Enhancing Process Efficiency at Bradford University through Lean and Intelligent Automation

Introduction

Bradford University faced a significant increase in demand for a critical academic process, revealing the need for enhanced efficiency and productivity. This case study outlines how Hudson & Hayes partnered with the university to implement Lean principles and Intelligent Automation, ultimately improving the student and teaching experience.

The Problem

Bradford University experienced a substantial rise in demand for one of its key processes, necessitating a more efficient approach. There was a strong desire to boost awareness of Lean principles and Intelligent Automation across the organisation. Hudson & Hayes was engaged to work closely with the university to redesign the process, applying Lean techniques and exploring automation solutions. The primary objectives were to increase productivity, ensure consistency, and enhance both student and teaching experiences.

The Solution

Hudson & Hayes utilised the Elevate Process and Customer Journey methodology to take a structured approach to process improvement. Our team collaborated with the university's internal staff to:

• Map out current and future state processes
• Define roles and responsibilities (RACI)
• Assess the technology landscape
• Identify over 20 improvement opportunities

These efforts resulted in an identified 40% increase in productivity. Additionally, we developed a proof of concept (POC) for a workflow, demonstrating how the process could be digitised from end to end, moving away from the existing manual system. We also provided multiple educational sessions to build internal capabilities, focusing on Intelligent Automation in Higher Education and Lean principles.

The Outcome

The initiative delivered a future-state process that would reduce lead times and improved productivity by up to 40%. We presented a first iteration and a strategic plan to ensure ongoing process evolution, introducing the right solutions at the appropriate times.

The Feedback

"The University of Bradford recently had the pleasure of working with Hudson & Hayes to review our processes relating to how we manage academic misconduct allegations and investigations. From the outset, H&H colleagues worked in a proactive and collaborative way, helping us not only make our chosen process more efficient, streamlined, and fit for the future but also educating us about some of the fundamentals of lean process design and automation, which will be beneficial for multiple areas of the University. This opportunity for development was extended beyond the immediate project team to colleagues across our organisation, demonstrating Hudson and Hayes’ commitment to supporting partners holistically and not gatekeeping expertise within a single project that could benefit a wider audience. Throughout the project, the team at H&H took time to fully understand our context through engagement with a range of stakeholders and proposed solutions which were bespoke and realistic to this context, taking into consideration both our specific needs as well as any project parameters. On a personal level, the H&H team has been really enjoyable to work with. They have been very approachable and supportive, as well as accommodating and patient as together we have navigated the murky world of higher education administrative processes! I highly recommend them to other Universities or other organisations wishing to improve their ways of working through process redesign and automation."

Conclusion

Hudson & Hayes successfully supported Bradford University in enhancing process efficiency through Lean principles and Intelligent Automation. This collaboration not only improved productivity and reduced lead times but also equipped the university with essential knowledge for ongoing process enhancement.