Power of Partnership

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VPF Community Forum Working Toward Innovative
Solutions March 17, 2009
Many hands make light work - Irish Proverb
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Agenda

• Task Force at Work
• Report on the work of the Institute-wide Planning
  Task Force
• Israel Ruiz, Member of Task Force Coordinating
  Team
• Collaboration Through Technology
• Community innovation and the MIT Idea Bank
• Michael Faber, Advisor, Office of the President
• Tools for Action
• Two tools to simplify and streamline work
• Margaret Ann Gray, Director, Organization
  Employee Development
• Dialogue Use Less, Gain More
• Transforming the way we operate by transitioning
  to paperless systems
• Discussion facilitated by Margaret Ann Gray,
  Director, Organization Employee Development

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Task Force at Work

• Report on the work of the Institute-wide Planning
  Task Force
• Israel Ruiz, Member of Task Force Coordinating
  Team

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Task Force Charge

• Review and analyze current practices and
  expenditures that support the Institutes mission
  and operations.
• Identify
• Activities or operations closely aligned with
  MITs 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

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Task Force Structure
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Process Phase 1

• February - 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

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Process Phase 2

• July - 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

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Information Gathering

• Working Groups brainstorming
• Information gathering interviews with faculty,
  staff, students
• Outreach to groups across community
• MIT Idea Bank

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Overarching Themes
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Collaboration Through Technology

• Community innovation and the MIT Idea Bank
• Michael Faber, Advisor, Office of the President

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http//web.mit.edu/instituteplanning
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http//ideabank.mit.edu
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Emerging Themes

• 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

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Categories
Provide e-statements for direct deposited
salary Submitted by vonbosau_at_MIT.EDU 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 expenses Submitted by rvalerdi_at_MIT.edu Cat
egorized 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.
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Top Rated Ideas
Examine how depts. use internal v. external
vendors
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Tools for Action

• Two tools to simplify and streamline work
• Margaret Ann Gray, Director, Organization
  Employee Development

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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
  lthttp//web.mit.edu/hr/oed/bpigt

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A High Level Sketch of BPI at MIT
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MITs ltName for the Processgt(BPI Lite)

• Adapting GEs 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 GEs Process Looks Like for GE
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Reasons MIT Leaders May Want to Use ltName of
Processgt

• 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 MITs BPI process.
  Those who use it gain transferrable skills.
• For more information on MITs BPI process go to
  lthttp//web.mit.edu/hr/oed/bpigt

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MITs Next Steps for ltName of Processgt

• March
• Understand GEs 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

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The person who brings a story to you will take
two away from you - Irish Proverb
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DialogueUse Less, Gain More

• Transforming the way we operate by transitioning
  to paperless systems
• Discussion facilitated by Margaret Ann Gray,
• Director, Organization Employee Development

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Discussion Guide

• Idea Generation
• Automate Paper-based Systems
• Stop Printing
• Opt-in, Opt-out
• Forces for, Forces Against

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Idea Generation

• Automate Paper-based Systems
• Self service pay-stubs
• Room scheduling

• Stop Printing
• Telephone directories
• Statement of accounts

• Opt-in, Opt-out
• Tech Talk
• Newsletters

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Forces For
Forces Against

• Example
• Long-term operational savings

• Example
• Upfront investment needed

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A good beginning is half the work - Irish Proverb
VPF Community Forum Working Toward Innovative
Solutions