Central Evaluation Unit
OPERATIONS MANAGEMENT – REACTION PAPER
On the Case Study – Central Evaluation Unit
July 21, 2012 submitted by: Caesar T. Michelena
The XIII Directorate of the European Union has a Central Evaluation Unit (CEU) which is tasked with evaluation of applications for grants from academics under its “cooperation and foundations” scheme. This scheme distributed relatively small grants to fund cooperative research between universities in the EU. All applications were sent to the CEU’s processing unit (CEUPU) by university liaison officers (ULOs) who are based in around 150 universities.
The process flow of the CEUPU can be shown in the following page.
As can be seen, the turnaround time can be shortened even more if the checkers will have direct access to the ULOs and coordination done directly. This can be achieved by use of email with the secretaries just copy-furnished. Also, the document tracking can be automated so that everyone knows where the documents are at any given time, using the identifier code that has been established for each application.
In all, the application will be handled by the following people: 1. The ULOs who receive it and send to CEU. 2. Receipt clerk that checks that forms are complete. 3. Coding staff – set up a unique identifier for the application, encodes the data in the system. 4. Senior secretary that assigns the application to the next available checker. 5. Checker assesses the application. Half of the time, there is a need for additional information or data, and this must be conveyed to the secretary. 6. Secretary sends a query to the ULO 7. ULO secures the info from the applicant and sends back to secretary 8. Secretary sends to checker assigned 9. Checker decides 10. Auditor composes and sends acceptance/rejection letter.
The problem of the CEUPU process is that there are too many steps and people involved in the process. First, the process can be automated and the
On the Case Study – Central Evaluation Unit
July 21, 2012 submitted by: Caesar T. Michelena
The XIII Directorate of the European Union has a Central Evaluation Unit (CEU) which is tasked with evaluation of applications for grants from academics under its “cooperation and foundations” scheme. This scheme distributed relatively small grants to fund cooperative research between universities in the EU. All applications were sent to the CEU’s processing unit (CEUPU) by university liaison officers (ULOs) who are based in around 150 universities.
The process flow of the CEUPU can be shown in the following page.
As can be seen, the turnaround time can be shortened even more if the checkers will have direct access to the ULOs and coordination done directly. This can be achieved by use of email with the secretaries just copy-furnished. Also, the document tracking can be automated so that everyone knows where the documents are at any given time, using the identifier code that has been established for each application.
In all, the application will be handled by the following people: 1. The ULOs who receive it and send to CEU. 2. Receipt clerk that checks that forms are complete. 3. Coding staff – set up a unique identifier for the application, encodes the data in the system. 4. Senior secretary that assigns the application to the next available checker. 5. Checker assesses the application. Half of the time, there is a need for additional information or data, and this must be conveyed to the secretary. 6. Secretary sends a query to the ULO 7. ULO secures the info from the applicant and sends back to secretary 8. Secretary sends to checker assigned 9. Checker decides 10. Auditor composes and sends acceptance/rejection letter.
The problem of the CEUPU process is that there are too many steps and people involved in the process. First, the process can be automated and the