SU updates organizational structure

Silliman University (SU) has updated its organizational structure to address the growing changes in society that affect, among others, the educational landscaping and nature of markets.

Facilitated by the SU Organization Development-Human Resource Management Division (OD-HRM), the new organizational structure is an improvement of the previous “divisional-functional” framework that the Board of Trustees (BOT) approved on January 10, 2022.

Dr. Betty Cernol McCann, SU president said, “These adjustments were meticulously designed to align with the standards set by regulatory bodies such as CHED and DepEd.”

Officially sanctioned by the BOT on November 29, 2023, the refined structure, McCann said, not only ensures a streamlined and purposeful approach that facilitates effective governance and operational excellence, but also creates an environment that fosters collaboration, innovation, and efficiency.

 

NOTABLE CHANGES

Under the new structure, there are two divisions directly reporting to the University President: the Core Business Operations Divisions and the Support Divisions for University Operations.

Core Business Operations Divisions

The Core Business Operations Divisions comprise the Academic Affairs and Research, Finance, Facilities Management and Administration, and Strategic Partnerships and Enterprise Development.

The new structure acknowledges the multifaceted role of the Academic Affairs and Research Division in realizing the University’s vision, mission, and goals across the domains of Programs, Instruction, Research, and Engagement. Thus, this division has four-fold function: (1) quality assurance, which ensures the adherence of all operating units in the division to guidelines set forth by accrediting and regulatory bodies; (2) internationalization, which oversees the University’s commitment to global perspectives and collaborations; (3) academic affairs, which ensures the University’s adherence to the Commission on Higher Education Memorandum Orders standards to specific programs and oversees support services provided by the Office of Registration and Records Management and the Office of Student Services; and research, innovation, and publication, which spearheads the University’s research agenda.

In the old structure, Finance and Operations were put in one Division. In the new structure, they are separated, with Operations renamed as Facilities Management and Administrative Services (FMAS).

The Finance Division primarily ensures the provision of essential financial services and information vital for optimizing business and enterprise processes. This includes providing finance-related services and support across various facets of the University and proactively initiating efforts to guide the development, coordination, and compliance with fiscal policies, plans, and procedures.

FMAS, on the other hand, assumes several responsibilities. Generally, it is responsible for the strategic planning and execution of operational maintenance for the University’s infrastructure. Specifically, it ensures the security and safety of campus buildings and grounds, classrooms, and offices, and all other learning and student housing areas. It is also tasked to ensure compliance with government standards for occupational safety and healthy working conditions. Additionally, it oversees the management and construction of renovation projects and formulates guidelines, policies, and procedures related to the University’s facility management and administrative services, establishing effective control systems and monitoring mechanisms to uphold the highest standards in the University’s operational efficiency.

Finally, the Strategic Partnership and Enterprise Development Division has the primarily role in providing leadership, guidance, and strategic directions to advance the University’s Vision, Mission, Goals, and Objectives. It is tasked to cultivate nurturing relationships with donors, alumni, and friends of the University, fostering goodwill and forming alliances and partnerships. It also takes a proactive stance in identifying and assessing commercial business opportunities, ensuring the development, promotion, and long-term sustainability.

Support Divisions for University Operations

Although the old structure reflects the presence of these divisions, the new structure clearly positions them as support divisions for university operations. These include Legal and Compliance, OD-HRM, Media and Public Affairs (formerly known as Office of Information and Publications), and Information, Communication, and Technology.

 

MANAGING THE CHANGES

Dr. Lourdes Angela F. Piñero, OD-HRM director admitted the challenges the new changes bring.

“Like any change, we find ourselves uncomfortable with the new structure, but later on, we find that the changes are manageable,” Piñero said.

One strategy that OD-HRM proposed to help the University ease into the changes is the creation of the change management team (CMT) whose purpose is to institutionalize and integrate the operationalization of the divisions of the new structure.

Piñero said that the CMT is intended to implement operational and tactical strategies for effecting the change (ensuring that there is a beneficial transition while mitigating disruption); provide support and guidance towards adaptation; and manage the people side of the change from the current to the new state as well as the foreseen future state.

Dr. McCann assured that while changes can be met with a lot of questions, the Administration is  committed “…to ensuring transparency throughout this transition.”

“In the coming weeks, there will be opportunities for dialogue and information sessions to address any concerns [about the structure] … and provide a deeper understanding of how this change will positively impact our community,” McCann added.

 

ORGANIZATIONAL DEVELOPMENT

Organizational development (OD) is an essential, evidence-driven procedure that assists organizations in enhancing their ability to adapt and enhance effectiveness. It involves the enhancement, refinement, and fortification of strategies, structures, and processes to facilitate change and progress.

SU started its OD process on August 9, 2021 when the Administration hired Dr. Nancy Comedoy, an OD-HR professional, as consultant.