Our journey towards excellence
General Supervision: D.Ibrahim AL-Hossin. MR.Abdullah AL-Okasi. MR.Riyadh AL-Haidar. Translation by:Mariem AL-khuder Reveised by: Iqbal AL-Shaiel. Coordination: Fatimah AL-Mulla
1 st edition 1429-1430H 2008-2009G Telephon/Fax : 0096635807301 Email:edu65@hasaedu.info web:www.ahsatrans.com
Our journey towards excellence Guiding the objectives of the educational institution to meet the needs and aspirations of the beneficiaries to the future has become the most urgent requirement and It is a necessity in the era of the knowledge economy. Education is facing growing challenges and this requires increasing the flexibility and quick response in the management of educational institutions. We realize that our society , our schools and our students are looking towards more distinctive future. So we have to work intelligently in order to enable our students and our schools to achieve the highest world standards of quality and excellence. Requirements of excellence for our journey guiding practices , plans and programs of the administration to meet the needs and expectations of the beneficiaries. And this requires
Commitment to our responsibilities our responsibilities At the level of leadership, we are committed to
- Supporting the excellence journey by directing all our management plans and activities to meet the needs and aspirations of the beneficiaries. - Supporting the excellence journey through the approval and adoption of the improvement ideas emanating from the teams meetings. -providing material and moral support for the teams. (1)
At the level of teams, we are committed to
-specific methodology for the excellence journey. -The continuous improvement of performance in accordance with the best practices and the highest standards of quality. -Measure the quality of our performance.
At the level of staff, we are committed to
-Eenthusiasm and participation in our journey towards excellence Providing suggestions for improvement and creative ideas. implementing the required improvements and the continuous work to please the beneficiary (1) teams (self-evaluation team, continuous improvement teams)
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1 - organizational structure to manage the quality of our administration : Improvement's team
Improvement's team
Improvement's team
The practical level
The Tactical level
Strategic level ((Senior administration here sees itself as supportive of the improvement teams and the results of its works))
Quality management team
Quality administration Board
Figure (1) organizational structure to manage the quality of Boys Education Administration in AlAhsa.
Organizational structure consists of three levels that are interactive and overlapped. For the purpose of illustration, it has been detailed to state the purpose of these levels. The following is a description of each level of them.
2 – Description of the levels: 2.1 - Description of the first level (strategic) Senior administration on this level is directing to focus on meeting the needs and aspirations of the beneficiaries and guide our management towards future. 2.2 - Description of the second level (tactical) This level of quality (planning - guarantee - observation - control)is to ensure beneficiary satisfaction through self-evaluation and external. 2.3 - Description of the third level (practical) This level is about the quality improvement in the various sections of the administration ( administration, center, department, unit).
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3 - tasks: Describing the tasks of each level of the organizational structure helps to achieve quality objectives efficiently, and ensure the clarity of roles and responsibilities to facilitate the work and activities to bring life and flexibility in the quality system within the administration. 3-1 – quality administration board 3.1.1 - directing administration to meet the needs and aspirations of the beneficiaries. 3.1.2 – adopting the Strategic Plan of the quality in the administration. 3.1.3 – providing human and material resources to support the success of the strategic plan in the administration. 3.1.4 – Accessing to the presented reports by the quality management team in the administration and make supported decisions. 3.1.5 discussing and adopting the suggestions of improvement team 3.1.6 - regular access to the results of beneficiaries feedback . 3.1.7 - Honoring improvement teams. 3.1.8 - following-up the annual achieved targets for the strategic quality plan of administration .
