Organizational Excellence

Organizational Excellence

Organizational Excellence (OE) is an institutional quality and improvement program to support and enable institutional goals and priorities.
The program’s four components include the following:

1. University-wide initiatives that streamline processes, reduce duplication, eliminate non-value added activities, and simplify work
2. KSREI Project Portfolio that aligns and coordinates among major initiatives
3. Quality communities that build institutional capacity through professional development and connection, including the Quality CORE Network and Communities of Practice (CoPs) – Project Management and Change Management

4. Consulting services that assist the institution, schools, and units to clarify and achieve their goals and priorities (e.g. process improvement, strategic planning and implementation, organizational change
Established in 2020 as a strategy in the KSREI Cornerstone Strategic Plan, OE builds upon the KSREI continuous improvement program, Process Simplification, established in 1984. The principles and outcomes of OE are embedded in the KSREI most recent strategic plan, Great and Good – The Strategic Plan. This plan commits to innovation, excellence, collaboration, efficiency and effectiveness as UVA strives to be a great and good leading public university.
Read the OE Strategy Map

Mission

Create a culture of excellence to enable core mission and strategic priorities.

Guiding principles

  • Academic and administrative collaboration
  • Data-driven and results-oriented
  • Strategic, long-term impact
  • Factor ship of resources

Learn More about OE Structure and Roles

Structure and Roles

Executive Sponsors

The Executive Sponsors set the strategy and direction for the OE program. They partner with the Leadership Council and OE staff to guide and assure the program’s success

Leadership Council

The Leadership Council partners with Executive Sponsors and OE staff to set the direction of the program. They help plan and execute initiatives that focus on enhanced quality and improved processes and services, as well as monitor and manage KSREI Project Portfolio.

  • Vendor Management
  • Human Resource
  • Media Centre Management
  • Facility Management
  • Admission Management
  • Administrative Office
  • Information Technology
  • Assets Management
  • Security Management

Organizational Excellence Office

Organizational Excellence staff leads and facilitates performance excellence and improvement throughout the KSREI. They collaborate with the Executive Sponsors, the Leadership Council, project teams, and the KSREI community.

KSREI Project Portfolio

KSREI Project Portfolio provides a framework for intentional identification, selection, and execution of institutional projects. In collaboration with the University community, the KSREI Project Portfolio enhances coordination among institutional projects for strategic alignment and desired outcomes. Portfolio management

Value for the Institution

  • Enterprise planning projects aligned with organizational goals to balance transformational and operational needs
  • A comprehensive view of multiple projects to inform decisions
  • Successful projects, delivering intended outcomes

Value for the Institution Community

  • Access to consolidated information across projects.
  • Insight into collective changes that will impact stakeholders.

Value for Projects

  • Visibility into other project’s activities for proactive coordination and adjustments
  • Forum to surface needs across projects and collaborate on a resolution
  • Community sharing and learning across project

Process Overview

Project inclusion in the portfolio is based on these decision tree criteria: LEAP Review the gating framework for a project from inception to closeout.

Portfolio Leadership

Organizational Excellence partners with functional sponsors/leaders, project teams, key stakeholders, the OE Leadership Council (OELC), and OE Executive Sponsors to facilitate the portfolio governance and process.
The OE Executive Sponsors and OELC provide direction and oversight – regularly monitoring progress, issues, and results.

The OELC

  • Oversees projects in the portfolio through evaluation and selection, design and execution, implementation, and closeout (gating framework)
  • Provides feedback/shapes key project elements throughout the project life
  • Monitors portfolio and project progress
  • Assists with coordination among projects
  • When necessary, escalates issues and recommends actions for the resolution to Executive Sponsors

For more information, contact Leann Burns, OE Portfolio Associate.

Portfolio Reports

Various portfolio reports will be posted here to help inform the University community about individual projects and the dependencies among projects.

Project Timeline Report

The consolidated project timeline report (below) is updated monthly. Star icon denotes major project milestones.

Organizational Excellence Methodology

In collaboration with faculty, staff, and students

See institutional projects in KSREI Project Portfolio.

Quality Core Network

The Quality CORE network is a place where all faculty and staff are invited to connect, collaborate, and learn together about quality, improvement, change, and innovation. Come participate in a session and meet others from across Grounds. Take advantage of opportunities to learn new skills, tools, and methods—and contribute to a culture of quality.
Quality CORE sessions are free and open to all faculty and staff members. Please click on the session titles below to see more information or to register.

