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StudioNext

intra-disciplinary design at uarts

The following document is a sample from one the 5 projects run during StudioNext. This presentation showcases the project run with StudioNext and the Finance Department at The University of the Arts in Philadelphia. This presentation was developed at the end of an intensive 6 weeks of work which has generated 5 separate project areas that will continue to be explored in the following year.


StudioNext

intra-disciplinary design at uarts

The Finance Office Project


Finance Project team and purpose

The Project

By better understanding internal processes and relationships with the larger campus community, this partnership aims to identify opportunities for continuous innovation in the Finance Office.

The Team

• 3 MID 2nd year students • 2 MID 1st year students • 4 ID senior year students • 2 Multimedia senior year students

StudioNext

Intra-disciplinary design at UArts


Initial Impressions loaded project

What we already knew Macro

• America is experiencing an economic downturn. • People have less money to spend on education. • Continuing education institutions feel the “pinch” Micro

• UArts had reduced tuition income, state funds and donations. • The Finance Office has made campus-wide cut backs in wages, benefits, and budgets. • The Finance Office has let a number of employees go.


Research interviewing

Regina


Research interviewing

Lyn


Research interviewing

Rosemary


Research interviewing

Mirna


Research interviewing

Bill


Research interviewing

Linda

Barbara


Analysis

character profiling


Analysis

character profiling


Analysis

character profiling


Analysis

character profiling


Analysis

character profiling


Analysis

finding common threads


Analysis common threads


Analysis focus areas


Analysis brainstorming


Analysis brainstorming


Analysis focus mapping


Analysis focus diagraming

Finance Office

Roles

SENSEMAKING

Clients

Language

W AY F I N D I N G

Documents

Space

Interaction


Design Initiative Blueprints focus areas and first steps

Internal Finance Office

Roles Language Documents Space Interactions

External Clients


Staff Roles

what part do they play?

Role Confusion • who do I go to?

Role Allocation • is this my job?

Role Definition

• payroll or purchasing?

StudioNext

Intra-disciplinary design at UArts


Staff Roles where do they stand?

“The department feels scattered.” “After the department got smaller, roles haven’t been written or defined.” “The department is like an emergency room.” “Everything would be successful if people just followed the rules.” “Roles haven’t been strictly written or defined.”

StudioNext StudioNext design at UArts Intra-disciplinary Intra-disciplinary design at UArts


Staff Roles similar responsibilities

StudioNext

Intra-disciplinary design at UArts


Staff Roles similar obstacles

StudioNext

Intra-disciplinary design at UArts


Staff Roles Pageconfusion title goes here role

StudioNext

Intra-disciplinary design at UArts


Staff Roles whose job is this?

StudioNext StudioNext

Intra-disciplinary design at UArts Intra-disciplinary design at UArts


Staff Roles role allocation

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Intra-disciplinary design at UArts Intra-disciplinary design at UArts


Staff Roles role definition

Goals for role allocation and definition: • To promote trust within their workplace. • To function with a greater sense of responsibility. • To elevate internal clarity. • To have appreciation for their jobs roles in the UArts community. • To initiate boundaries between roles.