3-2 - quality administration team tasks: 3.2.1 – Putting the strategic plan for quality in the administration. 3.2.2 - preparing periodic reports on the quality processes in the administration. 3-2-3 - a self-evaluation process of administration on a regular basis. 3.2.4 - providing advisory support and training to improve the quality of teams in the administration. 3.2.5 - following-up the suggestions and complaints system in the administration. 3-2-6 - coordinating with third parties specialized in quality to make the process of the external evaluation of quality in the administration. 3.2.7 - keeping records and documents of quality management system in the administration. 3.2.8 – suggesting to honor the improvement teams
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3.3 - Iimprovement team tasks: 3.3.1 – The improvement team leader chooses the right team members to improve the process (improvement project) and the number should be between (4-6) members. 3.3.2 - The improvement team leader invites the team to a weekly two hours meeting to improve the process (improvement project). 3.3.3 – The improvement team selects the process, to be improved (improvement project). 3-3-4 - and continuously monitors the requirements of the beneficiaries (internal and external) of the process (improvement project). 3.3.5 - propose ideas (brainstorming). 3.3.6 - documenting the process (improvement project) before and after the improvement. 3.3.7 - preparing periodic reports of the meeting results and submitting them to the quality management team. 3-3-8 - suggesting process improvements. 3-3-9 - receiving suggestions and complaints from beneficiaries (internal and external) through suggestions and complaints system in the administration(e-mail, phone, fax, suggestion box). 3-3-10- Make suggestions and complaints of beneficiaries a major base in process improvement (improvement project) and work to the maximum extent to make the process correspond to the needs and aspirations of the beneficiaries of the process ((improvement project)) 3-3-11 - Celebrating the achievements of improvement. team. 3-3-12 - communicating with other improvement teams in case the process to be improved interfere with the tasks of the departments and other sections. 3-3-13 – making a list of the ideas suggested by the beneficiaries and the stating what is executed and what has not been done. 3-3-14 - collecting data and information about the process (improvement project).
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3-4 - instructions for the improvement team 3.4.1 - improvement team uses quality tools (such as brainstorming, Cause-and-effect diagram " fishbone chart ", Pareto chart, Process Flow Diagram, analysis of strengths and weaknesses, the voice of the beneficiary). 3.4.2 – Before starting meetings, improvement team needs training on quality tools. 3-4-3 – the improvement team is formed for the purpose of improving the process in Department / Section / Unit / center. 3.4.4 - the improvement team will continue its meetings (more than once) until improving the process according to the needs and aspirations of the beneficiaries. 3.4.5 – the improvement team core purpose is finding solutions to problems at work and improving processes and it is not a committee that can provide recommendations. 3.4.6 – Improving process means: A - the least cost (effort, resources, time). B- minimizing waste and errors C - Canceling activities that hinder the process and that do not offer a benefit "value." D - focusing on the requirements of the beneficiary of the process and improving it according to these requirements
The figure represents paretot chat
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4 - self-evaluation form in our administration(1)
Senior administration (General Director of Education)
Self-evaluation team
Annual report
Observe the improvement process
implement improvements
done by King Fahd Bin Abdulaziz Quality Center Team
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collect information from departments , units and centers.
Analyze Information and reasons and identify areas of strength and improvement opportunities.
Prepare a report of results for each section
5- Work strategies according to the self-evaluation form: 5.1 - The purpose of the self-evaluation process in our administration: 5.1.1 - improving the quality of service provided to the beneficiaries (internal - external) 5.1.2 – excellence in the Quality Performance through smart work to meet or exceed standards of quality awards (Prince Mohammed Bin Fahd Award for Excellence in Government Performance, Hamdan Bin Rashid Award for Excellence in Academic Performance, and other awards ...) 5.1.3 – concentrating in the first step in the process of self-evaluation on evaluating the performance of our administration according to the standards of Prince Mohammed bin Fahd Award for Excellence in Government Performance.
6- Self-evaluation process requiremments : 1
2
Procedure
Responsibility
His Excellency the Director of Education decided to Form a Selfevaluation team decision of (Number of team members 7 - team leader and 6 members) Training self-evaluation team
The office of the General director of Education King Fahd Quality Center
3
Self-evaluation Team Preparing a plan of self-evaluation process
Advisory support(1)
King Fahd Quality Center
4
Self-evaluation team meets with each department / unit / center individually to collect information
Self-evaluation Team
5
Writing a report of the evaluation results of each section (management / unit / center)
Self-evaluation Team
King Fahd Quality Center
6
Analyzing reports of sections evaluation results (management / unit / center) with determining improvement areas according to the standards.
Self-evaluation Team
King Fahd Quality Center
7
Forming and training improvement teams according to the specific areas of improvement.
Self-evaluation Team
King Fahd Quality Center
8
Implementing improvement areas.
9
Observing the improvement of department’s performance in the light of standards by verifying the completion of improvement areas.
Self-evaluation Team King Fahd Quality Center
10
Preparing a general report on the progress in improving the performance according to the standards Filling the participation form of Prince Mohammad bin Fahad Award for Excellence in Government performance. Annual celebration of the achievements of the self-evaluation process. Honoring self-evaluation team departments / units / centers which were characterized on their participation in the process of selfevaluation and improving performance. Honoring the Advisory (ceremony of success stories).
