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Organizational Transformation: The Utech Experience

This paper explores the organizational transformation of the University of Technology, Jamaica from CAST to Utech, focusing on change management and staffing issues. It examines the philosophy, approaches, and interventions used and discusses the outcomes and achievements of the transformation. The paper supports accepted change management theories.

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Organizational Transformation: The Utech Experience

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  1. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002

  2. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Preamble • Change from CAST to Utech – a seamless transition • Organizational Transformation implies fundamental changes • CAST focused on teaching/learning process • Utech has broader mandate – scholarship, research, service • Focus of paper is the range of interventions aimed at successfully engineering change

  3. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Abstract CAST to Utech case study: • Philosophy, approach and interventions • Focus on change management particularly staffing issues • Conclusions based on organizational experiences, outcomes and achievement of objectives • In support of accepted change management theories

  4. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 The Journey • CAST established in 1958 as a technical college to support economy engaged in “industrialization by invitation.” • Guiding philosophy and operational models derived from Great Britain in early years. • Other models explored by early 1970’s • There were early signals that CAST was seeking to “Jamaicanize” its philosophy and operating model.

  5. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 The Journey (continued) • Obstacle caused by classification scheme for public educational institutions developed by Government of Jamaica in 1973 • In the late 70’s and 80’s CAST leadership and lecturers agitated for new special treatment for lecturers.

  6. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 The Journey (continued) In 1989 the Minister of Education appointed a Commission headed by Sir Phillip Sherlock to: • Review the contentious classification • Examine the development of an integrated tertiary system, accreditation, manpower needs and institutional development, among others.

  7. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 The Journey (continued) • The Commission’s report in June 1991 had a majority report and minority position on some issues • Majority report: split the existing tertiary level in two: • A university/polytechnic level (unanimous decision) • A college/polytechnic level

  8. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 The Journey (continued) Minority position proposed three tertiary levels: • College I (offering up to Diploma and Associate Degree. • College II (offering Bachelor’s Degrees in addition to Certificates, Diploma, etc.) • University/Polytechnic (offering Bachelor’s, Masters, Professional qualifications in addition to Certificates and Diplomas).

  9. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 The Journey (continued) Also in the Commission’s report • UWI placed in separate category • Jamaica’s tertiary education system should respond to the emerging workplace demands

  10. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 The Journey (continued) The demands fall in two categories: • Capabilities for high-quality pure and applied research, advanced studies and training programmes in such areas of knowledge as science and technology, the development of new products and the supply of a range of knowledge intensive services – to be met by University level institutions. • Middle level training geared to providing the qualified and skilled manpower to increase and maintain productivity as well as to carry on a wide range of economic and cultural activities – to be met at the college level.

  11. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 The Journey (continued) The Government of Jamaica accepted the majority position and in February 1992 announced CAST would be elevated to Polytechnic University status.

  12. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Planning for Change Two critical steps on journey • Institutional Assessment Exercise by University Council of Jamaica • Preparation of Strategic Plan for 1995 – 1998 guided by external consultant and involved internal Task Force and External Advisory Committee.

  13. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Planning for Change • In 1995 the Minister of Education, Youth and Culture announced CAST would be upgraded to Polytechnic University status as of September 1, 1995. • The institution was named University of Technology, Jamaica.

  14. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Factors Affecting Change • The Pay Issue: Staff expected significant increase. • Implications of Polytechnic-University Status: Institution already familiar with polytechnic concept, implications of university status had to be fully articulated and implementation strategies developed. • Global Factors: Global economic factors along with the impact of the information revolution would require appropriate responses from educational institutions. • Leader Change: It was known that the President who had led the organization for over 25 years was retiring soon.

  15. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 A Transition Year (continued) • Considerable activity over 3 year period since the intention to upgrade CAST was announced. • 1995-1998 Strategic Plan done through highly participative process. • Plan listed objectives and strategies under 8 areas: Governance, Degree Development, Research Capacity, Staff Development, Management, Student Services, Infrastructure and Finance.

  16. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 A Transition Year (continued) • 1995/96 considered transition year and significant effort made to identify new President. • Some effort made to start implementation of the 5-year strategic plan – restructuring organization and reclassifying posts. • The new President appointed as of August 1, 1996.

  17. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change • Change in leadership introduced a new variable in an already complex equation. • The leader is expected to be the main change agent in this transformation process. • Leader must deal with inevitable resistance to change.

  18. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) Three popular methods of achieving change: • Rational – empirical approaches that focus on appealing to reason as a means of establishing a desire and felt need for change. • Power – coercive approaches, which garner support for change through the exercises of authority, power, control, threats and transactional leadership. • Normative – re-educative approaches which enable the growth of the individuals and the organization within a supportive and collaborative environment and culture.

  19. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) • The new President used the normative re-educative method based on the fit between the organizational circumstances, his personal philosophy and his leadership style. • The 1995 – 1998 Strategic Plan was a useful document for the new leadership. • Transition Management Unit established in 1997 to coordinate strategic planning model referred to as the PIE (Planning, Implementation, Evaluation) cycle.

  20. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) Early in tenure, President started to articulate a vision to become a “world-class university.”

  21. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 • Managing Change (continued) The PIE Cycle

  22. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) Planning • 1998 – 2002 five year strategic plan developed through participative process including internal stakeholders and governing council. • Plan had new mission statement and 8 strategic objectives.

