Learning CollaborativesJuly 8th and 9th, 2009

Progress on Administration Excellence initiative:◦ Student Centred Stewardship Questionnaire◦ Human Resources – Academic Recruitment◦ Financial Administration – Update on MMP from Karen◦ Website

Organizational Effectiveness - James

Interactive Session on Stress Management - James

Transform Medicine’s Administrative Support Services into one focused effort that will enable the best possible service levels in Student Centred Stewardship, Human Resources, Financial Services, Facilities Management and Stakeholder Affairs; and to therefore:Free-up the Faculty of Medicine and all of its units to continue to make and even increase breakthroughs in medicine.

Mastery in all aspects of department administration: Student Centered Stewardship – undergrad to post-grad

to doctoral to post doctoral Human Resources – recruitment to retirement or exit Financial Services – financial management of the Faculty,

its departments, and research funds Facilities Management – responsible management of all

facilities Stakeholder Affairs – relations with donors, alumni,

students & faculty

Many thanks to those of you who have responded Questionnaire was designed to learn:

◦ what kind of support is being provided to our students and trainees

◦ which systems and processes are being used Identify best practices Develop a training module

Student Centered Stewardship Questionnaire

Complexity of recruiting new academic faculty – can we ease the administrative burden for managers?

Need for information at the Faculty level for planning purposes:◦ Impact on resources: salary, start-up costs,

space, renovations, other financial commitments◦ Succession planning – retirements, etc.

Solution: create a recruitment database to benefit both the departments and the Dean’s offices

Process mapping of an academic recruitment -- identifying the many processes:◦ Advertising, search and selection◦ Professeur selectioné slots◦ Medical Manpower◦ Licensing◦ Tenure Track slots◦ Recruitment with tenure◦ Immigration

Automate the paper forms for each of the processes Generate prompts to the managers to take next

steps

Anatomy & Cell Biology went live March 27th◦ MMP Requisitions – 130 as of July 8th a.m.◦ Pcard transactions are on the decline

Pharmacology went live June 17th◦ MMP Requisitions – 100 as of July 8th a.m.

Biochemistry slated to go-live end of July with training sessions taking place July, August and September

Met with Goodman Cancer Center and Animal Resource Center

Meeting set with Physiology and Microbiology & Immunology later in the summer

Target to have all these departments up and running with McGill MarketPlace by the end of September to mid October.

Intranet Sites – Karen is ready when you are

Share the website with other administrators in your area

Continue to send us your feedback and suggestions

Remember your life lines: Admin Help contact information

Email: adminhelp.med@mcgill.ca Hotline: 5656

ForDepartment Administration

Faculty of Medicine

Admin Organization Charts for all departments including McGill & MUHC Employees.

Administrator responsibilities by department

Size & complexity of each department’s constituency

Ratios of populations served to administration support staff

Extra curricular activities

One internal benchmark by sector:◦ Core will be Anatomy & Cell Biology◦ Clinical will be Paediatrics◦ Schools will be Physical & Occupational Therapy

The Core & Clinical BMs will have comparators.◦ For Core, we propose as comparators:

Biochemistry, Physiology, Pharmacology & Therapeutics, and Microbiology & Immunology.

◦ For Clinical, we propose as comparators: Medicine, Obstetrics & Gynecology, Surgery, and Psychiatry.

Benchmark other Canadian research based medical schools to understand their:◦ Administration organizations◦ Best practices

With these BMs and comparators propose admin infrastructure templates based on the size and complexity of the departments being administered

Secure the buy-in of the Faculty and the University

Implement the plan by December 31, 2009

ofHighly Effective People

Private Victory1. Be Proactive2. Begin with the End in Mind3. Put First Things First

Public Victory4. Think Win/Win5. Seek First to Understand & then to be Understood6. Synergize

Renewal7. Sharpen the Saw

“Response-ability” the ability to choose your response & be proactive

If you know where you want to go, chances are you will get there

The Time Management Matrix

I CrisesPressing problemsDeadline-driven projects

II Prevention, PC activitiesRelationship buildingRecognizing new

opportunitiesPlanning, recreation

III Interruptions, some callsSome mail, some reportsSome meetingsProximate, pressing mattersPopular activities

IV Trivia, busy workSome mailSome phone callsTime wastersPleasant activities

A frame of mind and heart that constantly seeks mutual benefit in all human interactions

Seek first to understand, then to be understood◦ Empathic listening◦ Diagnose before you prescribe

Awareness, Involvement, Ownership◦ Whole greater than sum of its parts◦ One plus one equals three or more◦ Value differences, build on strengths, compensate

for weaknesses

Preserve and enhance the greatest asset you have – YOU.

Renew the 4 dimensions of your nature:1. Physical,2. Spiritual,3. Mental, and4. Social/emotional

“Your physical health affects your mental health; your spiritual strength affects your social/emotional strength. As you improve in one dimension, you increase your ability in other dimensions as well.”