nus organisational excellence journey in safety & …
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© Copyright National University of Singapore. All Rights Reserved. © Copyright National University of Singapore. All Rights Reserved.
NUS ORGANISATIONAL EXCELLENCE JOURNEY IN
SAFETY & HEALTH
4th NUS Safety, Health & Environment Conference
National University of Singapore
4th July 2019
© Copyright National University of Singapore. All Rights Reserved.
CONTENT
1. Organisational Excellence
2. Business Process Reengineering
3. Organisational Excellence in Safety & Health
© Copyright National University of Singapore. All Rights Reserved.
Organisational Excellence01
© Copyright National University of Singapore. All Rights Reserved.
NUS Organisational Excellence Journey
“In the spirit of continual improvement, we have
embarked on an Organisational Excellence (OE)
journey to professionalise our administration
and improve operational efficiency.”
Prof Tan Eng Chye
NUS President
Reference: NUS OE website
https://share.nus.edu.sg/oe/Pages/index.html
01
© Copyright National University of Singapore. All Rights Reserved.
21 Initiatives across 4 Admin functions
Procurement
HR
IT
Finance
Simplify Project Portfolio
Management (PPM)
submission process
Enhance flexibility of air
ticket purchase and
transport claim
Streamline e-
Journal workflow
Establish service
level agreement
Digitalise Approval of
Requirement processLowering approval authority to
conduct limited quotation
procurement and direct contracting
Simplified policy and process
for appointment, re-
appointment and appraisal of
research staff
Removal of medical
clearance for most
jobs
Reference: NUS OE website
https://share.nus.edu.sg/oe/Pages/index.html
NUS Organisational Excellence Journey01
© Copyright National University of Singapore. All Rights Reserved.
University Campus Infrastructure (UCI) Organisational Excellence
1. Align to University’s direction toward Organisational Excellence.
2. Small team formed to drive University’s OE objectives in UCI cluster on 1 Oct 2018.
3. Review and improve efficiency of processes in UCI cluster.Office of Safety,
Health & Environment
(OSHE)
Office of Campus
Security (OCS)
Office of Estate
Development (OED)
Office of Campus
Amenities(OCA)
Office of Facilities
Management (OFM)
Office of Environmental
Sustainability(OES)
Office of Housing
Services(OHS)
Office of Senior Vice-
President (Campus
Infrastructure) (OSVPCI)
University Campus Infrastructure (UCI)
Reference: NUS UCI website
https://uci.nus.edu.sg/
Conference & Events
Unit (CEU)
Sports & UTown
Management Unit (SUU)
01
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Approach & Method
DO
CHECKACT
PLAN
Review
effectiveness
of redesigned
process
Source: https://nextadagency.com/Source: https://www.processexcellencenetwork.com/
Improve
redesigned
process
Analyse and
redesign current
process
Implement
redesigned
process
So
urc
e:
http
s://w
ww
.ind
iam
art.c
om
/
Source: https://www.insidehr.com.au/
Engage stakeholders for
feedback and acceptance
on redesigned process
So
urc
e:
htt
ps:/
/tra
um
ain
form
e
do
reg
on
.org
Identify pain points
and initiatives to
address them
Prioritise initiatives
to work on
Setting goals
and targets
Source: https://insidesmallbusiness.com.au/
01
© Copyright National University of Singapore. All Rights Reserved.
Business Process Reengineering
(BPR)
Approach & Method01
© Copyright National University of Singapore. All Rights Reserved.
BUSINESS PROCESS REENGINEERING (BPR) APPLICATION
02
© Copyright National University of Singapore. All Rights Reserved.
Definition of Business Process Reengineering (BPR)
The fundamental re-thinking and radical redesign of business processes to bring about dramatic improvements in critical,
contemporary measures of performance, such as cost, quality, service and speed
Hammer & Champy
02
© Copyright National University of Singapore. All Rights Reserved.
Why do we
do this?
Why are we doing
it this way?Is there a
need to do
this?
Business Process
-
--
Cost
Quality
Service
SpeedStart with
clean state
Remove
unnecessary
steps
Fundamental
re-thinking
Radical
redesign
Dramatic
Improvement
02
© Copyright National University of Singapore. All Rights Reserved.
Case study on application of BPROSHE pre- & post-audit management
1. Pre- & post-audit meetings was conducted to discuss upcoming audit programme, share updates in the departmental S&H management system (DSHMS) and audit performance etc.
