Office of the Vice President for FinanceMassachusetts Institute of Technology
VPF Community Forum:Working Toward Innovative Solutions
March 17, 2009
Many hands make light work- Irish Proverb
Office of the Vice President for FinanceMassachusetts Institute of Technology
Task Force at WorkReport on the work of the Institute-wide Planning Task ForceIsrael Ruiz, Member of Task Force Coordinating Team
Collaboration Through TechnologyCommunity innovation and the MIT Idea BankMichael Faber, Advisor, Office of the President
Tools for ActionTwo tools to simplify and streamline workMargaret Ann Gray, Director, Organization & Employee Development
Dialogue: Use Less, Gain MoreTransforming the way we operate by transitioning to paperless systemsDiscussion facilitated by Margaret Ann Gray, Director, Organization & Employee Development
Agenda
VPF Community Forum:Working Toward Innovative Solutions
Office of the Vice President for FinanceMassachusetts Institute of Technology
Task Force at WorkReport on the work of the Institute-wide Planning Task Force
Israel Ruiz, Member of Task Force Coordinating Team
VPF Community Forum:Working Toward Innovative Solutions
Office of the Vice President for FinanceMassachusetts Institute of Technology
Review and analyze current practices and expenditures that support the Institute’s mission and operations.
Identify Activities or operations closely aligned with MIT’s core mission Opportunities for efficiency and cost reduction as well as
costs/benefits of proposed operational changes Opportunities to promote environmental impact and sustainability Paths to implementation that preserve MIT's mission, values, and
culture
Task Force Charge
VPF Community Forum:Working Toward Innovative Solutions
Office of the Vice President for FinanceMassachusetts Institute of Technology
Working Group:Research
Academic
Working Group:Education
Task Force Coordination
Working Group:HR/Benefits
Working Group:Admin Processes
Working Group:IT @ MIT
Working Group:Procurement @
MIT
Working Group:Space
Administrative
Data Team
Working Group:Student Life
Student Life Revenue Enhancement
Working Group:Revenue
Enhancement
Task Force Structure
VPF Community Forum:Working Toward Innovative Solutions
Office of the Vice President for FinanceMassachusetts Institute of Technology
Process: Phase 1February - May 2009
Each Working Group collects community input Each Working Group develops prioritized list of opportunities Deliverable of each Working Group:
List of opportunities with estimated impacts
June 2009 Synthesize inputs from all Working Groups Task Force presents report to Leadership Team Receive feedback
VPF Community Forum:Working Toward Innovative Solutions
Office of the Vice President for FinanceMassachusetts Institute of Technology
Process: Phase 2July - September 2009
Each Working Group receives feedback on opportunities list Working Groups further refine list based on feedback
Highlight critical implementation issues Refine estimates of impact
Deliverable of each Working Group: Report of opportunities with estimated impacts
October 2009 Synthesize inputs from all Working Groups Task Force presents report to Leadership Team Receive feedback
VPF Community Forum:Working Toward Innovative Solutions
Office of the Vice President for FinanceMassachusetts Institute of Technology
Information Gathering
Working Groups’ brainstorming
Information gathering interviews with faculty, staff, students
Outreach to groups across community
MIT Idea Bank
VPF Community Forum:Working Toward Innovative Solutions
Office of the Vice President for FinanceMassachusetts Institute of Technology
Overarching Themes
VPF Community Forum:Working Toward Innovative Solutions
Optimize Share Stop
Fewer Leverage
Simplify Automate Reduce
Office of the Vice President for FinanceMassachusetts Institute of Technology
Collaboration Through TechnologyCommunity innovation and the MIT Idea BankMichael Faber, Advisor, Office of the President
VPF Community Forum:Working Toward Innovative Solutions
Office of the Vice President for FinanceMassachusetts Institute of Technology
http://web.mit.edu/instituteplanning
VPF Community Forum:Working Toward Innovative Solutions
Office of the Vice President for FinanceMassachusetts Institute of Technology
http://ideabank.mit.edu
VPF Community Forum:Working Toward Innovative Solutions
Office of the Vice President for FinanceMassachusetts Institute of Technology
Emerging Themes
VPF Community Forum:Working Toward Innovative Solutions
Site Engagement Over 2,000 unique visitors Approx. 70,000 page views Average visitor views 14 pages Average visit: 7 min., 18 sec.
Idea Bank Postings 763 entries as of March 16, 2009 53% comments, 47% ideas
Office of the Vice President for FinanceMassachusetts Institute of Technology
Provide e-statements for direct deposited salarySubmitted by [email protected]
Categorized as: Administrative Processes
Currently, employees who have their salary direct deposited receive paper-copy statements mailed either through interdepartmental or US mail. Using similar software as financial institutions, could we receive e-statements instead?