StudioNext

Intra-disciplinary design at UArts


Language

StudioNext

Intra-disciplinary design at UArts


Language research


Language research


Language research

LEFT BRAIN LANGUAGE

RIGHT BRAIN LANGUAGE


Language

creating a new language


Language

infographic communication

100

100

100

100

100

100

100

100

$

THE UNITED STATES OF AMERICA

100

$

THE UNITED STATES OF AMERICA

ONE HUNDRED DOLLARS

100 100

100

100

= 100K

100

100

100

$

$

100

100

THE UNITED STATES OF AMERICA

100

100

100

ONE HUNDRED DOLLARS

100

Annual Budget

411K

100

100 100

$

THE UNITED STATES OF AMERICA

100

100

THE UNITED STATES OF AMERICA

100

100 100

$

100

100

100

ONE HUNDRED DOLLARS

$

100

100

THE UNITED STATES OF AMERICA

100

ONE HUNDRED DOLLARS

100

ONE HUNDRED DOLLARS

100

THE UNITED STATES OF AMERICA

$

100

100

100

100

100

ONE HUNDRED DOLLARS

100

ONE HUNDRED DOLLARS

100

$

100

100

100

THE UNITED STATES OF AMERICA

ONE HUNDRED DOLLARS

100

100

100

ONE HUNDRED DOLLARS

100

ONE HUNDRED DOLLARS

100

100

$

THE UNITED STATES OF AMERICA

$

THE UNITED STATES OF AMERICA

THE UNITED STATES OF AMERICA

100

100

100

ONE HUNDRED DOLLARS

100

Annual Actual

623K

100

$

100

THE UNITED STATES OF AMERICA

100 100

ONE HUNDRED DOLLARS

$

THE UNITED STATES OF AMERICA

ONE HUNDRED DOLLARS

100

100 100

Extra Surplus

+212K


Language

infographic communication

+19K Net tuition and fees for credit +79K Auxiliary enterprises

100

100

100

100

100

100

-461K Annual fund

$

THE UNITED STATES OF AMERICA

100

100

100

100

100

$

100

100

100 100

$

100

THE UNITED STATES OF AMERICA

100 100

ONE HUNDRED DOLLARS

$

THE UNITED STATES OF AMERICA

100

100 100

ONE HUNDRED DOLLARS

100

100

$

THE UNITED STATES OF AMERICA

THE UNITED STATES OF AMERICA

100

-166K Other investment income

100

ONE HUNDRED DOLLARS

100

100

100

ONE HUNDRED DOLLARS

100

100

ONE HUNDRED DOLLARS

100

100

100

ONE HUNDRED DOLLARS

100

-207K Net tuition and fees for Cont. Studies

$

THE UNITED STATES OF AMERICA

$

100

THE UNITED STATES OF AMERICA

100 100

ONE HUNDRED DOLLARS

$

THE UNITED STATES OF AMERICA

100

100

ONE HUNDRED DOLLARS

100

Operating Revenue

-804K


Language

infographic communication

+19K Net tuition and fees for credit

100

100

100

$

100

THE UNITED STATES OF AMERICA

100

100

+79K Auxiliary enterprises

100

100

$

THE UNITED STATES OF AMERICA

100

$

100

100

100

$

$

THE UNITED STATES OF AMERICA

100

100

100

+405K Hiring freeze

100

ONE HUNDRED DOLLARS

$

THE UNITED STATES OF AMERICA

100 100

100

100

100 100

ONE HUNDRED DOLLARS

100

$

100

100

100

THE UNITED STATES OF AMERICA

100

ONE HUNDRED DOLLARS

$

THE UNITED STATES OF AMERICA

100

100

100

100

100 100

ONE HUNDRED DOLLARS

+200K Reserved funds from Operations/IT

100 100

100

100

100

Operating Revenue

-804K

100

100

100

ONE HUNDRED DOLLARS

ONE HUNDRED DOLLARS

$

THE UNITED STATES OF AMERICA

100

THE UNITED STATES OF AMERICA

$

$

100

100

100

100

THE UNITED STATES OF AMERICA

100

100

ONE HUNDRED DOLLARS

ONE HUNDRED DOLLARS

100

100

100

ONE HUNDRED DOLLARS

100

100

+84K Continuing Studies savings

100

THE UNITED STATES OF AMERICA

100

100

100

100

100

THE UNITED STATES OF AMERICA

$

$

THE UNITED STATES OF AMERICA

ONE HUNDRED DOLLARS

100

100

ONE HUNDRED DOLLARS

100

100

100

THE UNITED STATES OF AMERICA

100

100

ONE HUNDRED DOLLARS

100

THE UNITED STATES OF AMERICA

$

100

100

ONE HUNDRED DOLLARS

100

-166K Other investment income

100

100

100 100

+475K No Jan 1st salary increase

100

ONE HUNDRED DOLLARS

100 100

100

-461K Annual fund

THE UNITED STATES OF AMERICA

ONE HUNDRED DOLLARS

100

-207K Net tuition and fees for Cont. Studies

$

100

100

100

ONE HUNDRED DOLLARS

100

100

$

THE UNITED STATES OF AMERICA

+

$

