Setting up Adama University – A Framework

Setting up Adama University

_______________________ German Saying
Es gibt nichts Gutes, außer man tut es.
A Model Exercise in English equivalent
University Development There is nothing good if not being done.

Translated to Adama University case

Subset Quality Management Don‘t talk about, do it.

Motto 2

Setting up Adama University – A Framework Setting up Adama University – A Framework

■ Autonomy
■ Adama University (AU) shall become a model university for ■ Lean governance
Ethiopia emphasizing economic development and
university-enterprise cooperation according to the German
lean structure and lean processes
paradigm. ■ Separation between
Strategy and Control ↔ Management ↔
■ Adama University shall become a model university for Operation
excellence in teaching, learning and applied research. ■ Balanced centralization ↔ decentralization
■ Delegation, participation, responsibility,
■ Adama University shall be attractive in international
university partnerships and networks.
accountability, transparency, professionalism,
effectivity and efficiency
■ Adama University shall be the center of vocational teacher ■ Focused
education in Ethiopia. ■ Learning organization

Fundamental Objectives 3 Framework and Adama University Design Principles 4

Setting up Adama University – A Framework Setting up Adama University – A Framework

■ Consequent implementation of the objectives ■ Governance and Leadership

■ Raised level of staff, programs and graduates ■ Government – University Interaction
■ Substantial and relevant research & innovation
■ Economy – University Interaction
■ Spin off enterprise creation
■ Internationalization
■ International standards matching
■ Study Programs
■ Improved quality and ongoing quality improvement
■ Acceptance in international partnerships and ■ Continuing Education
cooperations ■ Applied Research & Development
■ Tested prototype for ■ Resources and Staff
Ethiopian university development ■ Students
■ Lessons learned
■ Commercial Activities and Income Generation
Some Expected Outcomes 5 Topics addressed in the framework 6

Setting up Adama University – A Framework Setting up Adama University – A Framework

■ 1400++ PCs on-line with ■ recognition of the most

fast internet link, WLAN important member group:
access points students
■ web site ■ students jobs on the campus
www.adama-university.net ■ lean(er) processes
■ activation of unused / ■ research start up
misused resources
■ eBooks / eJournals
■ from 42 purchasing steps
down to 6 purchasing steps ■ change of climate by
participation
■ working campus ■ what we teach we must be
maintenance able to do ourselves
■ resource awareness

Summary of Selected Achievements 7 Structure Elements Overview 8

Setting up Adama University – A Framework Setting up Adama University – A Framework

MoE
Government Area MoCB Government Area

Involve

Reports
ment
SB
Nominates
Approves VP

MoE Government–University–Interface Control & Strategy

Proposals Management Operations
Appoints

MoCB Execution
Member

Appoints
Supervis. Reports Managing Ext. Mgmt. Heads
Board Approv. Contr. Board Proposals Team
Operations Measures

P
P/VP Strategic Aims
Involve- Deans
Supervis. Nomination Managing Member Ext. Mgmt.
ment Rules, Approv.
Board SB Board Team Academic School HoD Adm/Comp
Appoints VP Proposals Schools
AU Senate (Board) Divisions
Delegates

Requests

Heads

Installs
Elects

Community

Deans
Control & Nominates Appoints Rules Quality status

Incidents
P / VP

Status &
Management

Reports
Strategy Exam. and measures Departmt.
Board Students’ (Plenum)
AU Elects Staff Academic Elect Academic Adm/Comp
Schools Dean
Community Delegates Senate Delegates Divisions
Studies Studies Exam. Delegates
Autonomy Area Board Committee Committee
Autonomy Area

Governance and Leadership Structure Fundamentals 9 Governance and Leadership Interaction Fundamentals 10

Setting up Adama University – A Framework Setting up Adama University – A Framework

■ Concepts/requirements for existing programs change

• professional management on school level
• great deal of autonomy within university
• own budget
• accountable for all assigned resources
Major Elements of Schools
■ Concepts for new programs
■ Study and examination regulations within the school
■ Aims to …
■ Secure relevance and need of a curriculum
■ Secure quality standards in curriculum & syllabi
■ Secure quality standards in study processes
■ Secure quality standards in examination regulations
■ Avoid redundancies in program offerings
■ Promote interdepartmental and interschool program
delivery
11 School‘s Studies Committee Duties 12
Setting up Adama University – A Framework Setting up Adama University – A Framework