2. Personnel involved includes OSHE auditors and representative(s) from the department to be audited.
3. About 70 pre- & post-audit meetings are conducted every year.
Feedbacks
Time spent to prepare
slides for the pre-audit
meeting
Time spent on
traveling to
meeting place
Information can be
found in OSHE online
system (EHS360)
02
© Copyright National University of Singapore. All Rights Reserved.
PLAN
Sponsor
1. Authority
2. Resources
3. Resolve issues
1. Cost 2. Quality
4. Speed 3. Service
Dramatic Improvements
Setting of SMART Goals
Team1. Initiative owner
2. Process owner
3. Actors
4. UsersSource:
https://www.hijinx4fun.com/post-
portfolio/team-building/
Sourc
e:
https://w
ww
.bok.c
om
.np/m
an
ag
em
e
nt-
team
OSHE Director Audit programme manager, auditors,
reps from FoE, FoS, NUSMed
DO
CHECKACT
PLAN
02
© Copyright National University of Singapore. All Rights Reserved.
DOCurrent process mapping
1. Interview (eg. users, actors, stakeholders)
2. Review documents (eg. SOPs)
3. Observe work process
a. Swim lane process map
b. Use of simple icons
c. Easily understood by all
d. Interactions between each actors
DO
CHECKACT
PLAN
02
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Too many actors
or handoffs?
So
urc
e: h
ttps://w
ww
.sw
ee
tpro
ce
ss.c
om
/tired
-of-
be
ing
-the
-bo
ttlen
eck-h
ere
s-h
ow
-to-d
ete
rmin
e-th
e-
first-re
pe
titive-ta
sk-th
at-n
ee
ds-a
-do
cu
me
nte
d-
pro
ce
du
re/
Source: https://blog.payjunction.com/bottleneck-effect-in-business/
Bottlenecks?
Control points?
Can things be
done in parallel?
So
urc
e: h
ttps://w
ww
.pa
ralle
l.it/
Exceptions that can be
managed separately?
Source: https://www.premierinsights.com/blog/topic/loan-policy
“Straight through
processing” possible?
Source: https://www.itnews.com.au/cxochallenge/why-straight-
through-processing-is-the-holy-grail-for-banks-404514
Source: https://www.cpacanada.ca/en/become-a-cpa/cpa-prep-becoming-a-
cpa/information-technology-cpa-preparatory-courses
IT system issue?
DOIdentify Opportunities for Improvement
02DO
CHECKACT
PLAN
© Copyright National University of Singapore. All Rights Reserved.
DOIdentify Opportunities for Improvement
1 2 3
Audit Scheduling
Pre-audit Post-audit
02DO
CHECKACT
PLAN
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Source: https://www.barryovereem.com/five-fundamental-
questions-to-assess-your-agile-process-2/
Ask fundamental questions,
Challenge assumptions!Don’t automate,
Obliterate!
Source: https://www.careermetis.com/the-8020-rule-of-success/Source: https://smallbusiness.chron.com/eliminate-lines-excel-64843.html
Can majority be managed
by an efficient process?
Source: https://www.acq-intl.com/do-it-yourself-how-self-
service-checkouts-are-saving-companies-cash/
Key considerations:
Willingness, ability, trustDe-clustering of
queues?
Source: http://www.russiaknowledge.com/2019/01/10/every-queue-has-two-ends/ Source: https://leadershipfreak.blog/2010/04/07/bottlenecks/
Eliminate bottlenecks or
shift it out of critical path?
DONew Process Design
02DO
CHECKACT
PLAN
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1
2
3
a. Self booking
of audit dates
b. Elimination
of pre-audit
meetings
c. Elimination of post-
audit meetings unless
there are notable
findings to be
communicated to
department
DONew Process Design
d. Elimination of
physical meetings by
using Skype for
business
02DO
CHECKACT
PLAN
© Copyright National University of Singapore. All Rights Reserved.
Source: https://nextadagency.com/Source: https://www.inc.com/hillel-
fuld/there-is-only-1-rule-you-must-follow-
to-communicate-effectively.html
Source: https://www.leader-
values.com/wordpress/nuance-what-does-
buy-in-really-mean/
Source:
https://www.tomorrowsworld.org/commentary/
gods-stamp-of-approval
Source:
https://yourplanningpartners.com/seven-
tips-to-implement-your-plans/
Stakeholder
engagement
& “buy-in”
Management
or authority
approval
Communicate
implementation
plan
Implement
new process
Post-
implementation
review
DO
CHECKACT
PLAN
CHECK & ACTEngagement & Review
Less time1 spent on pre- &
post- audit meetings 89%About
1. Estimated 576 hours/year of meeting and travelling time saved for department safety coordinators & OSHE auditors
02
© Copyright National University of Singapore. All Rights Reserved.
