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3 - CAUBO

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Assignment Contract L’a1ribu4on de contrat
Juin -­‐ June 2016
1
Agenda
What Why How
Take Aways
2
What is Assignment Contract
• The act of assigning a faculty workload obliga<on (assignment) and related benefits (compensa<on)
Contract =
Assignment
(Course, Ac4vity,…)
+
Incumbent
+
Contract Type
+
Load Period
+ Load
(Prof)
3
Agenda
What Why How
Take Aways
4
Path to the Post-­‐Informa4on Age
Stone Age
Electronic Age
Informa4on Age
Access
Electronic Access
Data
5
Digi4ze and Digitalize
LEARNING
Smart Campus Flexible Learning
Digitalize
Focus on Transforma4onal Services
ADMINISTRATIVE
TRANSFORMATIONAL
Digi<ze
6
Why?
• Manual process – Spreadsheet and individual Word leKers – Duplica<on of data (between academic and payroll) • Non-­‐standardized workload assignments – Minimize freelancing • Adherence to collec<ve agreement – reduce arbitra<ons and legal cost – reduce overpayments • No electronic workload audit
7
LEAP: High Level Project Plan
Audit
Plan
Phase 1 Phase 2
Synop4x
Biz Analy4cs
GL
ODS
HR Workflows HR Module
Assign. Cont.
Q3
Q4
2012
Q1
Q2
Phase 3
Recruitment
Academic Model
Q3
Q4
2013
Q1
Q2
Q3
Q4
2014
C O R E
eDir
EFT
Timetabler
eForms
DCU Course Sec4on
eForms
WebUI
eForms
8
Agenda
What Why How
Take aways
9
Before You Start …
Know your workflows!
10
Decide on Ownership
• Who owns it? – Administra<on or Academic? – What is at stake and for who?
11
Before you start…
ALIGNMENT
System: • Student System -­‐ Courses • HROD -­‐ Hiring & On-­‐boarding • HROD -­‐ compensa<on
People: • HR, FIN, IT • Faculty (dean, chairs, academic admins) • Faculty union
12
Alignment of Workload Assignments
• How did we do it? Examples…
13
Other Recommenda4ons
14
Big Picture
Academic
Administra4on
Classes
HROD
Scheduler
Compensa<on
Curriculum
Faculty
Assignment
Contract
Finance
Legal
Faculty Associa<on
Workload Assignment
15
Secondment Highly Recommended
• Faculty Admins • Project Owner (HR)
16
Sell Sell Sell
17
Change, Refine, Transform
• Change old process – we were never concerned to aKach prof to course un<l grading! Oops • Now done in advanced of the course star<ng • LUFA CA refined – Standardized and transparent! • Transform culture to student-­‐focus • We now collect the data and plan!
18
Change
Assignment Workflow
Important Dates
November
1
December
1
15
January
15
FINAL CELP Submission Important Milestones
Timetable Planning Begins
First DRAFT (CELP will consider Revised DRAFT requests received Timetable Timetable before Dec. 1st for and and Workload
course offered in Workload the next academic year)
Registrar
Chairs & Directors
Deans
February
15
FINAL CELP Approval
Chair/Dir Sends FINAL Timetable and Workloads to Deans
March
2
April
1
1
May 5
June
16
19
Dean Sends Chair/Dir Workload LeKer FINAL Sends to Dean Courses to Faculty Timetable Registra4on Appointment Open to Member to Opens Considera<ons Sessionals Courses Open to Registrar
F/W Sessionals (external)
Sessionals (internal)
(internal)
30
Chair/Dir Dean Sends Sends to Dean Offers of Appointment Appointment Considera<ons to Sessional F/W Sessionals Members (external)
(Fall term)
Reg Sends Last Year’s Timetable to Deans/Chairs
Revised DRAFT FINAL APPROVED Timetable Timetable & Course and Workload Recommenda<on Master
Recommenda<on on Workloads
Chair/Dir Send DRAFT to Dean
DRAFT <metable and workload recommenda<ons for discussion
FT Workload Assignment
Professors
Input into Colleague
Students
Registra4on
19
Changement
Déroulement des ac4vités touchant l’horaire et les charges de travail
Dates importantes
Étapes clés
Secrétaire général (SG)
Directeurs et directrices
Doyens et doyennes
1er novembre
1er
15
décembre
15
janvier
15
février
2
mars
Soumission finale Approba<on au CPF (qui finale du CPF
Début de la 1ère Ébauche révisée Horaire examinera l
es planifica<on ébauche de l’horaire et Les directeurs défini4f demandes reçues de Horaire et avant le 1er déc. pour des charges envoient la présenté l’horaire charges les cours offerts à la de travail
version défini4ve au SG
de travail prochaine année des cours
de l’horaire et des scolaire)
charges de travail
1er
avril
1er
5
mai 19
30
juin
Les directeurs Les directeurs Cours envoient aux envoient aux ouverts doyens la liste Début des doyens la liste aux des chargés de inscrip4ons des chargés de chargés de course cours (internes) cours (externes) Cours ouverts aux chargés de cours proposés pour (externes)
proposés (internes)
A/H
pour A/H
Les doyens envoient la leKre touchant la charge de travail aux membre du corps professoral Le SG envoie l’horaire de l’an dernier aux directeurs et doyens
Les directeurs envoient l’ébauche aux doyens
16
Les doyens envoient les offres d’empli aux chargés de cours (trimestre d’automne)
Recommanda<on Version défini4ve des Version recommanda<ons approuvée de touchant l’ébauche révisée de l’horaire touchant l’horaire et l’horaire maître et des charges de travail les charges de travail
des cours
Discussion des recommanda<ons touchant l’ébauche de l’horaire et des charges de travail
Affecta<on des charges de travail à PT
Corps professoral
Popula4on étudiante
Saisie dans Colleague
Inscrip4ons
20
Agenda
What Why How
Take Aways
21
3
Person years
22
ROI, 1st Year
50
%
efficiency
23
ROI, 1st Year
10
%
resource efficiency
24
ROI, 1st Year
??
%
student experience
25
Addi4onal Benefits
» Alignment of workload assignment between Faculties
» Automated workload letters – reducing admin workload and
eliminating inconsistencies
» ~ 2 months earlier Student Registration
» Faculty tracking – historical data of workload with system report
» Savings from over-payments
» Reduced union grievances
» actual load value; no buffering; …
» 100% transparent - no hiding
» (More) Accurate ministry reporting
26
Agenda
m
m
u
S
What Why y
r
a
How
Take Aways
27
Summary
Be1er Measures
Be1er Outcomes
28
Summary
Plan a budget …
… not budget the plan.
29
Thank you
Miigwech
Merci
30
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