100

THE UNITED STATES OF AMERICA

100 100

ONE HUNDRED DOLLARS

$

THE UNITED STATES OF AMERICA

ONE HUNDRED DOLLARS

100

100 100

Saved Expenses

+1016K

-135K Grad assistants/ student employment


Language

infographic communication

+19K Net tuition and fees for credit

100

100

100

$

100

THE UNITED STATES OF AMERICA

100

100

+79K Auxiliary enterprises

100

100

$

THE UNITED STATES OF AMERICA

100

$

100

100

100

$

$

THE UNITED STATES OF AMERICA

100

100

100

+405K Hiring freeze

100

ONE HUNDRED DOLLARS

$

THE UNITED STATES OF AMERICA

100 100

100

100

100 100

ONE HUNDRED DOLLARS

100

$

100

100

100

THE UNITED STATES OF AMERICA

100

ONE HUNDRED DOLLARS

$

THE UNITED STATES OF AMERICA

100

100

100

100

100 100

ONE HUNDRED DOLLARS

+200K Reserved funds from Operations/IT

100 100

100

100

100

Operating Revenue

-804K

100

100

100

ONE HUNDRED DOLLARS

ONE HUNDRED DOLLARS

$

THE UNITED STATES OF AMERICA

100

THE UNITED STATES OF AMERICA

$

$

100

100

100

100

THE UNITED STATES OF AMERICA

100

100

ONE HUNDRED DOLLARS

ONE HUNDRED DOLLARS

100

100

100

ONE HUNDRED DOLLARS

100

100

+84K Continuing Studies savings

100

THE UNITED STATES OF AMERICA

100

100

100

100

100

THE UNITED STATES OF AMERICA

$

$

THE UNITED STATES OF AMERICA

ONE HUNDRED DOLLARS

100

100

ONE HUNDRED DOLLARS

100

100

100

THE UNITED STATES OF AMERICA

100

100

ONE HUNDRED DOLLARS

100

THE UNITED STATES OF AMERICA

$

100

100

ONE HUNDRED DOLLARS

100

-166K Other investment income

100

100

100 100

+475K No Jan 1st salary increase

100

ONE HUNDRED DOLLARS

100 100

100

-461K Annual fund

THE UNITED STATES OF AMERICA

ONE HUNDRED DOLLARS

100

-207K Net tuition and fees for Cont. Studies

$

100

100

100

ONE HUNDRED DOLLARS

100

100

$

THE UNITED STATES OF AMERICA

+

$

100

THE UNITED STATES OF AMERICA

100 100

ONE HUNDRED DOLLARS

$

THE UNITED STATES OF AMERICA

ONE HUNDRED DOLLARS

100

100 100

Saved Expenses

+1016K

-135K Grad assistants/ student employment

=

100

100

100

100

$

THE UNITED STATES OF AMERICA

100 100

ONE HUNDRED DOLLARS

$

THE UNITED STATES OF AMERICA

100

100

ONE HUNDRED DOLLARS

100

Extra Revenue

+212K


Language

telling the story the right way

Presentation Checklist • What are my goals and issues? • Remember: carrots and sticks don’t work? • How can we all address these goals/issues? • Outline key point in handouts. • Start positive, end positive.


Language future

First steps towards a common language • October 14th financial “State of the Union” presentation. • Informed conversation can start to take place. • Proactiveness in managing and making budget decisions. • Simple graphical tools or plug-ins for programs such as Excel.

StudioNext

Intra-disciplinary design at UArts


Documents

StudioNext

Intra-disciplinary design at UArts


Documents analysis of research

• 5 out of 6 employees cited paperwork as an everyday obstacle

• Common issues were identified through the interview process Obstacles presented:

• Unidentified sorting system • Crosschecking signatures • Repeat mistakes by repeat offenders • 1/3 of paperwork is missing or incorrect • Missing or incorrectly filed paperwork • No space for excess paperwork • Paper chasing

StudioNext

Intra-disciplinary design at UArts


Documents analysis of research

• How are these obstacles created? • What has been implemented to solve them? Current Cause and Solutions Cause: Similarities of paperwork causes confusion in documents. Solution: Adjust the form to adapt to the problem. Cause: Misinterpretation of required fields due to lack of defined hierarchy. Solution: People chasing for prolonged periods of time Cause: Undefined structure of processing paperwork. Solution: “The Bin”

StudioNext

Intra-disciplinary design at UArts


Documents

where do we go from here?