Acknowledgement
Dr Peck Thian Guan (Project Sponsor)
Mr Danny Toh (Initiative Owner)
Ms Gisela Ho (OSHE)
Mr Hairulnizam Bin Ishak (OSHE)
Mr Lionel Yap (OSHE)
Ms Tshin Oi Meng (FoE - ME)
Mr Tan Choon Huat (FoE - ME)
Mr Junaidi Bin Aminuddin (FoE - Chemistry)
Dr Yap Lai Lai (NUSMed - Biochemistry)
02
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ORGANISATIONAL EXCELLENCE IN SAFETY & HEALTH
03
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1. Cost 2. Quality
4. Speed 3. Service
Improvements
03
OSHE has been identifying opportunities for continuous improvement and this culture is ingrained in our DNA
DRIVERS FOR OE
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Simplification
Internal Governance:
1. Management of SHMS Audit programme
2. Streamlining the management of regulatory biologics
3. Reduction in submission of Project Risk Assessment
4. Reduction in training requirements
5. Revision of manuals to make it concise
6. Streamlining the eye protection waiver
Elimination
Digitization
EHS360:
1. AIMS
2. WSHIR
3. Training
4. Audit and Inspection
5. Service Request
6. Institutional Approvals
7. Events
Automation
Engaging the Regulators: 1. SCDF: PFM storage requirements;
consolidation of PFM licence2. NEA: Exemption for confocal microscope &
sonicator licences3. MOM: Statutory Medical Examination waiver 4. SPF: Consolidation to faculty-level EP
licences5. NParks: Reduction in veterinary biologics
inspections6. GMAC: Exemption for specific organisms and
proposals classified as low risk7. NACWC: Consolidation of CWC licence
E-management:1. Safety training records2. Project risk assessment3. Joint review of animal protocols with IACUC4. Accident & incident reporting 5. Inspections & Audits
ONGOING OSHE OE INITIATIVES03
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SimplificationElimination
Digitization Automation
ONGOING OSHE OE INITIATIVES
Engaging the Regulators: 1. SCDF: PFM storage requirements;
consolidation of PFM licence2. NEA: Exemption for confocal microscope &
sonicator licences3. MOM: Statutory Medical Examination waiver 4. SPF: Consolidation to faculty-level EP
licences5. NParks: Reduction in veterinary biologics
inspections6. GMAC: Exemption for specific organisms and
proposals classified as low risk7. NACWC: Consolidation of CWC licence
03
© Copyright National University of Singapore. All Rights Reserved.
https://www.straitstimes.com/singapore/nea-licences-on-special-microscopes-lifted-local-universities-save-100000-in-costs
ENGAGING THE REGULATORS: OE INITIATIVE ON “EXEMPTION FOR N3
USER LICENCE FOR CONFOCAL MICROSCOPES” - Achievements03
© Copyright National University of Singapore. All Rights Reserved.
ENGAGING THE REGULATORS: OE INITIATIVE ON “EXEMPTION FOR N3
USER LICENCE FOR CONFOCAL MICROSCOPES” - Achievements
NUS saves ~$46,000
and ~100 man-days
per year
Source: CNA at https://www.youtube.com/watch?v=__vKhl7mVJ4
03
© Copyright National University of Singapore. All Rights Reserved.
