Administrative & Support Review
2013 Update - Comprehensive Administrative & Program Review
Based on the FY15 outlook, new funds will be harder to attain. This means process management and prioritization will be key areas of focus for optimizing the resources UAF already has. These conditions increase the need to understand each service unit, its make-up including staffing levels and functions, and its associated costs. Analysis of services and how they are provided becomes more important in this climate.
This staffing trend data is meant to be used as a management tool so discussions regarding function and level of service can occur. This data has recently been updated to show Administrative & Support (A/S) trends from Spring 2008 through Spring 2013.
In April 2010, executive leadership identified the need to conduct a review of the university's academic, research and A/S functions, in part to help inform future budget allocations. A committee was appointed to oversee the project and membership included representatives from academic, research, CRCD, and administrative support functions. The committee was supported by staff from the Administrative Services division.
The committee was charged with three primary goals:
1. Develop a mechanism to inventory UAF's administrative and support capacity that is robust enough to provide insight, but simple enough to replicate on an annual basis. Measures include: a) current funding and staffing levels, b) trend information, and c) key indicators and benchmarks.
2. Develop criteria for rating importance, efficiency, and effectiveness among functions. These criteria will consider operational effectiveness in light of organization risk, compliance and safety concerns.
3. Identify common processes to streamline. Key processes have been identified that, when streamlined, can improve overall administrative effectiveness. To date major efforts are focused on grant award set-up, employee recruitment, procurement and travel processes. Achieving and documenting measurable costs savings or performance improvements is key to success in these areas.
The Administrative Review Phase I Report, completed in 2011, established baseline information and a comprehensive inventory of A/S capacity at UAF, focused primarily on the number of full-time equivalent benefitted employees (FTEs). The initial inventory provides a mechanism for annual updates to identify trends in staffing levels, using 2006 for historical perspective and fall 2010 as a baseline for active management of the A/S staffing.