Board of Trustees Presentation Material Preparation Process Action Team

Goal:

To reduce excessive time needed to prepare Board of Trustees (BOT) presentation materials

Sponsor:

Charlie Brueggebors

Members:

Dave Breon, Leader
Ann Grove
Dan Sieminski
Dick Tennent
Dave Zehngut
Dot Green, Facilitator

Problem/Background:

University Architect's Office has been understaffed for fifteen months.
All Board of Trustee preparation work is now done by one person. Preparation takes all this person's available man hours plus considerable overtime.
Other University Architect functions are delayed, deferred or not done.
A flow chart of the current process is available. The precise project for the teams's study will be selected from the tasks in this flow chart.

Objective:

Redirect time saved to other University Architect functions

Constraints/Resources:

Preparation must be completed every 60 days to meet Board of Trustees meeting schedule.
Board of Trustee policies, procedures and practices must be followed.
Presentation materials must be acceptable to Bill Anderson, Gary Schultz and Board of Trustee chair of Finance and Physical Plant Committee.
Quality of material must remain at current high level or be improved.

Key Performance Measures:

Man hours or days required for each task.
Number of man hours or days saved.
Acceptance of materials after change(s) are made.

Expected Results:

Implement process changes.

Sponsor's Role:

Develop Team Charter and negotiate with the team.
Provide resources and support.
Participate in the Progress Review.
Insure that implementation takes place

Customers:

Gary Schultz
Board of Trustees Office
Penn State Public Information
Bill Anderson
Board of Trustees
Project Owners
Project Managers
Contract Administration

Suppliers:

Vern Davis
Ray Nargi
Bob Finley
Bill McKinnon
Charlie Brueggebors
Dan Sieminski
Rob Cooper
OPP Directors
User Departments
Campuses

Desired Report Out Date:

December 1996/January 1997

Update:

The Board of Trustees Presentation Material Preparation PAT implemented several ideas to improve the process required to prepare scripts, take photographs at remote locations, and improve data gathering. These include:

With the cooperation of script review participants, the team combined three reviews into one, moving this single review to a time when graphic material is available as well. This change has resulted in the savings of 4.5 man days over the past year.
With the cooperation of Commonwealth Services and Design and Construction Services, photographic duties for non-University Park locations has been transferred to the staff member who is visiting the location at the appropriate time. This change has resulted in the savings of 3.75 man days over the past six months.
Checklists were created and distributed to other OPP staff responsible for collecting and submitting project data to the Board of Trustees Architect. These checklists help identify what data is missing. This change has resulted in the savings of 1.5 man days over the past year.
With the cooperation of the Senior Vice-President of Finance and Business, the team deleted a Background Information Report which was not being used. This change has resulted in the savings of 8.5 man days over the past year.

There have been significant changes made in the presentation method since the team reported out to the Executive Steering Group (ESG). Key to this is going from slide format to computer generated presentations. This has altered the graphic preparation requirements and has had a significant impact on the process. Along with this change, professional consultants have begun submitting their graphic material in electronic form, allowing them to send the material over the Internet or via e-mail. We have also begun distributing Board material through e-mail rather than the time-consuming and paper-wasting method of copying and distributing via regular mail.

Office of Planning and Institutional Assessment

Team 186: OPP Board of Trustees Presentation Material Preparation Team