Phase 1 of the project service@itm.kth.se is now complete. Together, we have:

• identified individual tasks
• produced interface documents
• concluded project work linked to

1. Infrastructure
2. Training
3. Third-cycle education
4. Purchasing
5. Web
6. Working in an open environment
7. Events, conferences, public defences of doctoral theses, etc.
8. HR
9. Finances
10. Working in an open environment

We are now entering phase 2. Work commencing in this phase:

• Project Coordinator Annika Lilja is doing the rounds, informing the management group of each respective department about the new service centre.
• Identifying which tasks are to be performed at the service centre.
• Who will do what?
• Recruitment of employees, interviews are ongoing.
• Discussion no. 2 with concerned administrative personnel.
• Building an information page on the intranet.
• Creating an entry point.
• Supplementing the risk analysis conducted at the start of the project.
• Premises are available in the M block and in Sing Sing (both for service desk and office spaces for back office work).
• Two electric cars are being acquired (for the school’s porters).

Set schedule starting 1 April 2017 is on track.

Continued dissemination of information on the project

The school’s intranet is being used to disseminate information. Work materials are being shared on “social” for the reference group and concerned personnel. The school’s management group has a permanent point on the agenda for these issues; we will receive feedback via the school’s intranet and, naturally, direct to our e-mail inboxes.

Annika Lilja – anlil@kth.se
Christina Carlsson – christina.carlsson@itm.kth.se
Anna Thöresson Bergh – atb@kth.se

We hope in this way to keep as many people as possible up-to-date, as we will all be affected by this change in one way or another.  We need your feedback in order to know whether we are on the right track.

Best

Christina, Head of Administration

Now the project is in full swing. Employees have been identified with respect to:

• The work tasks that have changed.
• Employment changes line organisation.

Discussions were held at an individual level with the line manager and HR Manager. Thereafter, everyone was invited to a workshop where we together discussed concrete questions but also talked about how we perceived the decision of introducing service@itm.kth.se.

The change will be implemented in project form where all concerned administrators will be invited to participate.

Following work groups have been established:

1. Infrastructure
2. Education
3. Research education
4. Procurement
5. Web
6. Working in an open environment
7. Events, conferences, disputations, etc.
8. HR
9. Economy

Following catchwords have been identified as being related to the work on change:

• Quality
• Efficiency
• Sustainability
• Cost
• Accessibility
• Service
• Reception
• Flexibility

A final report will be completed on January 26, 2017.

Reference group

The reference group has had its first meeting. They decided to collect input on ITM’s internal web where all employees can come in with suggestions for improvement related to the school administration. We hope that all can take the time to contribute as it will guide the development of how it will work in the future. To contribute however the feedback should be concrete.

Analysis

The dean has requested an analysis of how the administrative line appears today, the cost development over time and the administrators who will be affected by the change.

Below you can see the employment development at the ITM school divided in employment categories, professor, lecturer, assistant lecturer, adjunct, researcher/research engineer, doctoral candidates, technical/administrative staff and others, for the period 2012-2016.

Future information on the project

Annika Lilja is the project manager for service@itm.kth.se. She intends to come out and inform each department during the project period until April 1, starting immediately after new year.  Moreover the school’s website will be used to spread the word. Work material will be shared on “social”,

The school’s management team has a fixed point on the agenda for these questions; we receive feedback on the school’s website and of course also directly in our inbox.

Annika Lilja – anlil@kth.se

Christina Carlsson – christina.carlsson@itm.kth.se

Anna Thöresson Bergh – atb@kth.se

We hope that in this way we can update as many people as possible as all of us in one way or the other will be affected by this change. If you have suggestions on how to communicate in the organisation, get in touch!

Last but not the least, I want to wish you all Merry Christmas and a Happy New Year!

/Christina Carlsson, Head of administration

Translation of caption:
1. Professor – Professor
2. Lektor – Lecturer
3. Bitr. lektor – Assistant lecturer
4. Adjunkt – Adjunct
5. Forskare och forskning – Researcher and research
6. Doktorand m anställning – Doctoral candidate with employment
7. Teknisk/admin – Technical/admin
8. Övriga – Others

The dean has taken the decision that the school must establish a service centre at ITM. The work for this change has now started. The school will have three service desks: Södertälje, Sing Sing and the IM headquarters. The desks must be manned during office hours, Monday – Friday. The organisation must be in operation from April 1, 2017. Annika Lilja at DO will be the project manager until the service centre is in operation.

A first step in this work has been to talk to all administrators who, in one way or the other, will be affected by this change. Step two is that we, together within the administration, will hold a workshop on November 23-24 to get the opportunity to discuss the change but to also have a chance to influence the process as work will be done on project basis until April 1.

We will, as the project progresses, actively inform all the employees at the ITM school. A control group and a reference group are appointed. The reference group includes employees from the academic line and the school’s main safety representative.

In parallel with the manned service desks, there will be a digital input terminal for issues related to public service. Hopefully, that means a switch to digitalization for base-service issues;

• Easier for the customer
• More efficient
• A driving force on the matter
• Enhanced service level
• Availability
• Extended opening hours
• Cost-effective in the long run
• Broader and deeper skills
• Shared working

We must together find the key for adapting to the demands of service. One challenge is to find a structure for the proper flow of information so that we can constantly adjust the level of service according to the demand.

/ Christina Carlsson, Head of Administration

The Office of Student Affairs has moved to Lindstedtsvägen 3, 6 tr. We have now made a joint decision to extend the office’s service and availability towards students pursuing programmes at the school.

As from December 1st a service desk will be in operation, Monday-Thursday from 09:00-13:00. A telephone service is also being introduced to the service desk during the same opening hours. The aim is that the desk will provide students with a quick and easy way of finding answers to questions relating to their studies. Students can also come here for assistance in booking an appointment for study counselling or international coordinators for more complicated issues.

On Tuesdays and Thursdays the office will have drop-in times from 09:00-11:30.

To minimise visits, emails and phone calls about “simple questions”, a project is being launched that will review the information flow on the school’s website and on the two monitors that will be installed by the entrance to the office as well as the service desk.

With regard to emails, the aim is that these will be answered within 48 hours. All phone calls must have active call forwarding when a person is not present or is unable to answer.

We hope that this will enhance the service level as well as availability towards students at the school, and also within the organisation!

Salary review 2016

Work is under way on this year’s salary review, and most salary discussions have been completed. The aim is that new salaries will be paid on December 23rd, backdated to October 1st, which is the review date. The ITM intranet has information for all parties together with guidelines on setting salaries at ITM.

The agreements concluded so far this year in the Swedish labour market have been at a level of 2.2% with a contract period of 12 months. In view of this, and with due consideration of KTH’s financial situation, at present this is the guideline to which we must adhere in the 2016 salary review at KTH.

No special measures have been invoked in this year’s review, but good teaching performance shall be acknowledged.

We hope that we will also be able to keep to the schedule in this year’s review.

/ Christina Carlsson, Head of Administration

The school has closed its books at SEK -4.2m for the period January-April 2016. The budget for the whole year is SEK +3.6m. The discrepancy between budget and the result is primarily due to salary costs and external revenue.

Revenue (SEK, millions)

Costs (SEK, millions)

Yours sincerely,

Christina, Head of Administration