13th/14th september 2012, hannover dr.harald gilch/dr ...€¦ · cost for budget proceeding and...
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1
1Practical Approach: Benchmarking Administration of Northern German Universities
Benchmarking the administrations of the
Association of North German Universities
A practical approach to the different steps
Benchmarking in Higher Education. International Benchmarking Conference
13th/14th September 2012, Hannover
Dr. Harald Gilch/Dr. Thomas Schröder
2Practical Approach: Benchmarking Administration of Northern German Universities
Initial situation
Participating Universities10 universities in Northern Germany want to benchmark their administrations together with HIS.
U, HSU, HCU HamburgTU HH-Harburg
U Bremen
U Rostock U Greifswald
U Kiel
U Flensburg
U Lübeck
U, HSU, HCU HamburgTU HH-Harburg
U Bremen
U Rostock U Greifswald
U Kiel
U Flensburg
U Lübeck
Helmut-Schmidt-University, University of the Federal Armed Forces Hamburg
Ernst-Moritz-Arndt-University Greifswald
Christian Albrecht University Kiel
University of Lübeck
University of Bremen
University of Flensburg
Harbour-City-University Hamburg
Technical University Hamburg-Harburg
University of Hamburg
University of Rostock
2
3Practical Approach: Benchmarking Administration of Northern German Universities
Initiative
The project was initiated by the chancellors of the participating universities.
In a structured way the different experiences on the current situation of administration should be exchanged.
4Practical Approach: Benchmarking Administration of Northern German Universities
Project design
The project consists of two phases:
1. In phase I indicators for the different services in the administration are ascertained and compared.
2. Dependent from the indicated differences the significant processes and tasks are compared in workshops and process analysis in phase II.
3
5Practical Approach: Benchmarking Administration of Northern German Universities
Different expectations and perspectives
Expectations in the benchmarking project
Processes
Indicators
6Practical Approach: Benchmarking Administration of Northern German Universities
Project design benchmarking
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
4
7Practical Approach: Benchmarking Administration of Northern German Universities
Project design: indicator based benchmarking
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
8Practical Approach: Benchmarking Administration of Northern German Universities
Objectives
Based on indicators and comparison of processes the whole administrations of the universities should be compared and analysed.
Potentials for optimisation should be identified and their realisation should be initialised.
5
9Practical Approach: Benchmarking Administration of Northern German Universities
Project design: indicator based benchmarking
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
10Practical Approach: Benchmarking Administration of Northern German Universities
Together with universities HIS has designed questionnaires for the following administrative fields of services:
� Financial management
� Research administration
� Human resources administration
� Student administration
� Exams administration
� International office
� Facility management
� IT management, Public relations, Other administration
Questionnaires for indicator based benchmarking
6
11Practical Approach: Benchmarking Administration of Northern German Universities
Phase I: Questionnaire benchmarkingactual value
Target date:
31.12.2008
Target 2009
Staffregister only, when
deviation from
actual cost
1 2 3 4
Superior and cross sector tasks
management functions
secretary tasks
Annotations:
Administration of applications
Annotations:
Administration of admissions
Annotations:
Administration of enrolments
Annotations:
Administration of students
Annotations:
Explanation: This includes the tasks capture resp. additional demand of application data, admission reply (admission including check of Qualification for Admission to Higher Education,
Move-up processes, selectice conversations, participation in suitability-discovery processes, plaint processes (legwork), admission processes for non-fundamental courses of studies)
Explanation: This includes the tasks conceptual authoring of data (Print/Internet) for educational residents/-foreigners, compilation/ shipping/issuance/display of application papers
Explanation: This includes all tasks carried out in management functions (e. g. quality assurance, strategic planning, outerrepresentation) resp. in "traditional" tasks of secretary's office
(office, antechamber).
estimated cost in full-time equivalent
Product/Task Name of department/
section (optinally more than one) , where the task is
carried out
Explanation: This includes the tasks conceptual authoring of data (Print/Internet) for educational residents/-foreigners, data entry, financial contribution and dues
Explanation: This includes the tasks re-registration, exeat, exmatriculation, change of subject resp. course of studies
12Practical Approach: Benchmarking Administration of Northern German Universities
Project design: indicator based benchmarking
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
7
13Practical Approach: Benchmarking Administration of Northern German Universities
Data processing.
