On the road to the efectivness Business Process Center of Excellence at the Faculty of Electrical Engineering at the Czech Technical University in Prague Ing. Radek HRONZA Ing. Michal ŠPETA Ing. Pavel NÁPLAVA 1

Introduction of authors Ing. Pavel Náplava Ing. Michal Špeta Ing. Radek Hronza 1

Agenda Higher Education BPM project Establishing of CZM Evaluation 2 1. CONDITIONS 2. PROJECT3. CONCLUSION

Higher Education in Czech Republic Number of university students (2000 – 2012) Funding dependeds on number of students Decreasing number of new students Development of competitive environment Possible solutions: – Increase incomes (science, commercial research, …) – Decrease costs (effective organization) – Combination of solutions mentioned above Source: Statistics of Czech Ministry of Education 3

Decreasing trend of fundig (CTU FEE) ? [mil. CZK] Source: Annual Report of CTU FEE 4

The right decision at the right time Do we have any solution? Analysis 2009: Strategic faculty meeting 5

Avoid the full standardization! ACADEMIC INDEPENDENCE ACADEMIC FREEDOM 6

Initial conditions (SWOT analysis) OPPORTUNITIES  The attractiveness of study programs  Attracting more students  International cooperation & students  Non research commercial projects STRENGTHS  Long history & good reputation  High quality of teachers & scientific teams  Variability of study programs  Engaged in commercial research projects  Large knowledge base & experiences Source: Internal Analysis of CTU FEE (simplified) 1 7

Initial conditions (SWOT analysis) WEAKNESSES  Low flexibility of the University  Low efficiency of processes  Unclear strategy that does not reflect both internal and external organizational needs  Missing of any key performance indicators  Low level of faculty documents management THREATS  Negative demographic trends  Increasing competition  Lower governmental funding  Potential leaving of top scientists & employees Source: Internal Analysis of CTU FEE (simplified) 2 8

Do we have any solution? „We can't manage anything, what we don't have described“ PROCESS ANALYSIS 9

Initiation of the project Final decision to make the process analysis Analysis of similar projects Stakeholder discussions Project Tripple constrain (scope, time, resources) definition POWERED BY CZM 10

Centre for Knowledge Management (CZM) Education Research Business Established by the dean of the CTU FEE in Primary goals: – Dean support – Education support – Practical experiences Today’s staff: – 2 full time employees, – 2 PhD students, – 15 Bc. / MSc. students. 11

Cooperation with students INS TIS PIS ISP CPM DISSERTATION THESIS BACHELOR/MASTER THESIS INTERNAL INTERNSHIP EXTERNAL INTERNSHIP 40 STUDENTS 70 STUDENTS 250 STUDENTS Advanced courses Business Process Management Corporate Performance Management 250 STUDENTS 12

Strategic partnership + Center for Knowledge Management Czech Technical University Faculty of Electrical Engineering University Technology Exploration Center (UTEC)  13

Education Pilot Internal projects External projects Community Creating of BPM faculty culture Process mapping of Dean’s offices Revision and consolidation of documents Defined system for CTU FEE process model maintenance Created a presentation layer for process model CTU (Process portal) 09/ / / / /2012 CZM Development (1 st pillar) 1 14

Process portal Source: Screenshot of CTU FEE process portal 15

Source: Internal Analysis of accesses to the process portal (CZM) Process portal 16

Education Pilot Internal projects External projects Community Extending BPM within the faculty and outside faculty From process modeling to execution IBM Business Process Manager V8.0 5 processes in execution First steps of performance measurement 09/ / / / /2012 CZM Development (stabilization) 2 Real platform to train talents 17

CZM establishment  Clear identity both inside the faculty and Technical University:  Cooperation on the other faculty projects.  Cooperation with other faculties on their projects.  Cooperation on the university projects.  Direct financial support from faculty and university budgets (time limited).  Trusted relationships both with students and other employees, good reputation !!! 18

Future Outlook TO-BE processes (optimization) More reasonable processes in execution Extension of process mapping Extension of process portal functionality Usage of process model for employees job description Definition and measurement of KPI 19

Education Pilot Internal projects External projects Community First larger BPM external projects: Czech Ministry of Education West Bohemia Universty ŠKODA PRAHA Invest (energy) EFIN project workshop presentation. Starting to be the BPM leader in academic field in Czech Republic. Preparing BPM community. 09/ / / / /2012 CZM Development (2 nd pillar) 3 Cooperation with Ministry of Education on BPM methodology 20

Summary What does make sense  Usage of BPM in academic environment  Establishing of internal business process center of excellence for BPM project 21

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