Category Archives: Head of Administration

It should be easy to do the right thing!   

In autumn 2018, the School was reviewed with regard to regulatory compliance. It was revealed that the School requires a lot of improvement, and we were asked to submit an action plan to the President of KTH and University Board, which in turn adopts the School’s action plan.

The School of Industrial Engineering and Management’s administration has been process-orientated for many years. But when daily life creeps in, it can be easy to miss something. This may, for example, involve the quick implementation of a new resource, but even then there is legislation that must be followed.

We have begun work on producing videos connected to the administrative processes. These shall be made clearly visible on our internal website. The idea is that it should be quick and easy to get information on what needs to be done. The first video that was produced is called “Purchasing and Procurement”. This is one of the more complex processes. The second video that has been completed is “The Travel Process”, which covers elements to consider prior to a trip all the way up to the reimbursement of travel expenses.

https://play.kth.se/embed/secure/iframe/entryId/0_glj62uil

(If the English website is accessed, the videos will be available with English subtitles).

Films currently in production:

  • Entertainment Expenses
  • Secondary Occupation

The fact that the aforementioned processes of Purchasing and Procurement, Travel, Entertainment Expenses and Secondary Occupation were selected in stage one is due to the fact that it was within these processes that the School had the most issues in the internal audit.

We hope that the videos will contribute towards making it “Easy to do the right thing”, a quick reminder of what applies in terms of the laws, policies and ordinances that are applicable to employees within a government agency. The films are produced within the School of Industrial Engineering and Management, as we now have the resources to do so, thanks to the unit for digital learning becoming part of ITM, and a growing communication unit within business support.

Do you know of a process that you think we should make a film about? Send your suggestion to; Christina.carlsson@itm.kth.se.

 Environmental work at KTH’s schools and Joint Business Support (GVS*)

One of the Principal’s areas of priority is Environment and Sustainability. This means, among other things, that today there is a great deal of focus on these issues at KTH. The environmental work at the schools/GVS is run centrally from 01/01/2019 at the KTH Sustainability Office, together with the schools’ management.

Here is the link to the school/GV’s own web pages regarding environmental work within their own activities:

https://intra.kth.se/styrning/miljo-hallbar-utveckling/miljoarbete-kth-skolor

Here the schools’ environmental organisations, environmental goals and local routines are described. Based on the overall Sustainability Goals, schools/GVS establish goals and action programs. Local routines are also developed within the areas that require more detailed guidance.

Report environmental deviations or suggestions for improvement

Have you seen anything that deviates from how KTH works with environmental issues, so-called deviations (deficiencies) in the environmental work?
Or do you have suggestions for improvement regarding KTH’s environmental work?

This can be usefully reported via case management (MER SPE), which can be found on the intranet under the services tab, or reported directly to service@itm.kth.se.

*GVS = Joint Business Support. Formerly the term was “UF”. The concept of GVS was introduced on 01/01/2019.

With greetings from the support team

Christina

Wellness promotion to be increased to SEK 3000 per year in 2019

KTH  views health and wellness as an important concern, because employees who are fit and well have more chance of being able to meet the demands placed upon them by their work. Your health is not just a personal matter, it is also a shared resource that is crucial to the organisation’s performance. As of 2019, KTH will be increasing its wellness promotion to
SEK 3000 per calendar year and be giving staff the right to exercise during paid working hours by using a wellness hour.

All KTH employees are entitled to a wellness allowance that they canspend on activities that are approved by the Swedish Tax Agency as tax-free exercise. This includes gym visits, massages, golf, light therapy and swimming. To find out exactly what is included, a complete list can be viewed at the benefits portal KTH for me, where you can see how much of your wellness allowance is remaining.

Salary review

The salary review is now complete. This means that the new salaries will be paid on 20 December. New salaries will be paid retroactively from 1 October. All staff will be offered a meeting in the New Year regarding their new salaries, if they so wish.

All of us here at the school’s office would like to wish all staff a Merry Christmas and a happy New Year!

Christina

Environmental Audit & Joint Operations Support (GVS)

Internal Environmental Audit

At present, KTH is performing an internal environmental audit. The internal audit group visited by ITM last Friday, and a review of was carried out regarding:Recycle

  • Follow-up and evaluation of mandatory requirements
  • Management’s commitment and responsibilities
  • Organisation and working methods for sustainability work
  • Sustainability-aspects within the framework of the quality process for education and research

The KTH Sustainability Office will support the schools in their effort to maintain and develop environmental management practices and thereby the work towards achieving sustainability goals. The purpose of this organisational change is to create “One KTH,“ by way of enhancing support and strengthening competence regarding the work with the environmental management system’s administrative procedures.