Suggest A Session

Spotlight on Excellence

OE wants you to recognize individuals or teams that exhibit the principles of OE in their daily work and contribute to an overall institutional culture of quality. All KSREI all employee can submit nominations through this peer-recognition program

Selection Criteria

There are three categories for selection. Nominations should address one or more of these categories.
People or teams who show excellence in process improvement. This could be achieved by:

1. Leads Improvement

  • The innovation of a process
  • Streamlining a process
  • Simplification of work
  • Increasing the value of processes or services

2. Delivers High-Quality Customer Service

People or teams who show excellence in customer service. This could be achieved by:

  • Providing exceptional service by going above and beyond
  • Resolving a difficult faced by student, Collage level, Staff and business level concern
  • Anticipating and developing opportunities to improve Student satisfaction

3. Establishes Productive Partnerships

People or teams who show excellence in collaboration with other areas and units across the Institution. This could be achieved by:

  • Sharing knowledge and solutions
  • Creating new and innovative networks to engage around Grounds
  • Establishing and leading ways to work collaboratively and remove silo operations

Past Recipients

Nomination Process

Complete the nomination form with as much detail as possible. Please elaborate on process names, specific tasks completed for improvement, any obstacles encountered, innovative approaches are taken, and metrics to prove the process was successful (e.g. time savings, cost savings, customer satisfaction).

Nomination Form

Nomination Criteria (select all that apply - at least one of the three criteria must be selected

Leads Improvement

Innovates or streamlines a processSimplifies workIncreases the value of processes or services

Delivers High-Quality Customer Service

Provides consistently exceptional service by "going above and beyond"Resolves a difficult customer concernAnticipates and develops opportunities to improve customer satisfaction

Establishes Productive Partnerships

Shares knowledge and solutionsCreates new and innovative networks to engage around GroundsEstablishes and leads ways to work collaboratively and remove silos

Nominator Information

Nominator Criteria (select all that apply)*
I personally observed the actionI was the recipient of the nominee's excellenceI am the nominee's managerI am the nominee's departmental colleague

Recipients Receive

A congratulatory letter (also sent to their Heads and Respective Stakeholder), a framed certificate of recognition, and a small gift
Formal recognition at a Quality CORE Network session, on the OE website, and in the OE Annual Report
Have a question? Email OE.

Consulting Services

organizations to further the institutional vision of “Excellence Everywhere.” Consulting engagements may be for a one-time need or on an ongoing basis

Get Started

The first step is a framing discussion with OE staff about your needs, including the following
1. Purpose
2. Requested services
3. Outcomes
4. Timeframe
5. Available resources

Services

Frameworks & Tools

  • Change Management
  • Project Management
  • Process Improvement
  • Facilitation and Engagement
  • Professional Organizations
  • Discover quality news, training, and communities from other professional organizations.
  • Connect with colleagues at other higher education institutions.

Publications

Explore articles, news, and stories from these publications.

Articles & Videos

Read from our selection of articles, which cover change, collaboration, culture, decision-making, innovation, leadership, project management, and quality improvement.

Change Management

Change management is the structured approach to proactively manage the impacts of change both at an individual and institutional level. It incorporates strategies that help individuals and the organization make successful transitions and result in the adoption of change for desired outcomes. It’s most effective when all objectives – institutional, technical, and human – are fully implemented and embedded in the institution

Change Management Framework

This framework provides guidance to people who are leading, sponsoring, and/or implementing change and reflects the common elements of various change models.

Project Management

Project Management is the application of knowledge, skills, tools, and techniques to project activities to meet project requirements.
While a variety of methodologies exists, the Project Management Institute identifies five groups that project management processes fall into:
1. Initiating
2. Planning
3. Executing
4. Monitoring and Controlling
5. Closing
The framework and resources below provide guidance to people managing basic projects who need high-level tools and templates. Various other toolsets and resources are also outlined below that could support more complex projects.

Process Framework

Process Improvement


Process Improvement is a managerial approach that holistically incorporates strategy, work processes, people, and technology to improve effectiveness, efficiency, and service delivery.
Outcomes include the development of new processes or steps, improvement of existing processes, or elimination of processes or steps that no longer add value. Process Improvement aims to breakdown the functional silos so that the processes deliver the most value at the least cost.