Introduce electronic reimbursement deposit for travel expensesSubmitted by [email protected]
Categorized as: Administrative Processes
By continuing with the paper-intensive process of filling out travel reimbursement forms and waiting for a check to be cut MIT will continue to waste money. To resolve this, MIT could implement an online system that speeds up the process and saves administrative costs by making electronic deposits to employee bank accounts in the same way paychecks are deposited. This requires an investment in an online travel reimbursement system but the return on investment will probably be very high.
Categories
VPF Community Forum:Working Toward Innovative Solutions
Office of the Vice President for FinanceMassachusetts Institute of Technology
Examine how depts. use internal v. external vendors
Top Rated Ideas
VPF Community Forum:Working Toward Innovative Solutions
Office of the Vice President for FinanceMassachusetts Institute of Technology
Tools for ActionTwo tools to simplify and streamline work
Margaret Ann Gray, Director, Organization & Employee Development
VPF Community Forum:Working Toward Innovative Solutions
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What Is BPI? Business Process Improvement (BPI) is an approach MIT and
other organizations use to review and redesign an existing process or to design a new process
BPI is best used when the process crosses boundaries (e.g., is cross-functional)
To learn more, go to this url: <http://web.mit.edu/hr/oed/bpi>
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A High Level Sketch of BPI at MIT
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MIT’s <Name for the Process>(BPI “Lite”)
Adapting GE’s “Work-Out” Process
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What Is It?
A method for “local level” units within MIT to identify, simplify, and/or take out work. Could be a whole activity Could be a step(s) within an activity
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Who Might Use It at MIT?
Directors, AOs, managers, others who lead DLCs or offices The key is to use it at the local level
The leader is local The participants are local The solutions are local
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What GE’s Process Looks Like for GE
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Reasons MIT Leaders May Want to Use <Name of Process> MIT solves problems
This process supports creativity for quick problem solving and implementation. It also simplifies and streamlines work.
MIT is decentralized This process is best used at the local level. It also keeps those employees engaged and provides on-the-job opportunities for
professional development.
MIT has a Business Process Improvement tool which simplifies and/or takes out work when it crosses boundaries
This process connects to MIT’s BPI process. Those who use it gain transferrable skills.
For more information on MIT’s BPI process go to <http://web.mit.edu/hr/oed/bpi>
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MIT’s Next Steps for <Name of Process> March
Understand GE’s process Show to others at MIT and begin to “MIT-ize” it Recruit groups to pilot it at MIT
April Select 2-3 pilot groups Seek local coordinators/facilitators
May, June, July Conduct pilots (May 11 and 12) and further “MIT-ize” Track pilots, assess results, make upgrades to the process Support coordinators/facilitators Update BPI web site to include the new process
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Remember…
These are tools available to you BPI crosses boundaries The new process is local
One tool -- or both -- may work for some departments
(and may not work for others)
Almost all such tools can be “department-ized”
Office of the Vice President for FinanceMassachusetts Institute of Technology
The person who brings a story to youwill take two away from you
- Irish Proverb
VPF Community Forum:Working Toward Innovative Solutions
Office of the Vice President for FinanceMassachusetts Institute of Technology
Dialogue:Use Less, Gain More
Transforming the way we operate by transitioning to paperless systemsDiscussion facilitated by Margaret Ann Gray,
Director, Organization & Employee Development
VPF Community Forum:Working Toward Innovative Solutions
Office of the Vice President for FinanceMassachusetts Institute of Technology
Discussion Guide
VPF Community Forum:Working Toward Innovative Solutions
Idea Generation Automate Paper-based Systems
Stop Printing
Opt-in, Opt-out
Forces for, Forces Against
Office of the Vice President for FinanceMassachusetts Institute of Technology
Idea Generation
VPF Community Forum:Working Toward Innovative Solutions
Automate Paper-based Systems1. Self service pay-stubs2. Room scheduling
Stop Printing1. Telephone directories2. Statement of accounts
Opt-in, Opt-out1. Tech Talk2. Newsletters
Office of the Vice President for FinanceMassachusetts Institute of Technology
Forces For
VPF Community Forum:Working Toward Innovative Solutions
Example
1. Long-term operational savings
Forces Against
Example
1. Upfront investment needed
Office of the Vice President for FinanceMassachusetts Institute of Technology
A good beginning is half the workA good beginning is half the work- Irish Proverb- Irish Proverb
VPF Community Forum:Working Toward Innovative Solutions
