Organizational Excellence UC Davis

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					Administrative Shared Service Center
          Town Hall Meeting
          September 8, 2011
Agenda Overview

• Welcome by Vice Chancellor John Meyer

• Chancellor Linda P.B. Katehi

• Associate Vice Chancellor Karen Hull

• SSC Director Andrew Dunn

• Q&A
Chancellor Linda P.B. Katehi
Associate Vice Chancellor
       Karen Hull
Discussion Topics
• Overarching strategy & guiding principles
• Project timeline
• IT Project Team update
• Technology update
• Space and Budget
Discussion Topics (cont.)
• SSC for finance, HR and payroll
  – High level functions in the SSC,
    department, central unit
  – Major improvements
  – Organizational structure
  – Staff reductions
  – Recruitment timeline and process
Discussion Topics (cont.)
• SSC model for finance, HR and payroll
• Transition planning
• Staff programs
• SSC Director, Andrew Dunn
• Closing
Guiding Principles for Future State
• Customer driven (accessible, consistent,
  and understandable)
• Efficient, effective, and simple
• Align with campus tolerance for risk and
  internal control objectives
• Leverage technology, either current or
• Scalable and sustainable

Guiding Principles for Future State
• Ensure responsiveness to campus
  customer and business needs
• Remove barriers that currently impede
  operational success
• Ultimately reduce FTE and overall costs
  through process and workflow

Project Phases & Timeline
Aspects of Implementation
                     •Transition planning
                     •Ongoing process
                     •Training plans
SSC Training and Work Transfer
• Staff interviews in November
• Staff hired by ~ November 30
• Staff begin training ~ December 14
• First phase of work moves into the SSC ~
  January 11
• Second phase of work moves into the SSC
  ~ January 30
• SSC “go live” ~ February 13
Currently in IT
• Current state assessment
  – Staffing information (defining who does
    what?) for IT complete by September 9
  – Hardware and software inventory
  – Application inventory
• Server consolidation
  – Partnering with IET to consolidate
    administrative servers

Currently in IT
• Current state assessment findings to date
  – 76 versions of Adobe Acrobat in use
  – Support/manage over 200 different models of Windows
  – Support 15 different versions of Microsoft Office on
    Windows workstations. 10% of the versions are between
    8-14 years old.
  – Support 110 different instances of Microsoft SQL Database
  – Out of 700 servers reporting, 48% are virtualized
  – Adopting moderate power management settings on
    desktops would save the campus $18-20 per desktop

Systemwide Technology Update
• Four-year implementation scheduled to begin
  September 2011
      PPS replacement
      Limited Human Resources Information
       System functionality (HRIS)
      Time & Attendance
•   Phased approach for campuses
•   UC Davis will not participate in Phase I of
•   UC Davis will participate in systemwide process
    standardization project
•   Ultimate service consolidation for HR and payroll

SSC Technology Update
• Implementing UC Irvine’s time and
  attendance system in winter quarter 2012
• Case Management/Knowledge
   Two vendor product demonstrations
   Third is scheduled for September 13
• ACD/IVR (telephony systems)
  – RFPs current under review

Space and Budget

     Work in progress

Benefits for All Functional Areas
• Implementation of Case Management System to
  streamline incoming requests
• Implementation of Knowledge Management
  System to provide consistent, readily available
  information to customer; improve self-service
• Streamlined, standardized processes
• Well-trained, cross-trained staff
• Process automation, tracking and metrics
• Continuous process improvement mindset
• Departments focus on their core mission
• Central units focus more on Centers of Excellence,
  strategy, policy and programs, complex problem-
SSC Organization
    High Level Finance Future State
     DEPARTMENT                     FINANCE SSC                CENTRAL OFFICE
 Order and other               Purchasing, AP, and T&E     Highly complex and
  requests will be initiated     transactional activities     >$10K purchases will
  by the department              will transition to SSC.      stay in Central
 E-procurement                 P-Card transactions will     Purchasing but route
  (UCDBuy) transactions          be within SSC;(potential     through SSC
  will continue to be            exclusions currently        Central AP office will no
  available to departments       being evaluated)             longer review and
 Account management as         SSC purchasing               approve most
  well as Travel &               delegation increases to      documents initiated
  Entertainment                  $10K                         within SSC
  coordination stays in the                                  Other responsibilities to
  department                                                  continue - Policy &
                                                              Procedures review;
                                                              Check, AP Bank, Tax,
                                                              Vendor Processing;
                                                              Reconciliation; P-Card &
                                                              UCDBuy Administration,
                                                              Strategic Sourcing,
                                                              Campuswide Training &
                                                              Helpdesk (FIS) support
Finance Major Improvements
 Streamline the pre-purchase process (pre-
  purchase system integrated with KFS by
  September 2012)
 Reduce number of approvals (e.g. most AP
  documents will not route to Central AP)
 Utilize more strategic sourcing
 Kuali Financial System (KFS) implementation will
  improve several of the processes in Purchasing,
  Accounts Payable and Travel/Entertainment
 Ability to attach documents to KFS and
  automatically upload into EDMS

