Archiving of Bilda

KTH Royal Institute of Technology (KTH) is terminating its Bilda system agreement with Ping Pong. The termination comes into effect on 31 Dec 2017. To replace Bilda, KTH is implementing Canvas. The School of Industrial Engineering and Management (ITM) holds courses in this. If you have any questions, please contact Anna Jerbrant, director of first-cycle courses and study programmes (GA).

A public authority such as KTH has a responsibility to archive various types of documents/outcomes. There are also rules on how long it is before such materials can be disposed of.

KTH has now procured an archive licence. As this gives all of us access to the materials for three years, we have more time to analyse what has been saved in Bilda and if it needs to be archived for a longer period. The items that have to be saved for a long period are detailed in KTH’s document management plan. Unless otherwise stated, this latter constitutes the public authority’s decision on disposal.

We will be returning to this subject when we have received more information from KTH/University Administration (UF).

Examination rules at KTH

Background

In 2013, KTH implemented scanning of examination papers. Ahead of this, there had been a general mapping out of the examination situation at KTH’s course-giving units. This mapping out showed: wide variations in examination administration; various interpretations of the examination regulations; and, differences in examination invigilators’ implementation and practical handling of written examinations. Around 100,000 students a year sit examination papers at KTH. There are also several partial examinations that have the same format as standard examinations and are handled in the same way.

As the steering documents did not meet the need for clear guidance in the various situations that arise in current written examination sittings, the need for a review of examination rules at KTH was palpable. Proposals for new examination rules were finalised in March 2017 and were then circulated for comment to the GA group and the education committee. The issue was prepared in the education committee on 8 Mar 2017 and 10 May 2017. Statements from the education committee have been taken into consideration in the new proposal currently under consideration.

In the autumn 2017 semester, ITM will be implementing examination rules developed in line with the above. The school’s director of studies group will be supplementing KTH’s examination rules from an ITM perspective.

We will be returning with more information on this in the autumn 2017 semester.

I wish you all a wonderful, sunny summer!

/Christina Carlsson, Head of administration

The Dean of the School has set up two new projects to define what needs there are with regard to

• The school’s MSc programmes as regards the producer side. Caroline Ahlstedt has been appointed project manager. The project is already underway.
• The school’s centres of excellence. Sarah Golibari has been appointed project manager. The project is already underway.

The projects will be run in project form beginning with a round of interviews concerning needs and wishes that exist at the school. A reference group has been appointed.

Computer workstations

Work is going on at KTH to coordinate IT operations and support with the aim of minimising work duplication and using KTH’s resources more efficiently. A further aim is to reduce the total cost of activities such as investments, operation and development in local platforms at KTH. Five of KTH’s schools are already in this environment.

The Dean of School has decided to transfer the school’s IT services to KTH’s IT department. The process for this is as follows:

• Prerequisites and scope
• Inventorying and mapping
• Implementation of requirements/needs
• Design of services
• Introduction projects
• Administration

The school has appointed a reference group. The project is being run by KTH’s IT department under the management of Hans Wolfarth.

Service centre

ITM’s newly set up service centre is now up to speed and cases are dropping into our new case management system. At present we’re working hard to adapt quickly to demand. If you have questions or suggestions for improvements, don’t hesitate to contact:

Annika Lilja, anlil.kth.se

Christina Carlsson, chrisinta.carlsson.itm.kth.se

We really need your views and comments to be able to offer the basic services we have set up.

Yours sincerely
Christina Carlsson, Head of Adminstration

Background

The management administration within ITM is being reviewed. The purpose of this review is mainly to strengthen the administrative support in the academic line with maintained/lower overheads. As a first step, the School will open a new service centre on 1 April with a service desk in Maskinkvarteret and a service desk in Sing Sing.

This work has been pursued in project form, starting with an interview round to identify needs and preferences within the School. A reference group has been appointed for this.

Next step

Step 2 of this process is to review the administrative support linked to the School’s

• Master’s programmes (60 and 120 credits) concerning the producer element
• Competence centres

Decision

The Dean is starting two new projects to identify the needs that exist in relation to

1. The School’s Master’s programmes (60 and 120 credits) concerning the producer element. Caroline Ahlstedt has been appointed project manager. The project will start immediately.
2. The School’s competence centres. Sarah Golibari has been appointed project manager. The project will start immediately.

The projects will be run in similar form to the project concerning the School’s new service centre. Information about the projects will be available on the School’s intranet.

If you have questions, please contact: service@itm.kth.se

/Christina Carlsson, Head of administration

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