SHARED SERVICES CENTERS (SSC) & BUSINESS PROCESS IMPROVEMENTS (BPI) UPDATE Ben Lowenthal Nico Washington 3/23/15

Agenda 2 Project Plan for Phase I Shared Services Centers Business Process Improvements (BPI) Progress Phase II – What is Next? Communication Hiring Process for Phase I SSCs TAP Update & Sneak Peek BPI Timeline Phase I SSCs Updates

Project Plan 3

Business Process Improvement Mapping 4 Identify Current Business Processes Procurement Accounts Payable Hiring Payroll Identify Core Office Business Processes Human Resources Finance Identify Future Shared Services Business Processes Procurement Accounts Payable Hiring Payroll 100% Complete 95% Complete December 2014 Status 70% Complete 10% Complete 100% Complete Current Status

Business Process Improvement Mapping 5 Identify Shared Services Centers Future Business Processes – 95% Complete All future processes with the exception of the PAR process are complete. PAR process under discussion with the HR/Payroll work group. Goal is to consolidate and simplify the form.

Business Process Improvement 6 Training & Documentation Based on the defined future BPI processes – Who will require training? – What will they need to know how to do? – What is the best training modality for each audience? Creating a detailed plan for the above prior to go-live and will use this as our guide to providing appropriate training to campus.

Business Process Improvement (BPI) Update Quick Hits & Long-term BPI progress since December. HR & Payroll  E-Timesheets – 3rd Phase rollout departments live!  All others to be rolled out in April/May timeframe. Accounts Payable & Procurement  Improvements (with examples of completed forms, FAQs) to Financial Services, Accounts Payable – will be posted once Resource Type chartfield is removed.  E-travel E-form – rolled out!  Procurement “Who to contact for what” lists completed.

(BPI) Update – Website Navigation Procurement

Business Process Improvement 9 The Current Business Processes are available for your review in the Shared Services Center myUMBC Group. Future Processes will be available once 100% completed.

FY15 Q3 FY15 Q4 FY16 Q1 FY16 Q2 FY16 Q3 FY16 Q4 FY17 Q1 FY17 Q2 Procurement Notifications Travel E-form Workflow Travel & Expense Form Workflow Payment Request Form Workflow Mass Updates for Contract renewals Recruitment System Electronic Time Sheets Campus Roll-Out Business Process Improvement Timeline

Future Business Process Improvement 11 Procurement Improved communication between the Procurement Office and the Departments. – Before: Departments checked in PeopleSoft to determine when the PO was created and to obtain the PO number. – Future: Procurement will notify the person who created the requisition of the PO number once the purchase order is generated.

Future Business Process Improvement 12 Accounts Payable Procurement will now communicate to Accounts Payable when new vendors are being used on a PO. – Before: The new vendor was processed when the invoice was received. – Future: Accounts Payable will contact the vendor to process them in advance of the vendor submitting an invoice. This will decrease processing of the new vendor invoice by 3 days.

Future Business Process Improvement 13 Hiring Improvement in the hiring approval process. – Before: The Personnel Requisition Form was distributed multiple times for signature throughout the hiring process. Position related data was collected during both the recruitment and the onboarding process. – Future: We will capture position related data in the beginning of the process prior to recruitment when implementing the Recruitment software.

Future Business Process Improvement 14 Payroll Mass updates for contingent contract renewals. – Before: Each renewal was entered separately in the Change PAR. – Future: Contract renewals can be entered and approved for all eligible employee classifications as a group creating a more streamlined and efficient process.

Additional Accomplishments December - March  Project Plan Completed!  Communication Plan Completed!  Overall Project Management with go-live goal of May  Early discussions with leadership on Phase II

Phase I Hiring/Staffing Update  Position Descriptions Complete  SSC positions for CNMS and AAOU will be hired from within their own units.  Initial hires in May 2015  Two – four hires in each center.

Nico Washington, Associate Provost and Director Jay Kozak, Assistant Director  AAOU SSC current status  Next steps

AAOU - represents any department, center or unit that reports to Academic Affairs that does not reside within a college. Who We’ve Met With The Library Shriver Center Women’s Center Social Work Meyerhoff Institutional Research Analysis & Decision Support Division of Professional Studies International Education Services Hilltop Honors College Faculty Development Ctr. Enrollment Management Erickson School Student Support Services Learning Resource Center Graduate School Interdisciplinary Studies Undergraduate Education Office of Vice President for Research Provost Office

 Kick Off Meetings  Discovery Meetings  Central Office Leadership/AAOU Meetings  Creation of Department Profiles, Transactional Data Analysis, Survey Result Review  Staffing Plan Progress …

 Identification of Departments & Functions Served  Identification & Selection of Staff  Development of Metrics and SLA’s  AAOU Town Hall  Transition Meetings  May 2015 ‘Go Live’ What is happening next ….

WHY WILL THE AAOU SSC BE A GREAT PLACE TO WORK? Thursday April 9th 2:00pm – 3:00pm University Center Room 310 Mark your calendars

 AAOU ListServ -  AAOU myUMBC Group  AAOU - Staying Connected

College of Natural & Mathematical Sciences (CNMS) Jacinta Kelly  CNMS SSC current status  Next steps

TAP Update!  One stop shop for all administrative professionals  Roland King and Elle Trusz leading this effort.  Established work group to develop & design the site.  Training & Documentation Group coordinating with them to create content  TAP Tips !

Website & Training/Documentation Group Members  Roland King, OIA, Co-Chair  Elle Trusz, CAHSS, Co-Chair  Mary Ratchford  Gina Fischer  Marsha Velli  Mae Golden  Christina Trego  Laurie Newton-King  Liz Steenrod

TAP Sneak Peek!

Department/Division Shared Services Center Central Administration & Finance UMBC Future Shared Services Centers Operating Model COMMUNICATIONS 6/10/2016 Transaction Initiator Communication to SSC via RT Transaction Processor Communication to Central Finance via RT and/or Workflow Transaction Processor to State Communication to State

RT Communication System (In development)

Communication Plans  Updates will be provided at least once a month to the campus community  We will provide these via Insights and the myUMBC Shared Services Centers Groups.  Information will center around:  Business Process Improvement Updates  Phase I Implementation Progress  Lessons Learned and Metrics (Once available)  Future Plans (Quarterly Town Halls)

Long-Term Timeline Phase I implementation – June 2014 – May 2015  CNMS & AAOU hiring  Incorporate lessons learned and expand to other areas on campus Phase II – Planning– FY16 – Quarters 1 & 2  Discussions continue regarding candidates for Phase II Centers  Observe and learn from Phase I experiences Phase II – Implementation – FY16 – Quarters 3 & 4  Move other administrative tasks into SSCs  Begin establishment of Phase II SSCs Phase III – FY17 and beyond  Continuous assessments and adjustment until success is established

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