  23. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) Planning • Strategic plan supported 6 operational plans: • Academic Reform Plan • Human Resource Development Plan • Space Utilization and Building Development plan • Information system Plan • Marketing Plan • Financial Plan

  24. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) Implementation • Each operational plan owned by a senior manager supported by a working group and who is responsible for implementing, monitoring and reporting on activities.

  25. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) Evaluation • Evaluation undertaken at organizational, departmental and individual levels. • Organizational Level – Internal perception survey, external perception survey, annual reviews of performance on strategic objectives.

  26. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) Evaluation • At individual Level – University-wide performance appraisal system. • Guided by the PIE model – the major transition objectives successfully achieved.

  27. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) Strategic Plan for 2000 – 2004 developed and supported by 9 operational plans. • Academic Development • Human Resource • Physical Development • Information System • Marketing • Student Services • Communication • Community Service • Financial

  28. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) The Staffing Issue “The desired high quality of our graduates and the efficiency envisaged for Utech, will be impossible to deliver if old mindsets, practices, process and structures are to continue unchanged. These must therefore become the target of special initiatives.” (extract from Utech 1998 – 2002 Strategic Plan)

  29. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) The Staffing Issue • The Pay Issue was a major factor and influenced the management of the change process. • Restructuring/reclassification started under previous administration and involved external consultant, Central Government agencies, Unions. • This was a period of instability-the challenge was to maintain ”planned instability.”

  30. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) The Staffing Issue • Multi-faceted approach taken to address issues in response to external and internal realities. • President felt that structure approved by Central Government was inadequate to support vision and strategic objectives.

  31. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) The Staffing Issue • Incremental approach used along with mix of strategies. • New structure, reclassified positions and new collective labour agreements approved in 1997. • Further instability in 1997 regarding implementation of new salaries.

  32. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) The Staffing Issue • Our approach- develop new organizational structure, assess staff competence, identify gap, fill gap. • In 1997 process started with academic staff. • Concern re academic staff qualification-45% level.

  33. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) The Staffing Issue • 3+2 plan arrangement-staff given 3 years to begin studies and 2 years to complete. • Instability-contentions over validity of evaluation etc. • Now over 85% of academic staff possess required minimum qualification.

  34. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) The Staffing Issue • The technical group was next addressed. • First study in 1998 by external consultants. • Instability. • New consultants commissioned to do 2nd study. • After 2nd study by new consultants in August 2000 new structure implemented.

  35. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) The Staffing Issue • In 1999 A Management Analyst/Organization and Methods Specialist appointed to assess organizational issues and management practices, recommend organization structures and systems and design and review job descriptions.

  36. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) The Staffing Issue • A new senior administrative structure developed. • Realignment of middle-level posts undertaken. • New job descriptions prepared and posts re-evaluated. • In 2001, Utech engaged the latter group of external consultants who had undertaken the technical group study to carry out similar exercise for the administrative and support group. The exercise is still underway, with implementation expected in September 2002.

  37. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Managing Change (continued) The Staffing Issue • The focus on human resource element was intentional. We believe that ”our human resources are our most valuable assets.” • We looked at HR problems as a microcosm of problems in wider society and addressed them in a way to add value to the organization and individuals. • Particular attention also paid to selection and development of staff capable of meeting our strategic goals.

  38. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Some Lessons Learned • Change from CAST to Utech was a transformation effort. • Culture-screened application of rational/empirical and normative/educative organizational development/change management strategies are viable alternatives to power-coercive approaches to transformation in universities/higher education institutions.

  39. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Some Lessons Learned (continued) • The need to have a conceptual base • Change agents should be properly equipped with the appropriate “tools.” • “Plan for change from a solid conceptual base-have a clear understanding of how to change as well as what to change.”-Warren Bennis • The 5-step change model.

  40. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Some Lessons Learned (continued) • The need to have a conceptual base • The contingency theory • We should seek to ensure coherence between all elements of the process. The design of organizational arrangements (staff, structure and systems) must be consistent with the mission and goals of the institution.

  41. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Some Lessons Learned (continued) • Coping with Resistance • Resistance was inevitable. Our view was for the resistance to be manifested in an active, but professional manner. We were unsuccessful here. Industrial action by staff and protests by students. • This aspect of the change process requires further exploration and the President has initiated various strategies to address the situation.

  42. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Some Lessons Learned (continued) • Applying the PIE Model • Use of the model was a resounding success. • The use of model guided us from “Transition to Consolidation” and will guide us from “Consolidation to Growth” under the 2003-2007 Strategic Plan. • A major outcome of the process has been the integration of the budget process with the Strategic Planning Process. All relevant stakeholders can now see the full implications of decisions regarding the structure of the budget.

  43. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002 Some Lessons Learned (continued) • Converting Threat to Opportunity • The dynamics involved with the establishment of the Sherlock Commission in 1990 represented a situation loaded with possibilities for confrontation. • The then Minister of Education (Ambassador Carlyle Dunkley) provided the avenue for opportunities by asking the Commission to look beyond the “pay issue’ to provide recommendations on tertiary education in Jamaica. The Commission responded admirably. • UTech grasped the opportunity and today in 2002 it stands tall as a progressive higher educational institution.

  44. ACHEA Conference July 2002 ‘The Challenge Of Quality for the Higher Education Administrative Professional.’ Organizational TransformationThe Experience of The University of Technology, Jamaica1995 - 2002

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