Colleges and universities have complicated, sometimes bureaucratic, structures and processes, which can make institutional inertia hard to overcome.
“Sometimes at institutions, you do the same process because you’ve ‘always done it that way,’” observed Steven Shablin, University Registrar at Oakland University. “Applying Lean methodology gives us the opportunity to determine how we can improve administrative process -- providing better services for students, faculty, and staff, as well as realizing efficiencies, such as reducing resources and providing more accurate data.”
Example: Streamlining graduation certification
Previously, it could take up to six to eight weeks for Oakland University to certify a student receiving a degree and also receiving their diploma.
This year, that wait time is less than three weeks
With the help of the campus’ Pawley Lean Institute, Shablin and his team did a process diagram of the entire graduation certification process.
“We realized much of the certification process was at the end of the process,” Shablin said. “What we’ve been able to do is develop more of a process up front so that we notify students in advance that they’re missing degree requirements and do it early enough that they can register for appropriate classes before deadline dates.”
The new process is more frontloaded, to help identify and resolve potential issues before it’s too late.
Lessons from Lean
“One advantage that came out of the Lean process is understanding the importance of benchmarking,” Shablin said. “What are your metrics?” Having benchmarks and baseline data helps you compare like term to like term so you can see where improvement can be made. In addition, data can be shared with constituents to help promote needed change.
In addition, the Lean process evaluation takes a team. “Getting everyone involved helps them to realize their value, see how their contributions are critical, and move forward in the same direction,” Shablin said.
Thanks to the success of applying Lean principles to the graduation certification process, Oakland University is now reviewing to multiple other processes on campus.
Bring it home: Tailoring Lean to your SEM goals
Shablin and Dr. Jeni Wenson, faculty member from Oakland, will share their Lean experience at the AACRAO SEM Conference this October. They’ll be joined by Kelly Brooks, Registrar at Capella University, which has implemented university-wide lean methodology in a variety of different projects.
“We’ll discuss both theoretical and operational use of Lean methodology,” Shablin said. “We’ll cover all the important points of Lean process and how they can be tailored toward SEM initiatives in both for-profit and nonprofit environments.”
Register now for the AACRAO SEM Conference, Oct. 29-Nov. 1, 2017, in Phoenix, AZ.