Lean Focus—Supply Room 5S

Cleaning Up!

Photo of the Fifth Floor Supply Area 5S Team (left to right): Colin Neese, Andi Barajas, Cayce Will, Danielle Davis, Ann Kitalong-Will, and Lean Facilitator Laura Harry.
Fifth Floor Supply Area 5S Team (left to right): Colin Neese, Andi Barajas, Cayce Will, Danielle Davis, Ann Kitalong-Will, and Lean Facilitator Laura Harry.

Business Operations and the Office of Information Services completed a 5S of their supplies area. The previous state of the supply area was unorganized, full of items nobody wanted or needed, and staff couldn’t find the supplies they need easily. The new, current state has an organized supply area, having supplies on hand that are needed, removing unused items, eliminating waste and to created an easy order process. The improvement ties into the University’s Strategic Goals by promoting safety, effectiveness, and efficiency and creates an aesthetic and sustainable infrastructure. A Kanban system was created for reorder and to determine inventory levels. Weekly audits of the space are posted in the supply cubicle that staff and students are included in to sustain the area.

Photo of the Fifth Floor Supply Area Before the 5S.
Fifth Floor Supply Area Before the 5S.
Photo of the Fifth Floor Supply Area During the 5S. “Keep, Return, and Rid”
Fifth Floor Supply Area During the 5S. “Keep, Return, and Rid.”
Photo of the Fifth Floor Supply Area After the 5S.
Fifth Floor Supply Area After the 5S.

UAW Certification Program

Michigan Technological University offers its UAW employees a certification program designed to provide a professional development opportunity for those who would like to increase their skills in business and administrative applications and tasks. The program consists of four courses including; Business Communications, Microsoft Office Suite, Social Media, and a Michigan Tech specific course comprised of several department liaisons from across campus who provide an overview of and information on their areas such as Banner, Google Suite, Discoverer, and Continuous Improvement. The program was created after a conversation between President Mroz and the Gogebic President, Jim Lorenson. From there a Memo of Understanding was negotiated with the UAW to form a committee and develop a recommendation. The UAW employees were surveyed, as were a select group of UAW supervisors, to gain insight into what areas where training was needed. The committee then met with Gogebic Community College faculty to determine what courses would look like, duration, location, cost, etc. Participants come from all over campus, as all UAW employees are eligible to participate. The benefits for completing the program is the education received, a graduation certificate, and those who graduate are encouraged to add the completion to their resume.

UAW Picture of Blizzard T. Husky, MTU's mascot at graduation

In 2016, 42 UAW employees graduated from the program. For more information about this program and other professional development opportunities please visit the Human Resources website: http://www.mtu.edu/hr/


New Initiatives—Policy Biennial Review

—Ann Kitalong-Will, University Policy Office

Michigan Tech’s Policy Office maintains the University Policies and Procedures Manual, ensuring that administrative policies are developed using best practices in policy administration and are in compliance with Board of Trustees’ policy. According to Board Policy 3.2 University Administrative Policies and Procedures, all university administrative policies must be enacted, published and periodically reviewed using uniform standards and formats.

Image of a Policy Memo

To ensure that University policies are up-to-date, we have implemented a biennial (every two years) formal review process. Please note that any office may still update their policies through our office at any time; this formal review is intended to be responsive to any change in regulation or legislation impacting policies, reflect updated practices and position responsibilities, and any other specific revisions that may be deemed necessary.

This process will begin in late November and will proceed through the spring of 2018.


On the Road—Ann attends the Diversity & Inclusion Conference

Kitalong-Will PictureAnn Kitalong-Will, Executive Director for Business Operations in the Office of the Vice President for Administration, attended the Diversity and Inclusion (D&I) Conference and Exposition in San Francisco, October 23-25. This annual conference is sponsored by the Society for Human Resource Management (SHRM).
The D&I conference provides opportunity to exchange ideas and best practices to grow a globally inclusive workplace through programs and knowledge-sharing that support employee development. Ann will be working toward enhancing Michigan Tech’s work-life initiatives by developing inclusive programming to support the University’s increasingly globally diverse employees.

Office of Information Services Website Launch

The Office of Information Services (OIS) announces the launch of its new website!

OIS serves the Vice President for Administration division in an information support role. Our key areas of expertise include Business System Analysis, IT Project Management, and Business Intelligence and Data Visualizations.