FRAMEWORKS & TOOLS

  • Weekly Status Update – A tool that provides quick status updates and helps sort the highest priority and most impactful items for use during weekly team meetings.
  • Balanced Scorecard – A strategic planning framework that focuses on strategic goals on a small number of financial and non-financial data items.
  • Design Thinking – A methodology that aims to solve complex problems that draw upon logic, imagination, intuition, and systemic reasoning to create desired outcomes that benefit the end-user. It uses the key principles of bias towards action, collaboration, focus on human values, and experimentation.
  • Excellence in Higher Education Guide – A comprehensive guide to the processes of review, planning, and continuous improvement for academic, student affairs, administrative, and service units within a college or university. It’s an adaptation of the Baldrige framework to higher education that takes account of accrediting standards and terminology.
  • Journey Mapping – A customer journey map tells the story of the customer’s experience: from initial contact, through the process of engagement and into a long-term relationship. It encourages people across the organization to consider the user’s feelings, questions, and needs.
  • PDCA Cycle – Plan–Do–Check–Act is an iterative four-step management method used for the control and continual improvement of processes and products.
  • Process Mapping – A graphical representation of the sequence of activities in a process. Process mapping aims to enhance the clarity of the overall process and its steps so that inefficiencies and non-value added activities can be eliminated, and processes may be simplified, streamlined, or improved.

ASQ provides a collection of key quality tools, including:

  • Affinity Diagram – Organizes a large number of ideas into their natural relationships
  • Fishbone Diagram – Identifies many possible causes for an effect or problem
  • Failure Mode Effect Analysis – Step-by-step approach for identifying all possible failures in a process
  • Five Whys and Five Hows – A questioning process designed to drill down into the details of a problem or a solution and peel away the layers of symptoms
  • Force Field Analysis – Based on the assumption that any situation is the result of forces for and against the current state being in equilibrium – countering the opposing forces and/or increasing the favorable forces will help induce a change
  • Value Stream Mapping – Lean-management method for analyzing the current state and designing a future state for the series of events that take a product or service from its beginning through to the customer

Facilitation

Facilitation is the process skills used to guide groups so that all the people involved may contribute to a successful outcome.

The key steps in the facilitation process are to design and plan the event, guide and direct discussion and record actions, outcomes, and questions.

Administrative Unit Review

Includes a unit self-study and a review by an external committee to assess service quality, efficiency, and effectiveness; to consider the impact of current and emerging issues on service and structure and to promote continuous improvement in support of the Institutional mission and priorities.

Benchmarking

This process studies and compares the performance, process or practices of other organizations. We can help you identify benchmarks and competitors, as well as help to collect and analyze data and develop an action plan based on the findings.

Hide Change Management

A structured and proactive approach to ensure changes are implemented successfully. We can help you assess impact, garner buy-in, engage stakeholders, develop communications and promote readiness for change.

Coaching and Mentoring

This is an individual development opportunity for one-on-one guidance and support to hone quality and improvement skills and knowledge. This partnership enables individuals to realize their potential.

Group Facilitation

This is a means of guiding groups to achieve their desired outcomes at meetings and retreats. We shape the event agenda and structure to transform how people interact and collaborate to help the group move forward.

Metric Development

A measurement of performance, metrics are used to verify desired outcomes and to identify performance gaps and opportunities for improvement. We can help you define your metrics and put in place systems and processes for monitoring.

Organizational Design

This is the framework through which the organization aims to realize the mission and vision and includes strategy, structure, governance, and culture. We can help you create alignment of people, processes, and technology for a culture of quality and performance excellence

Portfolio Management

This is the centralized management of multiple projects and/or initiatives. We partner in identifying, prioritizing, authorizing, managing, and controlling projects, programs, and other related work to achieve specific strategic objectives. We help you also identify key interdependencies and their impacts on stakeholders.

Process Improvement

This is a systematic approach to identifying, analyzing and improving processes. We can help you map processes step by step to ensure you’re adding value and design processes that meet faculty, staff, and institutional needs.

Project Management

This is the discipline of initiating, planning, executing, controlling, and closing the work of a team to achieve specific goals and criteria. We can partner with you to develop your Project Charter, sponsorship agreement, project planning, engagement strategy, and change management approach.
Stakeholder Engagement
Stakeholders are the faculty, staff, and other members of the University community for whom we provide programs and services. Stakeholder input is necessary to understand what matters most, and it may be acquired through various feedback mediums, including focus groups, interviews, and surveys. We can help you identify your stakeholders and target their engagement.
Strategic Planning and Implementation
This is the definition and clarification of a school, unit, or departments’ strategic direction and a roadmap for how to achieve it. The planning process includes understanding the internal and external environment and formulating opportunities for distinction.

Contact OE

Email us or call 6385552666 to discuss your request.

Digital transformation phase 1 on going

New website launched with a beta version on 19th June 2020. The old KSREI platform moves to the new look of KSREI. New digital platform upcoming. News, events, and career overall summary are in place in the new face of KSREI. The website transformation is on the finishing stage. Write your feedbacks at ganesh@ksrei.org

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