product areaspersonnel
expenditurein %
General management 6,25 FTE 12,8%
Budget affairs 9,47 FTE 19,5%
cost for budget planning 2,34 FTE 4,8%
cost for budget proceeding and accounting 3,83 FTE 7,9%
cost for costs and activity accountings 3,30 FTE 6,8%
Accountings and payment-related issues 19,15 FTE 39,4%
costs for invoice processing 3,78 FTE 7,8%
costs for income entry 5,06 FTE 10,4%
costs for cashbook keeping 4,72 FTE 9,7%
University
mean value median
(1) budget resources [i n €] 77.592.533 € 126.823.310 127.800.000
(2) thi rd-party funds [in €] 15.915.731 € 30.496.339 29.430.000
(3) budget res ources and thi rd-party funds [in €] 93.508.264 € 157.313.808 157.230.000
(4) number of di fferent accounts 0 7.446 4.535
(5) number of accounti ngs for the budget year 167.974 142.704 149.880
(6) Number of appointments of funds 30.737 13.259 6.583
(7) number of accounts pa yment orders 22.272 67.231 46.846
(8) number of rece iva bles postings 4.889 8.750 9.282
basic numbers University
Comparison
14Practical Approach: Benchmarking Administration of Northern German Universities
Data processing
Indicators budgeting
central administrationmean value median
(1) FTE general management to FTE financial management 13,2% 8,4% 7,4%
(2) budget resources volume and third-party funds volume to FTE financial
management1.976.083 € 7.185.410 € 5.848.823 €
(3) budget resources and third-party funds to FTE budgetary matters 10.760.445 € 51.847.542 € 40.453.507 €
(4) budget resources volume to FTE budgetary matters 8.928.945 € 41.982.959 € 35.237.634 €
(5) third-party funds part on the overall budget [in %] 17,0% 18,1% 16,8%
(6) numbers of bookings to different accounts 63 23
(7) part of internal transfers to bookings 1,8% 16,8% 17,0%
(8) part of automatical accountings to bookings 55,1% 24,9% 19,2%
(9) bookings without fund appointments to FTE accountings and payment-related
issues7.166 15.002 14.160
University
Comparison
8
15Practical Approach: Benchmarking Administration of Northern German Universities
Project design: indicator based benchmarking
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
16Practical Approach: Benchmarking Administration of Northern German Universities
Results of indicator based benchmarking
The costs for the different fields of administration were estimated in every university.
Then the results were validated and checked for plausibility. From that first ideas for optimisation resulted.
Rates of different departments
0%
5%
10%
15%
20%
25%
30%
35%
40%
45%
50%
Finan
cial
man
agem
ent
Res
earc
h ad
ministra
tion
Hum
an re
sour
ces
adm
inistra
tion
Stu
dent
adm
inistra
tion
Exa
ms ad
ministra
tion
Inte
rnat
ional
office
Tech
nica
l ser
vice
s
Oth
er adm
inistra
tion
Rect
orat
IT m
anag
emen
t
Pub
lic re
latio
ns
Administration incl. faculty
administration
Only central administration
Median from other universities
9
17Practical Approach: Benchmarking Administration of Northern German Universities
Results of indicator based benchmarking
The more detailedanalysis of thecosts show the distribution of the costs to the different productsin every fieldof university administration.
18Practical Approach: Benchmarking Administration of Northern German Universities
Results of indicator based benchmarking
A first idea ofthe situationresults from a comparison against anonymous datafrom otheruniversities.
The indicators of each university were compared to the median, the maximum and the minimum of the whole data set.
Financial management and administration
0
1
10
(1)
Tota
l budg
et to ft
e financia
l adm
inist
ratio
n
(2) T
otal b
udget t
o fte b
udget exe
cution
(3)
Researc
h funds t
o tota
l budge
t [ %
]
(4)
Inte
rnal a
ccouts
to to
tal a
ccoun
ts [
%]
(5)
Autom
atic
acc
outs to
tota
l acc
ounts [
%]
(6)
Accounts
to ft
e acc
ount exe
cutio
n
(7)
Budget a
llocatio
ns to ft
e budget
exe
cutio
n
(8)
Payouts
to ft
e acco
ut exe
cution
(9)
Central
ord
ers to
fte c
entra
l pro
cure
ment
University
Maximum
Minimum
U1
U2
Linear (Median 1)
fte: full time equivalent
10
19Practical Approach: Benchmarking Administration of Northern German Universities
Project design: indicator based benchmarking
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
20Practical Approach: Benchmarking Administration of Northern German Universities
Results of indicator based benchmarking
Then the indicators of the various universities became directly compared and discussed in common.
