The most critical improvement in how the ODGE conducts its business from a strategic perspective is the migration of current, largely ad hoc processes (often supported by home grown software systems) into a new student information system. This includes support for the work of the International Students Office in handling the transactions associated with the Department of Homeland Security's SEVIS system; online petition handling; and integrated support for graduate fellowships, RA and TA appointments. Various staff members in the ODGE (as well as people in all the academic departments with graduate programs) now spend an inordinate amount of time coping with various disconnected IT systems. These efforts should be put to better use, thereby providing improved services to graduate students and faculty.
The ODGE also advocates for creating an external advisory committee to review the office's long term goals and provide advice on key strategies. The office is currently too small to commit the resources associated with a Corporation visiting committee. However, a smaller, less formal group that can periodically review the goals, strategies, and performance of the office and offer advice on programs and priorities would be invaluable.
Goals and objectives to enhance the administrative infrastructure and support the ODGE's evolving business needs in the next one to two years include the following:
Financial management systems
Design systems that provide timely and accurate information and support thoughtful decision making in key areas, e.g., equitable distribution of fellowships to departments; comprehensive account management and budget oversight; and proactive funding strategies.
- Define policies and procedures for managing financial transactions with clear guidelines for spending limits and authorizations.
- Develop internal financial reporting system that addresses needs of all key stakeholders and publish quarterly reports showing expenses and projections.
- Create a tracking spreadsheet for all fellowships (including diversity, competitive, Presidential, and GEM fellowships as well as ongoing department, lab, and center (D/L/C) commitments).
- Identify reports needed to track progress on key programs such as MSRP and Amgen.
Human resources programs and practices
Define roles and responsibilities for human resources administration in the ODGE.
- Following guidelines published by MIT's Human Resources, implement plan for annual performance reviews for all staff; identify opportunities for professional development.
- Based on needs assessment of the organization, establish a Rewards and Recognition program.
Communications
Develop publicity "campaign" for providing timely and regular communication to students and staff about what the ODGE does and available resources.
- Publicize best practices established in departmental graduate offices to staff, students, and faculty.
- Initiate a redesign of ODGE's website, based on a thorough examination of what has worked well with the current site and what needs to be changed to support the office's various functional areas.
- Examine extent to which ISO's website addresses information needs of constituencies as well as the relationship between the ODGE and ISO sites; update as needed.
Collaborative leadership
Based on a review of c-network's history and accomplishments, redefine its role going forward and how administrative colleagues may support the ODGE.
- Continue to create opportunities to involve the Graduate Student Council's leadership team as thinking partners.
- Plan meeting schedule for the year for the c-network; with partners, agree on communications mechanisms and project themes for ad hoc working groups.
Information technology
Update the ODGE's technology infrastructure to support smoother, comprehensive communications and timely business processes.
- Secure I/T services on a regular basis through a DITR (Departmental Information Technology Resources) contract with IS&T.
- Define business needs for key constituencies (ODGE staff, graduate administrators, graduate students).
- Create plans for and develop an electronic petition process.
- Promote the graduate student agenda on the Student Information Systems visioning project.
- Implement I/T infrastructure to support dental plan for graduate students.
- Develop information system with business partners (ISO, Alumni Association, IS&T) that facilitates long term contact with international graduate alumni by the ISO and addresses Homeland Security's new requirements.
March 2009
