Status of Design and Implementa7on Plan for UH System and Mānoa Organiza7onal Changes and Consolida7ons to Improve the Efficiency and Effec7veness of Support Services Presenta7on to UH Board of Regents January 28, 2016 Background 2001 BOR directs separa7on of roles of UH President and UH Manoa Chancellor 4 Presidents and 6 Chancellors later improved overall effec7veness and/or efficiency in ques7on 2014 BOR ques7ons whether the roles should be recombined 2015 - WICHE Report recommends con7nuing separate roles (and more) Aug 20, 2015 - BOR accepts recommenda7on and directs reorganiza7on by end of year Nov 4, 2015 BOR Personnel Commi\ee authorizes commencing Chancellor search only upon review by full BOR of reorganiza7on Nov 19, 2015 BOR reviews reorganiza7on overview and principles Jan 28, 2016 Update on proposed reorganiza7on plan 1
Excerpt from BOR Minutes August 20, 2015 B. 1. Affirma7on of the Separate Roles of the UH System President and the UH Mānoa Chancellor, and Direc7ve to Design and Implement Organiza7onal Changes and Consolida7ons to Improve the Efficiency and Effec7veness of Support Services The President presented his proposal to maintain the current separate roles of the President and the UHM Chancellor, ci9ng discretely different responsibili9es and focuses, support from the external WICHE review, and ongoing efforts to centralize system responsibili9es to allow the campuses to focus on direct management of campus priori9es. Regent Sullivan made a mo9on to affirm the separate roles with a board direc9ve for the president to design and implement organiza9onal changes and consolida9ons to improve the efficiency and effec9veness of those units, and bring the reorganiza9onal plans to the board for review and approval before the end of this calendar year. Regent Bal seconded the mo9on. Further discussion ensued regarding the appropriate role of the regents, the need for significant change in management, cost benefit analysis of separate versus combined roles, and the need for a deadline to show commitment to the process.... The mo9on carried. Range of Organiza7onal Approaches Status Quo Combine President and Chancellor Posi7ons Administra7ve consolida7on a natural outcome Devolve system offices Weak President, Strong Chancellor model Mul7ple service by service reorganiza7ons in func7onal areas Hybrid administra7ve model 2
Areas of Focus Research compliance and support services Facili7es and construc7on HR other than faculty (EMs, APTs, Civil Service) Government Rela7ons Communica7ons Finance Academic and student affairs are not part of this process Key Relevant Principles and Commitments Simplicity, clarity, efficiency, effec7veness; Agility to execute improvements, quickly Decisions made in a manner that engages appropriate levels of shared governance Avoid duplica7on of func7ons and messy handoffs Service units must be accountable to all they serve, regardless of repor7ng lines Commitment that, regardless of org charts and personali7es, we must work together; UH Mānoa can t succeed without an effec7ve System and UH can t succeed without a successful UH Mānoa 3
Hybrid Approach to Administra7on Consolidate administra7ve support func7ons for both Manoa and System under Vice President for Administra7on Eliminate current posi7on of Vice Chancellor for Administra7on, Finance and Opera7ons (incumbent has indicated intent to re7re) Develop high performance shared services with combined resources; Consolida7ons will provide opportuni7es for op7miza7on to focus on service improvement and moderniza7on Reorganiza7ons Research Compliance Communica7ons Plan of Ac7on Government Rela7ons Facili7es and Construc7on Work plans in cri7cal func7onal areas Improving Mānoa-System collabora7ons Mānoa path forward 4
Research Compliance Reorganiza7on Proposes to move Office of Research Compliance from Mānoa to System, as recommended by Research Compliance Task Force and shared with BOR Commi\ee on Research & Innova7on Reorganiza7on documents developed and consulted in accord with applicable BOR and Execu7ve policies Concept: Mānoa VCR will focus on s7mula7ng the Mānoa research enterprise and strategic campus investments in collabora7on with faculty, Deans and VCs System VPRI will focus on system-wide innova7on, commercializa7on, support services, compliance, and governmental research rela7ons Substan7al financial savings to Mānoa Government Rela7ons Reorganiza7on Transac7ons and processes with Legislature managed by a single Legisla7ve Rela7ons team Proposal to consolidate Mānoa and system GovRel staff currently separately repor7ng to Chancellor and VPA VPB&F/CFO as Legisla7ve Lead for 2016 VPB&F/CFO leads on Budget VPA supports on CIP Chancellors, VPs, Deans support on specific items VPRI con7nues as lead on Federal Rela7ons, with support from others on non-research priori7es Addi7onal refinement of approach and organiza7on aoer Legisla7ve session 5