Completed
Waiver for N3 licence for confocal microscopes*
Institutional Licence to Possess Veterinary
Biologics (LPVB)
Fire safety in labs: Performance-based
standard for air change rate for labs
Ongoing
Waiver for N2 licence for sonicators
Waiver for Statutory Medical Examination
Reduced frequency in inspections for veterinary biologics in storage only
*1. CNA on “NUS researchers need not apply for confocal microscope licence for individual cases”: https://www.youtube.com/watch?v=__vKhl7mVJ4
2. The Straits Times on “Unis, research agencies expect to save $70,000 a year after re-evaluation of microscope licences”:
https://www.straitstimes.com/singapore/nea-licences-on-special-microscopes-lifted-local-universities-save-100000-in-costs
ENGAGING THE REGULATORS (EXAMPLES)03
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• Cost savings in N2 licences
• Expedite the research
Exemption of N2 Licence for Sonicators
• Cost and time savings in Statutory Medical Examinations
Statutory Medical Examination Waiver
• Eliminate the need for collaborators and researchers to re-do safety training
• Completed harmonisation for Chemical and Biological Safety Training
• Ongoing for Laser Safety Training
Harmonisation of Safety Training
Chemical Safety Training
(2016)
Biological Safety Training
(2017)
Laser Safety Training
(ongoing)
ONGOING OSHE OE WITH IHLs03
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SimplificationElimination
Digitization Automation
ONGOING OSHE OE INITIATIVES03
Internal Governance:
1. Management of SHMS Audit programme
2. Streamlining the management of regulatory biologics
3. Reduction in submission of Project Risk Assessment
4. Reduction in training requirements
5. Revision of manuals to make it concise
6. Streamlining the eye protection waiver
© Copyright National University of Singapore. All Rights Reserved.
INTERNAL GOVERNANCE: OE INITIATIVE ON “MANAGEMENT OF SHMS AUDIT PROGRAMME”
Proposed Improvements
Scheduling of Audits
Pain Points:Time consuming to schedule audits
by Audit Admin & Department Safety & Health Coordinators
Proposed Improvements:Self-service / Self-booking of audit
dates by Principal Investigators
Benefits:Time saved in scheduling audits
Pre- and Post-Audit Meetings
Pain Points:Time spent to commute to OSHE
office for the meetings
Proposed Improvements:1. Eliminate Pre-audit Meetings
2. Post-audit meetings only if necessary. Use Skype for Business.
Benefits:1. Time saved from travelling time.
2. Time saved from meetings.
03
© Copyright National University of Singapore. All Rights Reserved.
Completed
Management of Audit
Programme:
Simplification of pre- and post-
audit procedures
Ongoing
Management of Audit
Programme:
Opportunities to enhance and optimise the
Audit Programme
Continual Improvement
03INTERNAL GOVERNANCE: OE INITIATIVE ON “MANAGEMENT OF SHMS AUDIT PROGRAMME”
© Copyright National University of Singapore. All Rights Reserved.
SimplificationElimination
Digitization Automation
ONGOING OSHE OE INITIATIVES03
EHS360:
1. AIMS
2. WSHIR
3. Training
4. Audit and Inspection
5. Service Request
6. Institutional Approvals
7. Events
E-management:1. Safety training records2. Project risk assessment3. Joint review of animal protocols with IACUC4. Accident & incident reporting 5. Inspections & Audits
© Copyright National University of Singapore. All Rights Reserved.
DIGITIZATION & AUTOMATION: Achievements
PaperOnline: OPRAS
Online: iORCsystem
Project Risk Assessment
Review
Email Online: AIRSOnline:
EHS360 -AIMS
Incident Reporting
Paper Online: iPadOnline:
EHS360 –Inspection & Audit
SHMS Audit
Classroom E-learningOnline:
EHS360 -Training
Safety & Health Training
INTEGRATED SYSTEMS
03
© Copyright National University of Singapore. All Rights Reserved.
DIGITIZATION & AUTOMATION: Future
PaperOnline: OPRAS
Online: iORC
system
EmailOnline:
AIRS
Online: EHS360 -
AIMS
PaperOnline:
iPad
Online: EHS360 –
Inspection & Audit
Classroom E-learningOnline:
EHS360 -Training
Project Risk Assessment
Review
Incident Reporting
SHMS Audit
Safety & Health Training
Paper & Email
Email / Online:
iORC
Online: EHS360
Paper Email Online: EHS360
Submission of GMAC
proposals
Registration of Veterinary Biologics
Online: EHS360 –Institutional Approvals
Data Analytics
03
© Copyright National University of Singapore. All Rights Reserved.
03
• OE initiative by Office of Human Resources (OHR)
• OE involving OHR, University Health Centre (UHC) & OSHE
• Proposals to “simplify” requirements for pre-employment medical examinations to streamline the onboardingprocess for new hires.
•
• OSHE assisted in profiling of hazards on campus
Pre-employment Medical Examination
1. Enhance the turnaround for the recruitment of new staff 2. Enhance new hire experience
Low Hazard Work
Activities that are purely deskbound
Changes since 1 April 2019
New hires with low hazard work no longer undergo pre-employment medical examination
03 OSHE OE WITH OTHER NUS UNITS
© Copyright National University of Singapore. All Rights Reserved.