Human Resources
      High Level HR Future State
    DEPARTMENT /                  HR SHARED SERVICE
                                                                      CENTRAL HR
      DIVISION                         CENTER
 Initiation of requests          Hiring coordination for         Strategy
 Personnel Action                 staff and students              Policies
  approvals                       On- and Off-boarding            Programs
 Staff selection                 Leaves of Absence               Liaison with UCOP
 Communication on HR              Administration                  Administration of UC
  matters/special programs        Workforce Administration         systemwide matters
 Safety coordination (e.g.,          Document mgt.                (e.g., collective
  ergonomics, emergency                 Licensure verification      bargaining, health
  management)                         Personnel files              and welfare)
 Recruitment Approver II             Coordination of             Complex personnel
 Strategic planning (e.g.,             position &                  cases
  staffing, organizational              performance mgt.           Centers of Excellence
  analyses, employee                    management
  relations)                          Salary programs
 Position and performance              administration
  management                          Service awards
 Training and development            Workplace flexibility
 Initial point of contact for        Basic employee and
  workers compensation                  labor relations support
HR Major Improvements
 Systematic on-boarding process
 Employment recruitment for students employed
  by campus employers
 Campus portal for general benefits information
  and materials
 Dedicated cross-functional unit for Leaves of
  Absence administration
 Primary job application screening responsibility
  for minimum qualifications and/or completeness

     High Level Payroll Future State
    DEPARTMENT                   PAYROLL SSC               CENTRAL PAYROLL

 Initiate requests for      Most payroll processing      Continue to handle
  new hire, separation,      Process new hire and          Central Payroll
  and salary actions          employee separation           functions
 Payroll expense            Individual salary actions    No longer verify I9
  transfers via Kuali         (e.g. stipends)               documents for
  only                                                      administrative units
                             Verify student units in
 Staffing list balancing     Banner                       No longer handle basic
 Payroll ledger review                                     employee questions
                             Leave actions                 handled by the SSC
 Distribute checks and      Work study payroll
  SurePay statements          processing for campus
 E-Verify                    student employees
 Work study payroll          Answer basic employee
  processing for non-         questions. Route more
  UCD employers will          complex questions
  remain with the             appropriately
  Student Employment
Payroll Major Improvements
 Implement new campus Time and Attendance
  System, which will feed data directly to
 Standardize payroll processing for administrative
 Creating automated report to verify employment
  eligibility for students

SSC Payroll
SSC Leadership & Administrative
 SSC Positions

              FINANCE   HR   PAYROLL

                28      18     13

Limited Term
             FINANCE    HR   PAYROLL
                 7      1       0
Why Limited Term Appointments?
• Greater opportunity for operational
  success at “go live”
• Expectation of reduced staffing needs in
  8-12 months due to continuous process
  improvement and additional technology
• Transparency at hire
 Administrative Staff Reductions
• Projected reduction at "go live"= 29%
• Further reductions in spring 2012 when IT
  helpdesk consolidation is complete
• Limited term appointments reduced in late
  2012/early 2013 after additional process
  improvement, technology is introduced
Administrative Staff Reductions

• Approximately 60 FTE Reductions
  – VSP
  – Retirements
  – Transitions to other employment (on
    campus and off)
  – Vacant positions “held” by departments
  – Layoffs
Transition Planning
• Identified the number of staff performing finance,
  HR and payroll functions (employee-reported)
• Determined the percentage of time spent in each
  functional area
• Data validation by COOs (complete by ~9-6)
• Framework helps management assess the impact
  of work moving to the SSC
  – Staff implications
  – Organization and job structures
Transition Planning
Classifications in SSC
• Managers
  – Analyst V-Supervisor; Analyst VI-Supervisor
• Supervisors
  – Analyst II-Supervisors; Analyst III-Supervisors;
    Buyer I-Supervisors
• Staff
  – “__”Assistant III, IV
  – Analyst I
• SSC Administration
  – Analyst I; Analyst IV; “__”Assistant III
Recruitment Timeline
• SSC Managers (Finance, HR, Payroll)
 Open for recruitment through Sept 12
• SSC Supervisors (Finance, HR) Open for
  recruitment Sept 7 through Sept 20
• SSC Staff (Finance, HR, Payroll) positions
  open for recruitment from Sept 19
  through Oct 7
Manager/Supervisor Recruitment
• Internal/External
• All applications screened by Central
  Employment team
• Interview committees will consist of a
  combination of SSC Director, COOs, SMEs
  and central unit AVC
Staff Recruitment Process
• All applications screened by Central
  Employment team
• Interview team will consist of SSC
  managers, supervisors and rehired retirees
• First interview will determine staff positions
  for which applicants are best suited
• Second interviews will determine SSC
  employees and position in organization
• For staff positions, submit an application
  for each functional area in which you have
  an interest
• Customize applications for each type of
   – Minimum qualification screening
   – Qualifying questions
Shared Service Center Director
        Andrew Dunn
A New Beginning
• Introduction
• SSCs and Change
 – New jobs
 – New opportunities
 – New model for services
A New Beginning
• SSC Benefits
 – Efficiency, process, tools
 – Foundation for growth and
A New Beginning
• SSC Vision
 – Create positive culture
 – Respect, transparency, teamwork
 – Opportunity for career growth
A New Beginning
• Key Attributes for SSC Employees
 – Functional expertise
 – Interest
 – Service focus
 – Team focus
 – Willingness to drive mission of SSC
 – Ambassador for SSC
Campus Commitment to Staff
• Voluntary Separation Program (VSP)
• Limited recruitment strategy
• Phased retirement program (to come)
• Career Navigation Series
• Career Counseling and Career Management
• Managing Transition courses
• Open forums/focus groups/meetings
 Personal Commitment
• Regularly assess your skills, interests & goals
• Attend open forums
• Participate when opportunities are presented
• Remain flexible, nimble
• Maintain or develop willingness to do work in new
  and different ways
• Take care of yourself
   – View health and wellness programs at

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