Paradise by the dashboard light

‘Paradise by the dashboard light’
working with a simple PDCA cycle at
Avans University of Applied Sciences
Ellen Simons
Learning and Innovation Centre
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Learning and Innovation Centre
Avans University of Applied Sciences
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3 locations
24.000 students
103 bachelor’s programs
5 master’s programs
22 research groups
2.000 staff
1 Learning and
Innovation Centre
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Den Bosch
Breda
Tilburg
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Avans University of Applied Sciences
Learning and Innovation Centre
Executive
board
Staff
19 Schools
- Engineering & ICT
- Business
- Law
Learning &
Innovation
Centre
4 Support Units
- ICT & Facility
management
- Health
- Finance & Student
administration
- Education
- Human Resources
- Social studies
- PR &
Communication
- Art
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Learning and Innovation Centre
Organizational chart
Learning and Innovation Centre
Consultancy (13 fte)
Research & Evaluation (5 fte)
Quality management &
Organizational development (6 fte)
Management
Virtual Learning Support (9 fte)
Information Provision & Collection
Management (27 fte)
90 fte’s
120 staff working in
Breda, Den Bosch and
Tilburg
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Services & Support (11,5 fte)
Information Services (8 fte)
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Learning and Innovation Centre
Aim PDCA-cycle
• Streamlining
• Discipline
• Transparancy
Diagram by Karn G. Bulsuk
(http://blog.bulsuk.com)
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Learning and Innovation Centre
Quality system
• Basic quality system (2009- )
–Implement PDCA-cycle parallel to P&C-cyclus Avans
–Perspectives of the Balanced Score Card required
• Institutional audit in 2013
–quality assurance systems of the support
departments critically examined
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Learning and Innovation Centre
Plan: Design or revise business
process components to improve
results
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Learning and Innovation Centre
Planning process Businessplan
Mission/goals Avans
Hippocampus
Avans
& ICT
Long-term
policy
Avans
Plans
2011-2014
Schools
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Businessplan
LIC
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Learning and Innovation Centre
Business Plan 2011
Vision
Mission
Targets
Strategy
Targets
+
Business
Plan
2011
Results
Activity
budget
Staff planning
2011-2014
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Learning and Innovation Centre
From Business Plan to team activity Plans
Vision
Mission
Targets
Strategy
Training
Businessplan
2011
Formation
Teamactivity
plans
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Learning and Innovation Centre
Business Plan 2011
Vision
Mission
Targets
Strategy
Targets
Results
+
Business
Plan
2011
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Activity
budget
Staff planning
2011-2014
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Learning and Innovation Centre
Old: regular budget 2010
Example: team Information Services
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Learning and Innovation Centre
New: Activity budget 2010:
team Information Services
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Learning and Innovation Centre
Do: Implement the plan and
measure its performance
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Learning and Innovation Centre
Janssen, Paula
Timesheet June 2010
Activities
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Total hours
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Learning and Innovation Centre
New: Activity budget 2010:
team Information Services
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Learning and Innovation Centre
Check: Assess the measurements
and report the results to decision
makers
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Learning and Innovation Centre
Accountability
Discussion
Executive board Avans
Management LIC
Team-managers LIC
Staff LIC
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Learning and Innovation Centre
Introducing the dashboard
• Overview of performance figures on a
quarterly basis
• More effective way of reporting
• Accountability of
– Meeting specified goals
– Realization Business Plan
• Goals and results on the basis of
agreed performance indicators
• General dashboard for executive board
and internal dashboards per team
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Internal/
Organization
perspective
Learning and Innovation Centre
Financial
perspective
Customer
perspective
Critical
Success
Factor
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Innovative/
learning
Critical perspective
Success
Factor
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Learning and Innovation Centre
Dashboard: Customer perspective
• Goals and activities focussed on
customers
• Xplora/Learning Centre:
–Customer satisfaction Xplora
–Total visitors
• Virtual Learning Environment
‘Blackboard’
– Customer satisfaction
–Total visitors Black Board
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Learning and Innovation Centre
Dashboard: Customer perspective
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Learning and Innovation Centre
Dashboard: Financial Perspective
• Staff in fte’s
–Permanent and temporary
–Total available fte’s
–Flexible part fte’s
–Average staff costs
• Regular operation cost
–Staff costs
–Total regular income
–Total regular expenses
–Achieved operating-balance
–Projects
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Learning and Innovation Centre
Dashboard: Financial perspective
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Learning and Innovation Centre
Dashboard: Internal perspective
• Hours registered
• Percentage of hours
spent
• Reduce absenteeism
• Employee satisfaction
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Learning and Innovation Centre
Dashboard: internal perspective: hours
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Learning and Innovation Centre
Dashboard: internal perspective: percentage
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Learning and Innovation Centre
Activities Learning and Innovation Centre
Plus services
General
Innovation
projects
Business
Training
Services
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Learning and Innovation Centre
Dashboard: Innovative/learning
perspective
• Goals and activities in
Business plan focused
on innovation
• Number of visited
conferences
• Number of external
presentations
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Learning and Innovation Centre
Dashboard: Innovative/learning perspective
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Learning and Innovation Centre
Act: Decide on changes needed to
improve the process
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Learning and Innovation Centre
Plan: Design or revise business
process components to improve
results
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Learning and Innovation Centre
Near future 2011-2012
• Introduction of analysis and reflection according to
the C of the PDCA-cycle
• Preparation institutional audit in 2013
–quality assurance systems of the support
departments critically examined
• Enhanced quality
–Where do we want to excel?
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What users conclude
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Learning and Innovation Centre
“ It's a iterative working routine
that is constantly improved, which
for me as a member of the board
is getting more convenient all the
time and allows me to understand
where the LIC stands and where
it is headed”.
drs. M.M.J. Kamsma MBA/MBI
Member executive board
Avans University of Applied Sciences
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Learning and Innovation Centre
“It's trustworthy if an organization
as LIC governs her own processes
in enough detail to see things they
ought to see for their own sake,
and mature enough for me to give
understanding how things develop
in risk and control as
a whole”.
Henri Vossen
Concern Controller
Avans University of Applied Sciences
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Learning and Innovation Centre
“The situation changes
daily, so you've got
to keep
your finger
on the pulse”.
Rien Brouwers
Director
Learning and Innovation Centre
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Learning and Innovation Centre
“The PDCA
gives me clarity
and
overview”.
Linda Brouwers
Teammanager
Learning and Innovation Centre
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Learning and Innovation Centre
"Working with the PCDAcycle provides insight,
information and guidance
about my team.
It promotes making
strategic choices”.
Sandra Brocx
Teammanager
Learning and Innovation Centre
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Learning and Innovation Centre
Fear: “I didn't know I spend that
incredible amount of hours on
information skills workshops”.
Relief : “I spend much more time than I
thought on advising schools”.
Insight: “I really need to delegate
some activities, organize them
Niek Van Hoof-Verhagen
Information specialist
differently or even stop
some activities”.
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Learning and Innovation Centre
“Necessary adjustments
to processes can now be
based on objective
information”.
Ellen Simons
Deputy Director
Learning and Innovation Centre
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Learning and Innovation Centre
Recommendations
• Keep it simple
• Don’t use it as a topdown control
instrument for staff
• Produce a factsheet
with facts & figures!
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Learning and Innovation Centre
Further Information:
 Ellen Simons
E-mail: pmg.simons@avans.nl
 Slideshare
http://www.slideshare.net/pmgsimon/
 Facts and Figures Learning and Innovation
Centre 2010
http://lic.avans.nl/index.php/en/over-het-lic/factsand-figures
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