Departments / units / centers Departments / units / centers Self-evaluation Team Self-evaluation Team
11 12
Self-evaluation Team
King Fahd Quality Center King Fahd Quality Center
King Fahd Quality Center Department of Educational Media and Public Relations in the administration
(1) Important note: advisory support does not necessarily mean the audience with self-evaluation team in all phases of the process, but provides technical expertise in the application status of the self-evaluation team or departments, units and centers.
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7 – the methodology work plan of the self-evaluation team and Excellence advisors.. Steps 1
2
Object Forming self- evaluation team and choosing a team leader.
Responsibility Quality Council
Tasks
Notes
1-directing administration to meet the needs and aspirations of the beneficiaries. 2 - adopting the Strategic Plan of the quality in the administration. 3- providing human and material resources to support the success of the strategic plan in the administration. 4- Accessing to the presented reports by the quality management team in the administration and make supported decisions. 5- discussing and adopting the suggestions of improvement team. 6- regular access to the results of beneficiarys’ feedback. 7-Honoring improvement teams. 8- following-up the annual achieved targets for the strategic quality plan of administration.
Training self-evaluation team on Excellence journy The leader of Self■ The self-evaluation team leader in coordination with the Centre makes an mathodology. evaluation Team appointment for training the team. King Fahd bin Abdulaziz Quality Center ■ The center makes activities at this stage on the self-evaluation process.
3
Forming the excellence advisors
4
Training the excellence advisors
5
Forming the improvement team
Self-evaluation Team 1- Communicating with the self-assessment team. 2- Identifying strengths and opportunities for improving the performance of the department or unit he belongs to, according to the standards of excellence established by self-evaluation team. 3- keeping records and documentation of excellence (standards of excellence, results of the administration performance evaluation in which administration he belongs.) 4- making Reports on the results of self-evaluation process. 5- making suggestions about forming improvement team in which administration he belongs. 6- guiding the improvement team in the administration he belongs to.
■ Advisor of excellence is selected in each department and unit in the Department of Education, under the name of "excellence advisor "who is showing initative at work, working in a team, having the ability to communicate and writing reports.
King Fahd bin Abdulaziz Quality Center director In coordination 1 – The improvement team leader chooses the right team members to improve with the Excellence the process (improvement project) and the number should be between (4-6)
http://jawda.hasaedu.gov.sa : – موقعنا على االنترنتedu65@hasaedu.info : – بريد إلكتروني00966-358-07301 : فاكس/ هاتف
Improvement team is selected from
Steps
Object
Responsibility
Tasks
advisor members. 2 - The improvement team leader invites the team to a weekly two hours meeting to improve the process (improvement project). 3 – The improvement team selects the process, to be improved (improvement project). 4 - and continuously monitors the requirements of the beneficiaries (internal and external) of the process (improvement project). 5 - propose ideas (brainstorming). 6 - documenting the process (improvement project) before and after the improvement. 7 - preparing periodic reports of the meeting results and submitting them to the quality management team. 8 - suggesting process improvements. 9 - receiving suggestions and complaints from beneficiaries (internal and external) through suggestions and complaints system in the administration(email, phone, fax, suggestion box). 10- Make suggestions and complaints of beneficiaries a major base in process improvement (improvement project) and work to the maximum extent to make the process correspond to the needs and aspirations of the beneficiaries of the process ((improvement project)) 11 - Celebrating the achievements of improvement. team.
Notes employees in the same department. teamwork characteristics ,respect and appreciate others' ideas, the ability to be patient and observe the improvement results.
12 - communicating with other improvement teams in case the process to be improved interfere with the tasks of the departments and other sections. 13 – making a list of the ideas suggested by the beneficiaries and the stating what is executed and what has not been done. 14 - collecting data and information about the process (improvement project). 6
Training the improvement team
King Fahad bin The center will train the improvement team according to the following stages: Abdulaziz Quality Center First stage: the concept of quality. In coordination with the Second stage: continuous improvement tools Excellence advisor.
http://jawda.hasaedu.gov.sa : – موقعنا على االنترنتedu65@hasaedu.info : – بريد إلكتروني00966-358-07301 : فاكس/ هاتف
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■ Workshop for 1 hour and 30 minutes