Digitisation and downsizing – how University Services and the Executive Board plan to cut costs

In total, University Services is cutting more than 35 million euros, while the Executive Board (CvB) is cutting more than 4 million euros in operational and, above all, strategic resources. Most of these cuts are already planned for 2025, while some are indicative and not yet final. The main points are clear: less externally hired staff, more digitisation and a downsizing of services.

Fewer external staff and stricter personnel policy

An important part of the plan is to reduce the hiring of external staff. This has already been on hold since this year, and ultimately University Services hopes to save 22 million euros annually with this.

In addition, the service is conducting a careful recruitment policy, filling positions only when strictly necessary. The number of hours for student assistants will also be reduced and their weekend allowances may be lowered. University Services emphasises that the quality of TU Delft’s primary processes – education and research – must be maintained. Other measures are intended to ensure that the workload remains within reasonable limits.

Digitisation and artificial intelligence

For instance, University Services has placed its hopes in the digitisation of systems and processes and the application of artificial intelligence (AI). The plans contain all kinds of examples. Some have already been started, others have not. These include, centralising hardware procurement, reducing software licences, introducing a new financial system, and a multi-year programme for the digitisation of Human Resources (HR) processes. AI could support translation services and administrative processes in education.

The departments involved acknowledge in their plans that these kinds of initiatives require upfront investments, but believe that these will pay for themselves in the long term.

Downsizing and standardising services

Services are also undergoing a revamp. University Services wants to “standardise, unify and streamline” working methods in order to work more efficiently. The plans include measures such as limiting customised reports, organising events more austerely, digitising publications, reducing the number of coffee machines and lowering service levels for cleaning, security and catering.

In addition, University Services is working on a so-called Enterprise Service Management system: a single digital helpdesk where staff and students can go with questions about ICT, HR and accommodation. According to the plan, “reducing and merging helpdesks will result in a synchronised interface for the end user and a reduction in costs”. No figures or timelines have yet been mentioned for this plan; further details will follow later.

Disposing of real estate

Housing must also contribute to the savings. University Services wants to “optimise the usage and utilisation of buildings” and “accelerate the disposal of surplus real estate”.

Enquiries learn that the Executive Board has currently given a sales order for one building: the former Kluyverlab, which in recent years housed the RoboHouse and has been nominated for sale several times in the past. No decisions have yet been made for other buildings, writes a TU spokesperson.

In addition, measures such as lowering the indoor temperature, extending the lifespan of furniture and limiting opening hours will be implemented.

Cutbacks by the Executive Board

The Executive Board is implementing its own cutbacks. At the operational level, this involves a reduction of 275,000 euros through a lower annual contribution to Universities of the Netherlands (UNL), a 10 per cent cut in organisational costs, and the temporary discontinuation of the professors’ dinner.

In addition, the Executive Board is making savings on strategic resources. This reduction affects the Delft Research Initiatives (DRIs), the TU Delft Institutes, 4TU, Leiden-Delft-Erasmus (LDE), the Convergence Programme with Rotterdam and programmes such as the AI Initiative and Climate Action. If all plans go ahead, the Executive Board will save 4 million euros on strategic resources, which amounts to 13.3 per cent. The aim is to free up money for new strategic choices.

Executive Office cuts 6 per cent

While the Executive Board is achieving savings of more than 10 per cent, the Administrative Office is staying below that. This department, which supports the Executive Board, is achieving savings of 6 per cent. This amounts to a reduction of approximately 250,000 euros, which will already be implemented in 2025.

According to a spokesperson, this means that “a limit has been reached – further cuts would not be justified”. He says that the directors within University Services agree with this. ‘The Administrative Office is a small department and the small amount that is not being cut within the Administrative Office will be absorbed within University Services. The total cut remains at 10 per cent.’

Implementation will continue until 2028

The plans of the UD and the Executive Board contain both concrete and indicative measures. The reduction in external hiring and the cuts in strategic resources have been worked out in figures. Plans for digitisation, services and accommodation will be further developed in the coming years. Implementation will continue until 2028, when TU Delft must achieve a balanced budget.