feels scattered”
“Our space doesn’t work well”
“We feel separated”
“Noise can be a problem”
“Some days we just run back and forth”
Workspaceopportunity identification
Recent restructuring has led to three separate finance office locations.
Major Struggles:• physical separation• emotional separation• duplicate effort• feel pushed aside & buried• need more resources
Second Floor
“This place is in chaos”
“It’s like an emergency room”
“The department feels scattered”
“Our space doesn’t work well”
“We feel separated”
“Noise can be a problem”
“Some days we just run back and forth”
Workspaceexisting condition
the back office
Workspaceexisting condition
Workspacebuild your space
Action Research• Opportunity for learning and understanding• Personal investment in design• Physicality of interacting with the space• Map how existing space could be rearranged
Workspacegoals and strategy
Shared UnderstandingPhysical:• linear work surfaces• greater scanning options• zone work areas• noise consideration• proximity to other finance offices
Emotional:• integrated into university community• supported and valued• include art in space • more ownership
Action Research• Opportunity for learning and understanding• Personal investment in design• Physicality of interacting with the space• Map how existing space could be rearranged
StudioNextIntra-disciplinary design at UArts
Interactionfaces of finance
this place is in chaos
like shoveling coal at the bottom of the Titanic
don’t feel [we are given] enough appreciation
this is a job I love to hate
like the bottom of the pyramid; people get crushed
department feels scattered
Mirna
Regina
Jackie Lyn
Rosemary
Bill
Interactionnature of isolation
Interactionnature of isolation
StudioNextIntra-disciplinary design at UArts
Interactionsgotcha!
Interactiongotcha!
What is it?• develop better relations workplace• increase camaraderie• boost morale• self-starting acknowledgement• internally supported
How it works• tactile acknowledgement• discretionary staff system• can accrue Gotcha’s• supported by managers• implemented by staff• creating a more positive internal culture
Interactionsfuture
Future aspirations
• Encouragement of positive interactions.
• Public acknowledgement that boosts morale.
• Involvement of the larger campus community.
• A digital “Gotcha” system.
StudioNextIntra-disciplinary design at UArts
Roles
Language
Documents
Space
Interactions
Design Initiative Blueprints for the Finance Officeareas and first steps
StudioNextIntra-disciplinary design at UArts