Business Process Redesign (BPR) to Improve Operational Efficiencies through a Systematic Redesign and Centralization of Systems and Processes

Concurrent Session 5
Streamed Session

Watch This Session

Session Materials

Brief Abstract

UAGC’s Academic Operations teams have spearheaded a Business Process Redesign (BPR) of the institution’s work, centralizing many of the 3rd party systems into a Faculty management portal. This presentation will outline the approaches taken in the design and migration of services over to the system and the successes and challenges from that migration. In addition, the presenter will outline how the teams implemented a focus on continuous improvement through the application of Active Learning Theory and Total Quality Management practices.

Presenters

Lead Presenter: Bryan Aylward, University of Arizona Global Campus

Dr. Bryan Aylward is the Senior Director of Academic Operations for the University of Arizona Global Campus. Bryan’s division encompasses the Faculty Scheduling department for the university across 50+ start dates annually, the Contracts & Payroll Compliance department, as well as the Data and Academic Systems department for the university. Bryan has almost 14 years of experience in higher education operations across numerous departments including student services, registrar, curriculum operations, as well as academic operations. In addition to this experience, Bryan has been an associate faculty member for the Forbes School of Business and Technology since 2012 with focused instruction on leadership and management courses. Bryan is an advocate of high-quality education, with experience in the online, traditional classroom, as well as hybrid classroom formats (Online and Classroom), and is well versed in the challenges that exist for both students and faculty. Bryan received his Doctorate in Psychology with a focus on Business & Organizational Leadership from the University of the Rockies in 2017.

Co-presenter: Cassie Hurst, University of Arizona Global Campus (UAGC)

Cassie joined the University of Arizona Global Campus in June of 2011 serving in several roles within Academics and Information Technology. Cassie currently serves as Product & Client Success Manager, leading a team of academic technology professionals focused on inspiring adoption and effective use of technology solutions and services, and spearheading the integrations and advancement of data that support teaching and learning. Cassie has over 15 years of project management experience, and a record for innovating and implementing faculty support services and technology. She enjoys working collaboratively with academic leadership to plan and promote institution-wide initiatives that ultimately support the academic success of UAGC students. Cassie holds an MA in Psychology from the University of the Rockies and a BA in Psychology from the University of Massachusetts-Lowell.

Extended Abstract

Over the last 18 months, the University of Arizona Global Campus’s (UAGC) Academic Operations teams have spearheaded a complete Business Process Redesign (BPR) of the institution’s work, centralizing many of the 3rd party systems and processes into one, centralized faculty management portal/system supported through APL nextED. The objective with a redesign of a business process is ideally to reduce the time required, decrease the cost of executing the business process, improve the quality of the service delivered, and improve the ability of the business process to react to variation. The Academic Operations department, through the migration of multiple functions and processes across multiple systems and locations, over to one centralized system. This was an undertaking designed to complete a full overhaul of all business processes related to the faculty experience in all aspects of the faculty lifecycle at UAGC.

The Academic Operations teams, led by the Faculty Systems & Data team, has successfully launched multiple phases for rolling out the new faculty portal that is eliminating reliance on numerous third party systems that support a number of processes, including Faculty profiles and recording of professional experience, teaching, and activity reporting, distribution and execution of faculty contracts, Peer Review reporting (Instructional Quality Report IQR), and Professional Development and training. This presentation will outline the successes and challenges experienced with the initial migration of processes from numerous 3rd party products, as well as our internally supported academic operations systems and services, to a centralized faculty management portal/system supported by APL nextED. This will include the initial project plan, challenges encountered, and future projection and planning for next phases. The presenters will outline the approaches taken in the design and migration of services over to the system as well as our communication strategy with Full Time and Associate Faculty.

In addition, the presenters will outline how the Academic Operations teams have implemented a focus on continuous improvement through the application of Active Learning Theory. “Active learning approaches often embrace the use of cooperative learning groups, a constructivist-based practice that places particular emphasis on the contribution that social interaction can make (Brame, 2016).  The Academic Operations team, and the Center for Excellence in Teaching and Learning (CETL) department have embraced Active Learning for the initial development and migration of processes as well as the overall quality and changes within the new system working with key stakeholders across the institution. Through a collective approach focused on process improvement and improved operational efficiencies in all functions and processes, the teams are seeing immense efficiency increases that are now managed through the new faculty management portal/system. The Academic Operations Department is committed to creating a Community of Support and engaged employees in the overall growth and development of the Faculty Portal System.