By Lea Laursen Pasgaard, AAU Communication and Public Affairs
File photo: AAU

Better administrative solutions and smoother work procedures. This is one of the main purposes of an external analysis of HR and finance processes in Shared Services and the departments that AAU's Executive Management decided will take place.

The analysis will result in specific recommendations for a more efficient and coherent administration of HR and finance across AAU, including how artificial intelligence and other digital tools can make work procedures more efficient. 

The recommendations will also address which tasks are best done locally and which are best as a shared services solution. The analysis is limited to mapping and analyzing the main cross-unit transactions. This includes larger processes such as hiring academic staff and invoicing.

More joint solutions

There are no preliminary conclusions but, according to University Director Søren Lind Christiansen the expectation is that more tasks will be done as shared services similar to the IT and communication areas, for example.

"We have a clear view that in some areas, smarter and more efficient solutions can be found than those we currently have. At the same time, it is our expectation – given the world situation right now – that the universities will face further budgetary constraints in the future. Therefore, we believe it is best to adapt and prepare the organization for this well in advance," he explains.

The analysis will examine potentials in the HR and finance areas, and the university director states that there is no predetermined amount for the resulting size of the cutbacks in the analysis's recommendations. Similarly, the university director cannot say anything about any consequences this may have for the composition of staff until the results of the analysis are complete.

Involving the organization

Administrative managers and heads of department have been involved in the creation of the terms of reference for the task, and they are continuously kept up to date on the process. 

"Our ambition is to live up to the guiding principles for the development of the administration of the future which are the product of the most recent Management Day. This means, among other things, that we will involve staff and managers in the analysis work who have insight into both the organization's needs and current tasks," says the university director.

Next steps

An external agency will conduct the analysis in May to September.

The terms of reference for the work are in place, and the university director is chairing the steering committee that will submit a proposal for a decision to the Executive Management based on the recommendations of the analysis.

The consultation committees are also involved with the Main Joint Consultation Committee being continuously informed about the process and also involved in processing the results of the analysis. 

If you have any questions about the process, you may contact your immediate superior or Tine Corfitsen, Project Manager.

An AAU website about the analysis of the HR and finance processes is also available. The website contains the terms of reference, timetable and other relevant documents about the process, as well as answers to frequently asked questions. Access requires AAU login.