Welcome To University Shared Services

Meeting Agenda Introductions Why and What is Shared Services University Shared Services Transactional Services University Shared Services Benefits TIER Redesign: Overview of Process and Next Steps What is the Employee Task Input Form and Why is it necessary Questions

Why Shared Services? Developing transaction experts will result in higher accuracy, less rework and less risk. Transactions are processed more efficiently due to highly trained and dedicated customer representatives. Provide improved and consistent knowledge and expertise to campus. Reduce the need to complete 100% post audit of transactions Allow departments and faculty to focus on their mission and spend less time handling transactions. A Specialized and Dedicated Team = Increased Productivity for The University of Iowa Campus

What is Shared Services? Virtual centralized department of transaction experts Staff will be located close to their customers. Fully trained on all current practices and requirements to reduce rework and delays. Providing customer service that exceeds expectations. Involved in continuous improvement of processes Key Performance Indicators (KPI) are measured and monitored Quality feedback from customers. Opportunities to shape a new organization. Opportunities for promotion.

University Shared Services Transactional services for financial shared services include: Exclusive procurement card reconciliation travel expense vouchers procurement requisitions ebuy requisitions e-Vouchers Cash deposits Optional request for travel procurement card purchases Their role: Be a strong advocate for the University’s Shared Services initiative Represent a diverse base of campus customers with a solid understanding of function-specific processes. Provide functional expertise as a representative of campus. Be collaborative, flexible and thoughtful in their contributions to the discussions by considering all areas of academics, research, administration & public service. Help to ensure transparency by communicating with campus as appropriate and bringing campus feedback/thoughts back to the Advisory committee.

University Shared Services Benefits

TIER Redesign: Overview and Next Steps Shared Services Goal To Streamline Financial Transactions and enhance effectiveness and efficiency in financial operation Redesign Goal Engage employees during the redesign process Align employee effort with the core functions needed by the College / Division.

Redesign Employee Input Form Position Task Employee Input Form To assure the continuity of operations in your unit, we are asking that you take the time to document this information in the table below. Name: Org / Unit:   Supervisor: Position: Please list the top three priorities of your position that are critical to the mission of your unit: 1) 2) 3) Current Tasks What's the purpose for performing this task? Resources or tools used to accomplish (reports used, obtained from whom/where/when, individuals contacted, etc.) How frequently does this task need to be done? (Annually, quarterly, monthly, weekly, daily) And what span of time does it take? (Example: Grad. student applications are annual starting in Dec. and ending in April.) Expected length of time to complete. (Ex. 10 min. per week , 5 hrs. per month etc.) Where/to whom do the results of this task go What are the duties/tasks do you most enjoy doing? What are the duties/tasks you least enjoy doing? What are your ideas to help keep the continuity of operations in your unit? 4) 5) The realignment team will analyze critical needs of the departments with the information provided on the employee input forms, and provide recommendations of the future responsibilities emphasizing work load balance.

TIER Workforce Planning Process Gather College/Org information Assign redesign team Determine estimated timeline Announce redesign planning process with staff Discovery Determine duties to be redistributed & impacted staff Capture stakeholder input 1-1 discovery w/ staff going to shared services (capture current business processes) 1-1 discovery w/ remaining org staff (capacity, skill, interest) Recommendations/ final decision Redesign team recommends realignment of functions/duties Org leadership makes final decision on function/duty realignment Notify impacted employees and their supervisors Implementation Announce changes to Org USS Guidebook provided to departments and staff Orient & train staff Address transition issues & concerns Post implementation Provide ongoing support & check progress Celebrate success, and recognize ongoing efforts

Important Reminders No one will lose his or her job due to this process. Everyone affected by these administrative TIER changes will have opportunities to provide input, including thoughts, questions, ideas and concerns during the redesign process.