ONGOING & FUTURE OSHE OE INITIATIVES
Review of OSHE’s
Programmes&
Operations
03
© Copyright National University of Singapore. All Rights Reserved.
Worker
Health
Medical
Questionnaire
(WHMQ)
eWelcome
Letter
Induction
briefing
Mandatory
induction
training
(OSHGEN03)
Laboratory Commissioning
Project Risk
Assessment
(iORC)
Activity-based
Risk
Assessments
Licences &
Permits
Training
(SSTS)
Pre-placement
medical exam
Inspection
Institutional
Approvals
SHMS
Dossier
IH monitoring
Inventory
System
Waste
Disposal
Audit
Inspections
Accident
Investigation
Root Cause &
Corrective
Action
Preventive
Action
Laboratory Decommissioning
Lab Sign
Generator
EHS360
Lab
Equipment
Staff
Disciplinary
Procedure
Permit to
Work
Inspection
Institutional
Approvals
SHMS
Dossier
IH monitoring
Inventory
System
Waste
Disposal
Emergency
Preparedness
Business
Continuity
Planning
Pre-employment
Induction Initial SetupEstablish
SHMSMaintain
SHMSExit03
ACADEMIC SUPERVISORS
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Plan
Do: Initial Setup /
Establish SHMS
Do: Maintain SHMS
Check Act
Core Facility
Commissioning
Appointment of
key SH
holders: SHC,
First Aiders,
Fire Warden,
Building Fire
Safety
Coordinator
Safety
PromotionManagement
Review
Dept SHMS
Licences &
Permits
Safety Training
Key
Appointment
Holder
SPACE
Lab Space
Lab Equipment
Safety &
Health Obj &
Prog
Dept Safety &
Health Policy
Core Facility Decommissioning
Audit
Inspections
Accident
Investigation
Root Cause &
Corrective
Action
Preventive
Action
PI SHMS
Env Health
Impact
Assessment
(EHIA)
Safety
Committee
Meeting
Business
Continuity
Planning
Staff
Disciplinary
Procedure
Safety &
Health KPI
TLD
Management
03 MEDIUM / HIGH RISK DEPARTMENTS
© Copyright National University of Singapore. All Rights Reserved.
Plan
Do: Initial Setup /
Establish SHMS
Do: Maintain SHMS
Check Act
Key
Appointment
Holder
SPACE
Lab Space
Common Area
Commissioning
Appointment of
key SH
holders: SHC,
First Aiders,
Fire Warden,
Building Fire
Safety
Coordinator,
UIC, UICC,
CARE
members
Safety
PromotionAudit
Inspections
Accident
Investigation
Management
Review
Lab Equipment
Safety &
Health Obj &
Prog
Faculty Safety
& Health Policy
Licences &
Permits
Business
Continuity
Planning
Safety &
Health KPI
Safety &
Health Training
Safety
Committee
Meeting
Common Area Decommissioning
Root Cause &
Corrective
Action
Preventive
Action
Staff
Disciplinary
Procedure
03 MEDIUM / HIGH RISK FACULTIES / SCHOOLS
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Pre-matriculation
Matriculation Term Graduation
Pre-matriculation
Medical
Assessments:
FOD, SOM, SDE
Safety Orientation
Mandatory
induction training
(OSHGEN02)
Hazard Specific
Safety Training
Student
Events/CCA
Activities
Dept-level
programmes:
Industrial
Attachment Safety
Training
Statutory Medical
Exam
Post-
matriculation
Medical
Assessments:
FOD
03 STUDENTS (UG)
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ONGOING & FUTURE OSHE OE INITIATIVES
Review of OSHE’s
Programmes&
Operations
Optimisationof Audit
Programme
Simplification of Eye
Protection Waiver Process
Streamlining the
management of regulatory
biologicsSimplification of approval process via
iORC
Automation of Safety & Health KPIs for Deans
Use of Data Analytics
03
OSHE will be soliciting feedback from stakeholders
© Copyright National University of Singapore. All Rights Reserved.
“Change is a constant.
We must be prepared for change,
change for the better.”
Prof Tan Eng Chye
NUS President
Source: OE’s Staff Appreciation Tea at https://share.nus.edu.sg/oe/Pages/stories/staff-appreciation-tea.html
03
© Copyright National University of Singapore. All Rights Reserved.