• Establish a baseline intervention point to simplify document processes • Create a language through documentation that will change habits

StudioNext

Intra-disciplinary design at UArts


Documents

identifying common obstacles

• Examining current state of form layouts

THE UNIVERSITY OF THE ARTS

EXPENSE RECLASSIFICATIONS TO:

• Identifying points of intervention needed to create a new language and form new habits

Staff Accountant

FROM:

Department

DATE:

* If reclassing expenses between departments, the department being charged must sign below *

ACCOUNT NUMBER

CHARGE

Observed Obstacles: • Lack of ability to identify required and important information

CREDIT JE #

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

Explanation: ____________________________________________________________________ ____________________________________________________________________

Department Approval (between depts.)

StudioNext

Intra-disciplinary design at UArts

• Inconsistency between varying form titles • Inability to determine a hierarchy structure through from progression • Absence of instructional guidance • Unaccounted path for form submittal


Documents

identifying common obstacles

TO:

THE UNIVERSITY OF THE ARTS

THE UNIVERSITY OF THE ARTS

BUDGET TRANSFERS

EXPENSE RECLASSIFICATIONS TO:

Staff Accountant Ext. 6184

Staff Accountant

FROM: FROM:

• Examining current state of form layouts

-

-

• Identifying points of intervention needed to create a new language and form new habits

Department Department

DATE: DATE: * If reclassing expenses between departments, the department being charged must sign below * *** Budget transfers are for your accounts only - no transfers between departments ***

ACCOUNT NUMBER DECREASE

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

BU #

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

CHARGE

CREDIT JE #

INCREASE

ACCOUNT NUMBER

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

______ - ______ - ____________ - ____________

$__________

$__________

Explanation: ____________________________________________________________________ Explanation: ____________________________________________________________________

Observed Obstacles: • Lack of ability to identify required and important information • Inconsistency between varying form titles

____________________________________________________________________

____________________________________________________________________ ____________________________________________________________________ Department Approval (between depts.)

• Inability to determine a hierarchy structure through from progression • Absence of instructional guidance • Unaccounted path for form submittal

StudioNext

Intra-disciplinary design at UArts


Documents

identifying common obstacles

• Examining current state of form layouts RUSH

[

]

mark this box if Check should be held Vendor ID

FOR OFFICE USE Due Date

Voucher #

Voucher #

Account

Amount

• Identifying points of intervention needed to create a new language and form new habits

American Express Check Request Form INVOICE PAYMENT REQUEST FOR:

Orders under $200 placed without a P.O. or Subscriptions, Memberships, other Misc. payments

Date: Name:

Observed Obstacles:

Distribution Information American Express

Fund

Source

Dept

• Lack of ability to identify required and important information

Address: Address: Address: Social Security #:

• Inconsistency between varying form titles

Purpose:

Dept. Head Approval: Adv. Bal. Approval: Finance Approval: Total $

STAPLE SMALL INVOICES HERE (STAPLE LARGER INVOICES AT THE BACK)

*** PLEASE MAKE COPIES FOR YOUR DEPARTMENT PRIOR TO SENDING PAPERWORK TO FINANCE ***

Name of person picking up check (other than payee) *

* All checks not picked up within 7 days of issuance will be mailed

StudioNext

Intra-disciplinary design at UArts

-

• Inability to determine a hierarchy structure through from progression • Absence of instructional guidance • Unaccounted path for form submittal


Documents

identifying common obstacles

• Examining current state of form layouts

The University of the Arts Competitive Price Quotes Vendor Name

Description

Price Quote

• Identifying points of intervention needed to create a new language and form new habits Observed Obstacles: • Lack of ability to identify required and important information • Inconsistency between varying form titles • Inability to determine a hierarchy structure through from progression • Absence of instructional guidance

If no bids have been solicited, please justify vendor selection in the space below:

• Unaccounted path for form submittal

StudioNext

Intra-disciplinary design at UArts


Documents

identifying common obstacles

• Examining current state of form layouts

THE UNIVERSITY OF THE ARTS

CASH ADVANCE REQUEST CHECK REQUEST Date:

Distribution Information

Name:

Fund

Source

Dept

Account

Amount

• Identifying points of intervention needed to create a new language and form new habits

Address: Address: Social Security #:

Observed Obstacles:

Dept. Head Approval:

• Lack of ability to identify required and important information

Advance Bal. Approval:

Finance Approval: Total

• Inconsistency between varying form titles Please complete the following information in reference to your cash advance and submit to Accounts Payable.

