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FAQ about the merger

1) Why should support services become one organisation?

The main reason for the support services at the schools and the University Administration (GVS) to become one organisation is to ensure that students, teachers, researchers and staff receive an equal and accessible support regardless of where at the KTH the recipient is. When the merger has been completed and the support services is one organisation, we will work together to create a more cost-effective support services with even higher quality that matches internal needs and changes in the outside world.

The goal is to jointly organise the work in a long-term sustainable way that creates order and structure and thus frees up resources for education and research. Another important purpose is to create increased opportunities for school managements to exercise strategic management of education and research issues.

2) What does a merger of support services mean?

In concrete terms, the merger means that the support services at the schools and the University Administration (GVS) merge and together form a new organisation led by the University Director. The new organisation will be called Support Services (VS).

Initially, the support services at the schools forms five new departments together with the departments within GVS. The new organisation will then be developed based on mapping and analysis of how each support area is best organised. This can continuously, in parallel and gradually mean continued organisational changes within and between the support services departments in the coming years.

3) When will the new organisation take effect?

The new organisation will take effect on January 1, 2023 and will be called Support Services (VS).

4) What is a programme and why does the development of support services take place in the form of a programme?

A programme is a way of conducting development work in an organisation. The purpose is to find synergies by coordinating several projects and activities that have the same overall goals, instead of being handled separately. A programme shall support the development work, for example through common templates and methods for the work.

5) What does it mean that the support services should be experienced close to the operation?

Regardless of where the support services is located, the support must be based on the recipients' need to be perceived as close to the operations. Sometimes the support is best organised close to the institution or at school level and sometimes it is more appropriate for the support to be organised at a distance and serve the entire KTH with a specific competence or system support.

6) How should the support services create benefits for th operation?

By starting from the task to be solved, the organisation of a form of support becomes a matter of division of labor between teachers, researchers and support staff. What skills are needed to solve the task, what level of service is required, what cost is the organisation willing to bear for the support and which organisation is best? A well-functioning division of labor is a collaboration and an active dialogue between teachers, researchers and functions within the support that will create benefits for the recipient.

7) Who is involved in the development work?

The work of developing support services takes place in collaboration between employees who perform the work, managers who control and lead and recipients who will experience the benefit of the support that the work results in.

8) A principle in the merger is "Work culture for renewal", what does it mean for me as an individual?

In the development work that you personally participate in, you must show confidence and openness to opportunities to dare to try new ways of working. The work must be characterized by an iterative, testing and learning approach. It is important that we together create a culture characterized by cooperation. Here, as an individual, you have a personal responsibility in how you contribute to that work culture.

9) A principle in the merger is "Mutual respect" what does it mean in practice?

Treating everyone in the workplace respectfully is a given. We show respect for each other's expertise in the core and support activities and each other as individuals. The principle of mutual respect is crucial for a work culture and work environment that is perceived as safe, trusting and permissive for renewal.

Read more about the central government common basic values ​​and governing documents linked to KTH's work environment

Central government common basic values

Ethical Policy

Code of Conduct

10) Will I have changed tasks?

It is too early to answer at this stage. Surveys and analyzes are now being carried out prior to prioritizing the development of support services. The work involves a review of support processes, functions and responsibilities, which means that working methods and tasks may change. The review can mean opportunities for you to participate in developing work tasks, working methods and thus also to develop your skills in support services.

Read more about the central government common basic values ​​and governing documents linked to KTH's work environment

Central government common basic values

Ethical Policy

Code of Conduct

11) Will I get a new boss?

At the stage of the development work that we are in at the moment, it is the schools' Heads of Administration who will have the University Director as the new head on 1 January 2023.

The development work that takes place in dialogue and participation in the coming years can involve ongoing, parallel and gradual organisational changes.

12) Will I have to change jobs physically?

The development work is primarily about developing our working methods to ensure an equivalent and accessible support services. It is too early to say whether it will affect where different tasks are performed physically. The ongoing development work that takes place in dialogue and participation can mean that the physical workplace will change.

13) Will the merger mean staff cuts?

All current employees will be transferred to the new organisation through the merger.

14) Will employees need to apply for their jobs?

No.

15) What does it mean for support services to become more cost-effective?

