NUS ORGANISATIONAL EXCELLENCE JOURNEY IN SAFETY & …

© 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


Organisational Excellence01


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



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


NUS Organisational Excellence Journey01



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

https://uci.nus.edu.sg/


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


Business Process Reengineering

(BPR)

Approach & Method01


BUSINESS PROCESS REENGINEERING (BPR) APPLICATION

02


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


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


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


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


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


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


DOIdentify Opportunities for Improvement

1 2 3

Audit Scheduling

Pre-audit Post-audit

02DO

CHECKACT

PLAN


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


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


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


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


ORGANISATIONAL EXCELLENCE IN SAFETY & HEALTH

03


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


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


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


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



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

https://www.youtube.com/watch?v=__vKhl7mVJ4


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”:


ENGAGING THE REGULATORS (EXAMPLES)03

https://www.youtube.com/watch?v=__vKhl7mVJ4



• 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





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


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


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”





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


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


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


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


ONGOING & FUTURE OSHE OE INITIATIVES

Review of OSHE’s

Programmes&

Operations

03


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


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


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


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)


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


“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

https://share.nus.edu.sg/oe/Pages/stories/staff-appreciation-tea.html

NUS ORGANISATIONAL EXCELLENCE JOURNEY IN SAFETY & …

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