Scope of University Scope of each School ■ Instruct newly assigned staff to be able to accomplish the
duties effectively, competently, independently and reliably.
Academic Senate Schools Board
■ Periodic feedback of staff relating to workplace conditions,
Studies Board Compose School’s Students’ Dean workflow, conflicts and other staff to line manager aspects.
Students’ Dean(s)
■ Extra or periodic job related training shall be implemented as
Studies Committee soon as possible. Staff may request retraining.
Examination Board
Head of Exam. Board Examination Committee ■ Periodically evaluate individual staff performance for staff
promotion and job placement according skills and experience.
Counseling Course Advisors
Internship Service Internship Commissioner(s) ■ Job misuse or insufficient job fulfillment may not be tolerated.
■ Facilitate new internal job assignments whenever possible.
Periodic job rotation possibilities shall be arranged.

Quality status and measures reports ■ Provision of supplemental services may be lead to

Examination status and incident reports supplemental payment.

Studies Quality Management Elements 14 Staff Management Rules for Line Managers (partial) 15

Setting up Adama University – A Framework Setting up Adama University – A Framework

■ Promotion of high potentials

extra training, assignment of more responsibility, adjustment of salary,
bonus payment, …
■ Job reassignment of low potentials Central Administration
■ Internal training or retraining opportunities Head of Administration
retrained and upgraded staff may expect job enrichment perspectives.
■ Teaching staff upgrade
incentives of various kinds to support advancement: monetary and
prestigious, sabbaticals, partial exemption from duties for further Finance and Human Enrolment & Social
training, granting certificates after successful passing retraining / further Accounting Resources Examinations Services
training …
■ Master by Research and Doctorate by Research
upgrade programs for high potential teaching staff

Staff Development Elements (partial) 16 Central Administration Division and Departments 17

Setting up Adama University – A Framework Setting up Adama University – A Framework

■ administers, registers, documents and archives all

phases of students‘ life and steps associated with …
■ study applications, enrollment, issue of students
identification badges, placement in dormitories,
internships, enrollment termination, registration of
study achievements, …
■ preparation of attestations, record of marks/study
achievements, official graduation documents, …
■ general student’s guidance, internship support
service, advisory services, …
■ student and graduation statistics, alumni tracking, …
The Enrolment and Examination Department … 18 IT for Students Administration 19

Setting up Adama University – A Framework Setting up Adama University – A Framework

Compound Services International Computer Technology

Head of Compound Services Library
Office Centre Interchange

Pedagogic Culture Sports

Workshop
Construction& General Skills Support Leisure
Security
Maintenance Services

Compound Services Division and Departments 20 Central Academic Service Units 21

Setting up Adama University – A Framework Setting up Adama University – A Framework

Strategy Management Operation

Senate Academics Support &

Administration

Client Service Collaboration

Responsibility Centralized
Decentralized Accountability

Management Support Functions 22 Views on Adama University Operation 23

Setting up Adama University – A Framework

Setting up Adama University

Departments _______________________
■ Didactic of Engineering
■ Didactic of Business Administration
■ Pedagogic, Adult Education, Educational Planning
Section 2 - Transformation

■ Pedagogic Skills Improvement and Support Centre ? When ? How ?

School Pedagogic and Vocational Teacher Education 24

Setting up Adama University – A Framework Setting up Adama University – A Framework
Programms

■ Cluster related core competences in a unit

α β γ δ ε ζ η λ σ ν
■ No duplication of core competences in different
A ✔ ✔ ?

ClusteredCompetences
units „Blue“
B ✔ ✔ ?
■ Balanced size and teaching capacity Dept.
✔ ✔ ?
C
not too small and not too big
„Yellow“ D ✔ ?
■ Supplemental competences in one unit are

Competences
Dept. E ✔ ✔ ?
core competences in another unit „Red“ F ✔ ?
Dept. G ✔ ✔ ?
„new“
Dept. new !!