Our mission is to engage people, cultivate continuous improvement, and innovate through technology and process to enhance strategic decision making as one administration.

We partner with each business unit within the Vice President for Administration division to assist in improving our business processes through the use of innovative information systems and services. We believe in, and use in our daily work, lean methods and the tools of continuous improvement.

Dashboard Icon

We are dedicated to advancing the mission, vision, and goals of the University through effective and efficient information support services.

Visit our website to view the service catalog, common questions about dashboards and information analytics.

For further information or questions, please contact the Office of Information Services.


Cayce Will Attends EDUCAUSE 2017 National Conference

Picture of Cayce WillCayce Will, director of the Office of Information Services, attended the EDUCAUSE Annual Conference held October 31 – November 3rd in Philadelphia, PA. EDUCAUSE is a non-profit association and the foremost community of IT leaders and professionals committed to advancing higher education. Cayce attended sessions covering enabling data driven decision making, strategic leadership and partnership in higher education, and IT governance and policy. Top IT Issues in Higher Education fell within four themes, Students, Data, Security, and Planning and Funding. Information Security was the number one issue again, for the third year running, while student success, and developing institution-wide IT strategies, came in second and third.

For further information or questions, please contact the Office of Information Services at OIS@mtu.edu or visit the the OIS website at mtu.edu/ois.


Facilities—ET and Internal Dashboards

In an effort to improve transparency and customer service, Michigan Technological University’s Facilities Management Department has adopted the use of online dashboards to provide answers to frequently asked questions and quick access to regular reports.  The dashboards are an opportunity to have the needed information available even when Facilities employees are not at their desks. The dashboards contain information regularly requested of Facilities Management such as project lists, Board of Trustee reports, links to master planning documents, or ones that are used and reference often within Facilities Management. A version of a dashboard was created several years ago by the previous interim director – before moving to a cloud-based solution. The goal behind creating these dashboards was to be able to find the items that customers and employees were looking for on frequent basis. This system allows people to find answers wherever they are, without having to wait for a response from someone in the office at the time of the request. This cloud-based solution allows for instant information updates and excellent customer service to all members of the campus community.

Facilities Internal Dashboard

For more information on dashboards and how they can help your department, please contact the Office of Information Services at 906-487-2129 or visit their website at mtu.edu/ois.


On the Road—Colin Neese

Colin NeeseColin Neese, Business Systems Analyst for the Office of Information Services, under the Vice President for Administration, attended the 10th Annual Tableau Conference in Las Vegas held October 9th through the 12th. Tableau is a data analytics and visualization company dedicated to transforming how people use data to solve problems. Over two hundred unique breakout sessions were offered at the annual conference in addition to hands on training sessions presented by Tableau Employees and sponsored partners. Colin will be working to enhance existing Vice President for Administration dashboards and developing new visualizations using best practices and training received at this conference.


Lean Tip—Team Empowerment

What You Can Do Today!

  • 5 Minute Action: With every conversation
    today, try your best to just listen.
  • Congratulate your team for a job well done
    and reflect on how we can be even better going
    forward.
  • Reflect on your personality type and think
    about how you can manage your strengths and
    weaknesses in different situations or around
    different types of people in your team.

Togetherness


Safety Topic—Active Shooter Training

Police officer with students

Business Operations and the Office of Information Services received hands-on active shooter training from Public Safety. The training was on the 5th Floor of the Huntington National Bank Building where the offices are housed. The training focused on customizing a response plan that could be executed in the office’s daily location in the event of an active shooter threat. After the training, our staff developed and recorded the customized active shooter response plan for the staff and students who work on the floor. The plan includes three different threat scenarios: “Get Out,” “Lock Out,” and “Take Out.” The “Get Out” plan involves everyone on the floor safely leaving the building and meeting up in a safe place. For the “Lock Out” plan, the offices are creating a “goBag” in case those on the floor need supplies while they wait out the threat and are in a safe, barricaded place to do so. The “Take Out” plan is only used in the event that those on the floor cannot use the “Get Out” or “Lock Out” options. When the students who work in the offices come back this fall, there will be a training on what the new response plans are in order to ensure everyone understands the plan and that it’s easy to follow.

Having these plans in place and regularly practiced will give the staff and student employees an set of instructions in-case of an active shooter on the floor or in the building.