This means that we must work smarter, ie identify inefficient working methods and duplication of work and replace it with working methods that create a higher value for students, teachers, researchers and staff throughout KTH.

16) As a researcher, can I count on a lower cost for OH / TK / TKB from 1 January 2023?

No, the current work will provide cost-effectiveness in the long run. The overall goal is to ensure support services with high quality and cost efficiency. Such support is based on the needs of teachers and researchers and what is required for KTH to live up to its commitment as an authority. The development work therefore includes, in dialogue with the users of different forms of support, finding a division of labor that optimizes teachers 'and researchers' time for their teaching / research and where the support can relieve other tasks. The OH level must reflect the need for support that exists at KTH.

17) Will the administration increase for teachers and researchers?

The overall purpose of developing support services is to free up time for education and research.

18) How will I as an employee within the support be affected?

Depending on which development needs are prioritized during the work, employees will be involved and affected in different ways.

19) How can I as an employee in support services be involved in the work with the merger?

Through dialogue with your immediate manager and through employee dialogues, workplace meetings and other dialogues, you as an employee will be able to influence.

20) How can I, as a teacher or researcher, influence the work with the merger?

A Head of Department Advisory Board has been established with the University Director as chairman. The Head of Department Advisory Board’s task is to give advice in matters concerning the most prioritized support needs in the activities for teachers and researchers. You who are a teacher or researcher can, through the Head of Department Advisory Board, influence and highlight needs that are important for how support services is developed.

21) How will I as a teacher or researcher be affected?

In the long term, teachers and researchers will notice the new organisation and development work through improvements in various areas of support. Since involvement and participation are important values ​​in work, you may be asked to take part of reference groups linked to the development of support areas.

22) How will the development work be organised and led?

How the program is organised and who is responsible for the development of which support area, you can find information about here.

The development work of the support services will be defined and prioritized in the business plan for the support services 2023-2025. The business plan forms the basis for the development work that is to be prioritized and implemented at departmental, group and individual level.

23) I work with development work today, what will happen to it?

Already ongoing development work will continue according to plan.

24) How should the development work be resourced?

Resource allocation takes place mainly through experts in various support areas in the organisation. In the first instance, a common resource allocation will be needed and in some cases re-prioritization of existing resources within the support.

Based on the work and delegation rules and the business plan for support services 2023-2025, each responsible manager must plan and budget for their own business in order to be able to lead and distribute both the ongoing work and the development work in an efficient manner.

To support IT-related development, KTH's business plan 2022 decided on an investment of SEK 30 million per year for five years.

25) How can I get more information about the ongoing work to develop support services?

More information about the development work is available on the intranet https://intra.kth.se/en/styrning/gemensamt-samordnat-verksamhetsstod

Questions about the merger and the development of support services are asked to the immediate manager or to the programme secretariat for the merger. The programme secretariat has the task of coordinating and administering the development work.

26) What is the difference between the President’s decision in March and what was made in June?

The decision in March 2022 determined what should happen; a merger between the current University Administration (GVS) and the support services at KTH's five schools.

The decision in June 2022 contains a plan for how the merger will be implemented; the surveys and analyzes that have been made during the spring are used as a starting point. The new organisation, which will take effect on 1 January 2023, means that the support services at KTH's five schools will each form a department under the University Director.

27) When will the next decision come?

The President’s decision planned for October 2022 on the overall organisation of the support services has been brought forward and the organisation appears from the decision in June. Continued change in the organisation can take place continuously, in parallel and gradually in the coming years.

28) My part of the support services at the school is organised differently compared to the same functions at other schools. What do we mean by there being a uniform support services?

Everyone in the support services will need to contribute to finding solutions so that we provide equal support to students, researchers and teachers throughout KTH. The support must be designed based on what is most relevant. Sometimes the support needs to be automated and digitized and sometimes it needs to be situation-adapted with specialist skills. The concrete solutions will need to be shaped until 2026.

29) What does it mean in practical terms that the schools' support becomes departments within the support services at KTH?

In concrete terms, this means that the Heads of School are no longer line managers for the support services, but that the University Director is responsible for the entire KTH's support services.

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Page responsible:Anna Johansson
Belongs to: KTH Intranet
Last changed: Jun 15, 2022