The themes for a deeper discussion in common workshops resulted from the differences.
Ratio students to full time equivalents in student administration
0
500
1.000
1.500
2.000
2.500
3.000
3.500
4.000
Univ
ersity 1
Uni
vers
ity 2
Univ
ersity 3
Univ
ersity 4
Univ
ersity 5
Univ
ersity 6
Uni
vers
ity 7
Univ
ersity 8
Univ
ersity 9
Univ
ersity 1
0
11
21Practical Approach: Benchmarking Administration of Northern German Universities
Project design: process based benchmarking
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
22Practical Approach: Benchmarking Administration of Northern German Universities
Process analysis and benchmarking workshops
The universities decided to analyse different processes in five common workshops:
� Management of third party funding� Student administration (e.g. application, admission,
enrolment)� Organization and supervision of written exams� Employment of academic staff� Supervision of the procurement process (e.g. demand
analysis, procession of invoice, payment)� Resolve technical faults and problems
12
23Practical Approach: Benchmarking Administration of Northern German Universities
Project design: process based benchmarking
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
24Practical Approach: Benchmarking Administration of Northern German Universities
Phase II: Questionnaire benchmarking
Organisational classification of tasks in the process "Procurement-Accounting-Payments"
Process start: material requirement exists
Process end: Invoice is booked and paid and if necessary inventoried
University Storewithout IT-
support
Task
Sequence of tasks
(please number
consecutively)
Fa
cu
lty
(d
ea
n)
Hea
d o
f in
stitu
te
Pro
fess
or
Sto
re
Pro
cu
rem
en
t
Acc
ou
nti
ng
/
do
cu
me
nt
en
try
Acc
ou
nti
ng
/
Ass
et
ac
co
un
tin
g
Ca
sh
man
ag
em
en
t
oth
er
ac
tors
(p
lea
se
en
ter
the n
am
e)
us
ed
so
ftw
are
or
IT-
so
lutio
n (
ple
ase n
am
e)
with
self
-se
rvic
e
fun
ctio
ns
wit
ho
ut
se
lf-s
erv
ice
fun
ctio
ns
au
tom
ate
d (
via
IT
)
bas
ed
on
pap
er
form
s
(man
ua
lly)
Sub-Process: Determination of requirements
Determination of requirement (Type, Amount, Quality)
Verification of requirement
Control of stock
Control of existing financial resources
Sub-Process: Choice of vendors ans procurement
Obtaining offers
Choice of offers
Choice of vendors and suppliers
Preparation of application for procurement
Issue a tender
Place an order
IT-supported
Software/ Work equipmentActors
Academic sector Administration
13
25Practical Approach: Benchmarking Administration of Northern German Universities
Project design: process based benchmarking
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
26Practical Approach: Benchmarking Administration of Northern German Universities
Phase II: filled questionnaireOrganisational classification of tasks in the process "Procurement-Accounting-Payments"
Process start: material requirement exists
Process end: Invoice is booked and paid and if necessary inventoried
University Storewithout IT-
support
Task
If this task
does not exist
at your
university then
please mark
this column
with "x"
Fac
ult
y (d
ea
n)
He
ad
of
insti
tute
Pro
fess
or
Sto
re
Pro
cu
rem
en
t
Ac
co
un
tin
g/ d
ocu
me
nt
en
try
Acc
ou
nti
ng
/ A
ss
et
ac
co
un
tin
g
Cas
h m
an
ag
em
en
t
oth
er
ac
tors
(p
lea
se
en
ter
the
na
me
)
us
ed
so
ftw
are
or
IT-s
olu
tio
n
(ple
ase
nam
e)
wit
h s
elf
-serv
ice
fu
nc
tio
ns
wit
ho
ut s
elf
-se
rvic
e f
un
cti
on
s
au
tom
ate
d (
via
IT
)
ba
sed
on
pap
er
form
s (m
an
ua
lly
)
Sub-Process: Goods and invoice receipt
Acceptation of goods and deliveries x x
Control of goods receipt (Type, Amount, Quality) x x x
Alignment of delivery note and invoice with the order x x
Calculatory verification of invoice x x
Factual verification of invoice x x x
Cancelling of determination
Authorization of invoice for payment x x
Sub-Process: Accounting and payments
(Pre-)Inventory of invoice x
Preparation of payment order x x
Accounting of invoices x x
Forwarding of payment data x x
Conduction of payout x
Archiving of voucher für payment x x
IT-supported
Software/ Work equipmentActors
Academic
sectorAdministration
14
27Practical Approach: Benchmarking Administration of Northern German Universities
Process analysis
28Practical Approach: Benchmarking Administration of Northern German Universities
Project design: process based benchmarking
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
15
29Practical Approach: Benchmarking Administration of Northern German Universities
