Universities across the UK are trying to operate in a more effective and efficiency way trying to find value for money and generate savings.
UEA is committed to undertaking projects for this very purpose. The Creating Headroom team have been amazed, but in no way surprised, at both the amount and quality of ideas that staff across the institution have contributed to the Creating Headroom Project. The team has noted many of the ideas for future action but some have already been completed and provided real benefits to the institution that are shown below.
Maybe you have undertaken a project that has saved time, money or resources. Let us know and we may be able to put it on our projects page below to let everyone know how you helped the university improve a process, save some time or reduce a resource.
Maybe you know of something that needs reviewing that you feel needs a wider engagement in. Do contact us with any and all ideas you have. Significant savings have been made from people contacting us and we would encourage people to keep on sending ideas through.
In July 2015 the Creating Headroom Project and the Procurement Department coordinated a print audit of the University’s print devices (excluding student print and Print Services).
To identify the current nature our print fleet
To identify the current cost of our print fleet
Identify a more efficient alternative, if possible, to our current print management
Identify all possible efficiencies that could be gained by installing a different print management solution.
The audit made the following observations:
At least 21,623,000 sides of paper were printed in July 2014-5
Approximately 17,500,000 sides were printed Mono and 4,000,000 in Colour
The University contains at least 870 print devices; a ratio of approximately 1 print device to every 3.8 members of staff.
Approximately half of print devices are colour and the other half mono.
The Creating Headroom Project continue to utilize the Print audit results to consider efficient and effective ways of undertaking print at the University.
WARPit is an internal re-use platform, similar to eBay but free to users. It is an online tool for exchanges of University assets (unwanted, not ‘waste’), and should replace UEA’s Free-Ads for University items. It aims to save money and staff time by avoiding procurement and waste disposal of still-useful items.
To register: www.warp-it.co.uk/uea
Please note: (1) You need to check that you have sufficient space for any items you are interested in claiming. (2) Items are for use/sharing internally to the University only. The system should not be used for residential items, and claimed items should be used for work purposes only.
A member of staff identified to the Creating Headroom team that a review of our mobile and broadband contract may produce savings.
To gain a better understanding of our current mobile phone and broadband tariffs to ensure we are on the optimum contract.
We discovered that over the years the university had assigned itself to 25 different tariffs all with varying prices. This seemed highly inefficient and revealed out of date tariffs that didn’t provide value for money.
A reduction from 25 to 3 tariffs for mobile phones and broadband
Converting all tariffs on the contract over to the new tariffs in order to gain savings now
Making sure new phones or broadband continue to use one of the 3 new tariffs to maintain a standardised fleet of phones whenever possible
Forecast savings of 20%
One of the first ideas emailed to the Creating Headroom team concerned student contracts and how the process could be improved. Duplication of paperwork and processes was believed to make our current process inefficient.
To understand what inefficiencies are present in our student contract processes. To engage stakeholders in the process and create the most efficient and effective process possible for employing students.
The workshop found that there were various ways in which we were inefficient in our process.
A successful Creating Headroom led workshop of stakeholders from across the institution working efficiently and in cohesion to enable the university to improve its processes
An improved Student Contract process which the Creating Headroom team has handed over to a working group to implement in the future