• Inability to determine a hierarchy structure through from progression

Department: Purpose:

• Absence of instructional guidance

Date of Travel: (if applicable)

Amount: Date needed:

Employee Signature:

StudioNext

Intra-disciplinary design at UArts

• Unaccounted path for form submittal


Documents creating a language

Language • Developing a standard format through color and symbols to change habits and the way people interpret information • Pairing highlighted and altered font sizes for all dates, signatures, and specialized information with already established recognizable symbols to indicate required information Amsterdam Airport Schiphol Mijksenaar

• Standardizing format of titles to create an easily referenced document • Introducing the use of brackets to create a hierarchy and provide instructional guidance • Creating a standard format for form submittal information to be used in conjunction with established roles

StudioNext

Intra-disciplinary design at UArts


Documents intervention

StudioNext

Intra-disciplinary design at UArts


Documents intervention

RUSH

[

]

mark this box if Check should be held Vendor ID

FOR OFFICE USE Due Date

Voucher #

Voucher #

Account

Amount

American Express Check Request Form INVOICE PAYMENT REQUEST FOR:

Orders under $200 placed without a P.O. or Subscriptions, Memberships, other Misc. payments

Date: Name:

Distribution Information American Express

Fund

Source

Dept

Address: Address: Address: Social Security #:

Purpose:

Dept. Head Approval: Adv. Bal. Approval: Finance Approval: Total $

STAPLE SMALL INVOICES HERE (STAPLE LARGER INVOICES AT THE BACK)

*** PLEASE MAKE COPIES FOR YOUR DEPARTMENT PRIOR TO SENDING PAPERWORK TO FINANCE ***

Name of person picking up check (other than payee) *

* All checks not picked up within 7 days of issuance will be mailed

StudioNext

Intra-disciplinary design at UArts

-


Documents future applications

Once people understand and form new habits these documents can be transferred digitally playing off the habits created From Analog to Digital

Being able to transfer from analog to digital will further evolve the efficiency of the finance office. Once a intuitive language has been established, users will easily transition into this new format by applying their already learned habits. There are various options available that could be implemented with the documents in the finance office for a inexpensive and seamless transition.

Wufoo.com Neat Receipts NRI

StudioNext

Intra-disciplinary design at UArts


Workspace understanding

StudioNext

Intra-disciplinary design at UArts


Workspace awareness

More than 30% of their quotes involved space.


Workspace analyzing information

“This place is in chaos” “It’s like an emergency room” “The department feels scattered” “Our space doesn’t work well” “We feel separated” “Noise can be a problem” “Some days we just run back and forth”


Workspace

opportunity identification

Recent restructuring has led to three separate finance office locations. Major Struggles: • physical separation • emotional separation • duplicate effort • feel pushed aside & buried • need more resources

Second Floor


Workspace existing condition

the back office


Workspace existing condition


Workspace build your space

Action Research

• Opportunity for learning and understanding • Personal investment in design • Physicality of interacting with the space • Map how existing space could be rearranged


Workspace goals and strategy

Shared Understanding Physical: • linear work surfaces

• greater scanning options • zone work areas • noise consideration • proximity to other finance offices Emotional: • integrated into university community • supported and valued • include art in space • more ownership


Interaction faces of finance

StudioNext

Intra-disciplinary design at UArts


Interaction nature of isolation

like shoveling coal at the bottom of the Titanic

Mirna

Regina

Bill

Rosemary

department feels scattered

this place is in chaos

don’t feel [we are given] enough appreciation

like the bottom of the pyramid; people get crushed

this is a job I love to hate

Jackie

Lyn


Interaction nature of isolation

StudioNext

Intra-disciplinary design at UArts


Interactions gotcha!


Interaction gotcha!

What is it?

• develop better relations workplace • increase camaraderie • boost morale • self-starting acknowledgement • internally supported

How it works

• tactile acknowledgement • discretionary staff system • can accrue Gotcha’s • supported by managers • implemented by staff • creating a more positive internal culture


Interactions future

Future aspirations • Encouragement of positive interactions. • Public acknowledgement that boosts morale. • Involvement of the larger campus community. • A digital “Gotcha” system.

StudioNext

Intra-disciplinary design at UArts


Design Initiative Blueprints for the Finance Office areas and first steps

Roles Language Documents Space Interactions StudioNext

Intra-disciplinary design at UArts


StudioNext Finance