Department Formation Principles 26 27

Setting up Adama University – A Framework Setting up Adama University – A Framework

SoP Vocational
Teacher Education Food Quality & Nutrition
SoH SoA
Teaching & Research Se
m
Te en
ac R
hin &D
M g
Fo edi
od cal
stu N A.I.
Business Admin in ff utri
SoB SoE Q tio
ua n
Institute
Engineering & vice versa lity pl.
n A p p.
me elo
Hu Se Dev
ph ge s,

&
,…

la ma
h, ua tie
ys s,

ng n University Foodstuff
at n g ni

AMAE
ics

i Hospital
la m a

m uag ties
Supply Fa r
m
Tr a e r
Hu

at es , SHN inin
h , g
m

Collaboration of Schools (Model A) 28 Example: Synergy Concept in Asella Branch 29

Setting up Adama University – A Framework Setting up Adama University – A Framework

■ Promotion and appreciation of high potentials
extra training, assignment of more responsibility, adjustment of salary,
bonus payment, …
■ Job reassignment of low potentials
■ Internal training or retraining opportunities
retrained and upgraded staff may expect job enrichment perspectives.
■ Teaching staff upgrade
incentives of various kinds to support advancement: monetary and
prestigious, sabbaticals, partial exemption from duties for further
training, granting certificates after successful passing retraining / further
training …
■ Master by Research and Doctorate by Research
upgrade programs for high potential teaching staff
■ Instruct newly assigned staff to be able to accomplish the
duties effectively, competently, independently and reliably.
■ Periodic feedback of staff relating to workplace conditions,
workflow, conflicts and other staff to line manager aspects.
■ Extra or periodic job related training shall be implemented as
soon as possible. Staff may request retraining.
■ Periodically evaluate individual staff performance for staff
promotion and job placement according skills and experience.
■ Job misuse or insufficient job fulfillment may not be tolerated.
■ Facilitate new internal job assignments whenever possible.
Periodic job rotation possibilities shall be arranged.
■ Provision of supplemental services may be lead to
supplemental payment.

Staff Development Elements (partial) 30 Staff Management Rules for Line Managers (partial) 31

Setting up Adama University – A Framework Setting up Adama University – A Framework

Continuing and Distant Education Institute
■ Further Training and Human Resource Academic Director Academic Director Administrative Head
Development Centre Engineering Programs Non Engineering Programs

■ TVET Teachers In-Service Training Office

■ Staff skill enhancement

Satellite Location Distance Learning
Program Manager
■ Further training and consultation Program Manager
Program Manager
Manager
Program Manager
Program Manager
Manager
Program Manager
Program Manager

■ Pedagogic skills improvement and support centre

Lecturers
Program Manager
Program Manager

Production
Production
Logistic

Methodology
Support
Technology

Continuing Education 32 Continuing and Distant Education Institute 33

Setting up Adama University – A Framework
■ Students’ participation
■ Job opportunities
■ Campus life
■ Campus development participation
■ Special student support
■ Best of students appreciation
■ Adama University Alumni
■ Business incubator
■ International twinning
Students
Setting up Adama University
_______________________
Practical Management
Setting up Adama University – A Framework
… a supporting network of friends and stakeholders
■ from industry, trade, associations, organizations,
universities, federal and regional politics
■ from domestic and abroad
… a forum for exchange about
■ external perception, current situation, plans,
prospects, problems, support needs
34 Board of Trusties is … 35
Setting up Adama University – A Framework
■ Don’t sit - walk around
see, talk, feel, observe, assess, ask, comment, …
■ Be authentic, honest, open, supportive, consequent,
optimistic, an example, fair, …
■ Agree on objectives, routes, resources, milestones,
delegate and review, …
■ Tolerate non repeating mistakes or failures, …
■ Value all staff, appreciate achievements, sanction misbehavs
■ Balance trust and control, …
■ Encourage staff and students, …
■ Listen to all sides, …
Practical Side of Management 37
 AU’s low cost computer center
with various network services

One of many PC pools

Free air WLAN users

InfoScreen to broadcast latest news to the community

New Year Reception

with Expats from around
the World

Seminar with German Students

 Out of this garbage
students brought
40 PCs back to life

Architecture students
present their campus model

Students deploy network installation

Setting up Adama University – A Framework

Top of the art training facilities

in the Further Training Institute
jointly with ecbp/KfW

45