Developing standard operating procedure manual for Deanship of Student’s Affairs
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Date
2017-05-09
Authors
Janem, Anwaar
Nairat, Raneen
Salman, Farizan
Rabyaa, Haneen
Janajra, Maha
Journal Title
Journal ISSN
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Abstract
Problem statement:
Deanship of student affairs at Al-Najah National University was established in the year 1977, it’s offers direct supervision of student activities and contributes to students' growth as academics and individuals the deanship aims at building a qualified intellectual, creative and modern generation to develop the community and cultivating students’ personalities by offering services in different areas of interest to bring out their creativity, enhancing their capabilities with skills, expertise and high morals that prepare them to play a leading role in serving their country and reinforcing loyalty to the University and homeland, but there is no available procedure manual, which negatively affects the performance of employees and the quality of the activities at the deanship of student affairs.
Project description:
This project "Developing manual procedures for deanship of student affairs" we will organize and develop procedures manual for the deanship of student affairs by documenting the standard operating procedures. In order to facilitate the process of carrying out the activities and distribution of tasks by job title description.
Project objective:
Action Procedures Manual includes a detailed description of the steps and stages of the proceedings in Deanship of Student Affairs This explains the steps for employees to work, and is a reference to the staff directory when the difference in how to do business.
Implementation methodology:
• Literature Review
• Identify procedures to be studied and simplified.
• Collect full information about the actions that are being identified for study
• Analyze and evaluate information
• Make recommendations to improve procedures.
• Implementation of the Action manual and follow-up.
• Reporting.
Procedures:
• First, we visited the Deanship of Student Affairs in the old building of Al-Najah National University
• Second, the action plan setting to walk over them
• Third, we given the required information from the dean of student affairs
• Fourth, starting work of action plan:
1. Viewing organizational structures for other universities
2. Choosing the best of them (we choose five organizational structures )
3. Eliminate them from five to three organizational structures
4. Design new organizational structure for Deanship of Student Affairs depend on the three we was chosen
5. Set job description for departments
6. Set functional structure (position title )
7. Job description for each job title
Conclusions:
Documentation of all operations and activities in each section through flow chart to understand the activities and improve communication between departments.
Design a 30 flow chart for each section. The document flowchart is a widely accepted quality improvement tool used for graphically depicting business processes. It’s a powerful tool for understanding, analyzing, documenting and improving work process. The document flowchart process is very simple and easy to follow-up.
The organization structure and job description is traditional in the university and its need to improvement.
Existing forms in the university is not enough, and is not cover all the sections in the university and it need to re-design in order to achieve the goals and reduce the effort.
Restructuring of work procedures through rethinking and redesign of business processes to achieve improvements in efficiency, quality and service levels, reduction in streamlining of procedures by addressing the fundamental parameters i.e. people, processes and technologies.
To restructure the business processes we analyze the existing situation and propose an improved ‘To-Be’ future state.
Recommendations:
Creating electronic communication instead of using paper correspondence between the departments to reduce the time and effort.
Improve all computers system in the university to facilitate all action in each department.
Re-design a forms for each department to facilitate the process and procedures to the head of the department.
Develop the organization structure and job description in order to improve communication, increase productivity, and inspire innovation. It creates an environment where people can work effectively.
Design a manual for Deanship of Student Affairs and is considered a reference to the Deanship.
Use a standard operating procedure, or SOP, is a set of step-by-step instructions compiled by an organization to help workers carry out routine operations. SOPs aim to achieve efficiency, quality output and uniformity of performance, while reducing miscommunication.
This work is the result of a graduation project entitled Developing a working procedures manual for the Deanship of Student Affairs at An-Najah National University
, Which is a guide documenting all the procedures and processes that take place in the Deanship of Student Affairs and its departments. This guide was prepared in partnership with the staff of the Deanship of Student Affairs.
And the procedures in the Deanship which leads to the benefits of: quality of service provided (quality of output processes) and increase the level of achievement and performance, reducing the time and effort required to accomplish the tasks in addition to the ease of teaching these procedures to any individual.
This project is considered as a seed or nucleus for a large project which aims to develop a certified work procedures manual for all departments of the Deanship at all levels of administration and academia, in order to improve the university's performance, improve its administrative and academic level and improve the quality of its services.