Communica7ons Reorg Primary responsibility within OVPA for Media Rela7ons for system and all campuses single voice Proposal to consolidate under VPA the Mānoa and system staff currently repor7ng to Chancellor and VPA Mānoa Chancellor retains small UHMCO team for campus-level marke7ng, campus web site, events, and internal coordina7on among the communica7ons staff of Mānoa schools and colleges Pending: Strategic Communica7ons Facili7es & Construc7on Reorganiza7on Full integra7on of Facili7es Management, Planning and Capital Improvements under VPA Mānoa Chancellor fully responsible for campus long range vision, plan and priori7es VPA to provide high performance shared system services in facili7es management and construc7on: planning, procurement, contrac7ng, construc7on management Break down silos between rou7ne maintenance, repairs and modifica7ons, contracted minor and major projects, integrated with longrange plans Off-the-shelf informa7on system to support improved project and construc7on management Exper7se in construc7on procurement and contrac7ng Exper7se in construc7on management Design/Build for new construc7on ID/IQ contracts to simplify R&M (applicable system-wide) Related Focus of OPRPM on improved procurement of goods and services, including recommenda7ons for changes in statute as may be appropriate 6
Human Resources (HR) Proposal to integrate Mānoa and System HR Offices under VPA to provide a single point of assistance and review for non-faculty personnel ma\ers Elimina7on of duplicate levels of review and support will enable dedica7on of resources to develop high performance HR services: Update E/M grade/range system to increase comprehensibility and fit to broad range of posi7ons across the System Update and integrate APT broadband system Ensure consistent approaches to evalua7ons and merit awards Improve labor rela7ons and reduce/minimize complaints and grievances Increase training for managers and decision-makers Address problems at incep7on (before formal grievances are filed) Centralize exper7se and support for certain difficult ac7ons, e.g., separa7ons Case management and professional inves7gators for formal processes Implement UH-wide online recruitment and onboarding system Create human capital program to invest in and develop faculty and staff; Make UH an employer of choice Finance Priori7es System con7nues to improve systemwide financial reports and support integra7on to budgetary opera7ng unit (Chancellor/Dean/Director) level Reports must be useful both for management of opera7ng units and for oversight, including by BOR Mānoa-specific financial improvements Campus budget alloca7on model Improved campus-level posi7on control Establish Mānoa Director (not VC) of Budget and Finance 7
Improving Mānoa-System Collabora7on Integra7on across Mānoa and System cabinets Regular mee7ngs among leadership and governance groups Collabora7ve problem-solving; Elimina7ng culture of blame Considera7on of adding VP 7tle to Mānoa, Hilo and West Oʻahu Chancellors Designates exis7ng roles of these posi7ons as Officers of the University of Hawaiʻi Mānoa-Specific Agenda Implement campus budget model for alloca7ons to campus units Chancellor and Mānoa budget commi\ee Improve campus-level posi7on control Chancellor New campus LRDP Chancellor and VPA Develop campus-wide space alloca7on model Chancellor and VPA Con7nue campus-level organiza7onal improvements and consolida7ons Chancellor 8
Next Steps Research Reorg Formal consulta7on completed Simultaneously and immediately Ini7ate Mānoa Chancellor search Ini7ate Mānoa B&F Director search Develop and and consult on remaining system-mānoa reorganiza7on proposal in full accord with applicable Board and execu7ve policies Development of Mānoa reorganiza7on plans Aggressively begin work to advance high performance shared services Re-invigorate UH Business Process Council Ques7ons? 9