Since launching Operational Excellence (OPEX) earlier this year, a number of data gathering activities have been completed including conducting multiple surveys, focus groups, interviews, and workshops. This research is the first stage in our efforts to ensure UCAR continuously improves its administrative and business service delivery in support of its scientific mission.
Staff Activity Analysis Summary
In October, an Activity Analysis was designed and implemented to quantify the amount of time staff spends on specific administrative tasks. The survey was developed to help assess administrative processes so that UCAR as a whole can become more efficient, productive, and flexible.
There were 414 staff members identified who spend 20 percent of their time on business, administrative, and IT services to take the survey. Of those who were identified to complete the survey, 226 surveys were completed.
The responses have been compiled and a high-level summary has been created, which is called UCAR by the Numbers. This is a first look at results and is meant to be a baseline for the current state of our business and administrative services. The data will require a lot of further analysis in order to implement the necessary improvements right the first time.
The facts & figures on the UCAR by the Numbers document represent the areas of administrative work, the staff time involved, some key findings from those 226 respondents, as well as some data collected in focus groups.
Thank you to those staff members who took the time to complete this analysis and participate in focus groups.
OPEX Next Steps
Taking these data into account, as well as the qualitative reports from interviews and focus groups, several areas for business process improvements are being evaluated, including:
• Researching and improving the Sourcing and Procurement workflows
• Improving the Human Resources hiring process
Other business processes will be considered over the next few months, with a concentrated effort to seek opportunities to improve customer service, obtain cost efficiencies, and implement best practices. Additional information on next steps will be shared in the first quarter of 2015.
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