The KTH Sustainability Office will work directly with responsible managers and responsible function heads instead of – like today– environmental agents. This means that Charlott Flodin and Adde Jeihouni will resign as environmental representatives from January 1, 2019.

Read more about the Environmental Audit here (in Swedish only).

Organisational Changes for Operational Support

The Rector has decided on the new internal organisation for  Joint Operational Support (GVS). The new departments at UF will be:

  • Finance and Procurement (Finance and Procurement)
  • Planning, Evaluation, Quality (Planning and evaluation, Administrative Law)
  • Human Resources (Human Resources, Employment Law)
  • Education Support (Academic Registry, Students´ Office, International Relations)
  • Research Support (Research Office, Contract Law, Fundraising)
  • Collaboration (Communication, KTH Business Liaison excl. Fundraising)
  • Sites and Operation (Site Services, Department for Building and Environment)
  • ICT Services (IT Department, Records Management and Archive)
  • Common Infrastructure (Internal audit, KTHB, KTH Innovation incl. IPR Law, Open lab, Alba Nova, SciLifeLab Administration)

Internal Audit is subject to the KTH Board, but will organisationally be places within GVS. Head of GVS is Managing Director Anders Lundgren. The Rector further decided that the KTH’s Head of School Council will function as a strategic council for the Joint Operations Support (GVS). The new organisation will be put into effect on January 1, 2019.

Read Rector’s comments on the Joint Operational Support (GVS) here.

/ Christina Carlsson, Head of Administration

Communications, Salary Review, and the Review of Support Function at KTH

Communications

ITM is strengthening administrative support for communication. Currently, the school has two employees working in communications, communications manager Jenni Hollbrink, and Peter Waites, who is focused on web and digital communication. A third recruitment is under way, which is linked to research communication and the Södertälje initiative.

If you have ideas or are in need for support in these areas, do not hesitate to contact our communications staff. Above all, make sure you are up to date on the school’s internal website, as our ambition is to develop internal­­­– and management communication within the school. The idea is to offer all school employees and visitors relevant and engaging content, which will hopefully increase traffic on our internal website. This requires commitment, good ideas, and persistent work.

A first step in this new initiative is to present let our Head of School and a few key members of management give short introductions into our activities, vision and strategies. The films in question were produced last spring in order to present the ITM-school to the principal’s school visit in May 2018. The first film – in which Jan Wikander, Head of School, presents ITM’s vision and strategy – has been published on our internal website as well as on our new channel at KTH Play. New short videos in which the school’s head’s of department each present their departments will be released once per week. The films’ audio is in Swedish, but English subtitles have been provided so that all employees at the school can appreciate these presentations.

Salary Review

The school is in the middle of the yearly salary review. Salary talks are being held throughout September. Our ambition is that information regarding new pay levels will be available in the first two weeks of November. Payment of the new salaries is planned for the December salary payout. At KTH, new salary criteria have been in effect since June 1, 2018. The statement is available in Swedish and in English.

Review of Support Function at KTH

In the autumn of 2017, the President decided that a review of KTH’s management– and operational support was needed, one that was based on the needs of the university’s core activities. These activities were defined as research and education conducted at KTH. The starting point for the review has been “One KTH.” KTH should provide and offer equal and unified support to everyone, regardless of where in the organisation you are operating. This is a prerequisite in order for students and employees to experience KTH as “One KTH.”

A decision on this issue is expected this week, and will be published on the KTH internal website under Organisation and Regulation.

/ Christina Carlsson, Head of Administration

Öppettider under sommaren

Samtliga funktioner inom stödverksamheten är bemannade under hela sommaren. Expedition Sing Sing har dock stängt under veckorna 26-31. Expedition Nord har öppet under hela sommaren, under veckorna 27-31 är expeditionen bemannad mellan 08.30-13.00.

Personalen går att nå via service@itm.kth.se  under hela sommaren mellan 08.30-16.30.

Vi inom stödverksamheten hoppas att vi alla får en riktigt skön och varm sommar!

/Christina Carlsson, administrativ chef