30Practical Approach: Benchmarking Administration of Northern German Universities
16
31Practical Approach: Benchmarking Administration of Northern German Universities
32Practical Approach: Benchmarking Administration of Northern German Universities
17
33Practical Approach: Benchmarking Administration of Northern German Universities
34Practical Approach: Benchmarking Administration of Northern German Universities
18
35Practical Approach: Benchmarking Administration of Northern German Universities
Project design: process based benchmarking
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
1.1. Selection of objects,Selection of objects,
definition of proceduresdefinition of procedures
2. Definition of criteria 2. Definition of criteria
(input, output, (input, output,
indicators)indicators)
3. Inquiry of information 3. Inquiry of information
and dataand data4.4. Check forCheck for
plausibility and plausibility and
interpretation interpretation
of the dataof the data
5. Documentation and 5. Documentation and
interpretation of the interpretation of the
results by HIS; proposals results by HIS; proposals
for further discussion and for further discussion and
exchange of experiencesexchange of experiences
36Practical Approach: Benchmarking Administration of Northern German Universities
Results of process based benchmarking
In a series of workshops the processes and tasks were compared and analysed.
Valuable ideas for optimisation of structures and processes resulted for the universities.
Department
for research
administration
Department
for financial
administration
Department
for human
ressources
administration
Decentral /
faculities
U 1
U 2
U 3
U 4
U 5
U 6
U 7
U 8
U 9
U 10
University
Department
for research
administration
Department
for financial
administration
Department
for human
ressources
administration
Decentral /
faculitiesTotal
U 1 0,25 FTE 14,43 FTE 3,20 FTE 17,88 FTE
U 2 0,90 FTE 0,90 FTE
U 3 4,30 FTE 4,30 FTE
U 4 1,00 FTE 0,15 FTE 1,15 FTE
U 5 1,00 FTE 1,00 FTE
U 6 4,80 FTE 4,80 FTE
U 7 0,80 FTE 7,10 FTE 7,90 FTE
U 8 3,30 FTE 0,05 FTE 3,35 FTE
U 9 0,03 FTE 1,60 FTE 1,63 FTE
U 10 2,65 FTE 2,65 FTE
University
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37Practical Approach: Benchmarking Administration of Northern German Universities
Lessons learnt I
Quantitative data, i.e. indicators were dominating the discussion
Due to the standardisation and simplification necessary in the process of compiling data, the individual indicators can only provide information on deviations.
The discussion was quite often reduced to the mere numbers and lead to an unintended ranking among the universities based on ‘better’ or ‘worse’ assessments of the compared data.
38Practical Approach: Benchmarking Administration of Northern German Universities
Lessons learnt II
The only way to minimise this effect is a high degree of transparency or at least an elaborate communication strategy, especially in a case like this, where the project includes the entire administrative departments as well as the decentralised administrative units.
The combination of indicator- and process-based-bench-marking proved to be an effective tool to gain comprehensive insight into the overall administrative structure of the universities involved.
Each chancellor received a differentiated insight into the strengths and weaknesses of the universities administrative services.
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39Practical Approach: Benchmarking Administration of Northern German Universities
How to go on?
In a very compact benchmarking project like this – reduced to the generation of indicators and only five process workshops for the whole administration of ten universities – one can only receive first ideas of strengths, weaknesses and optimisation potentials. Accordingly this type of Benchmarking is predominantly restricted to a quantitative level.
If some “red lights” occur two possibilities of a follow up exist:1. Go on in the benchmarking club to a more intense and
detailed analysis of the interesting objects.
2. Take the results home and use them as starting point of an internal reorganisation or change process.
40Practical Approach: Benchmarking Administration of Northern German Universities
Thank you for your attention –there is now time for questions &
discussion
Dr. Harald Gilch
Telefon +49 511 1220 443
Mobil +49 160 90 62 40 56
E-Mail: [email protected]
HIS Hochschul-Informations-System GmbH
Goseriede 9 | D-30159 Hannover | www.his.de