Business Operations Overview “Supporting Yale Together” Reporting Relationship between Business Managers and Finance & Administration Steve Murphy Associate Vice President, Business Operations Business Operations and Planning (BOP) Meeting July, 30, 2007 Steve Murphy Associate Vice President, Business Operations Business Operations and Planning (BOP) Meeting July, 30, 2007 Yale University

July 30, 2007 Supporting Yale Together 2 Today’s Discussion Overview of Business Operations (20 min’s) - What changed? - Why? - What does it look like? - How does it impact you? - What happens next? Questions (10 min’s)

July 30, 2007 Supporting Yale Together 3 What changed? All Business Managers (lead department administrators) have a reporting line to the Vice President for Finance & Administration, as of July 1, This extends and formalizes a model that has worked with great success in the Yale School of Medicine and on Science Hill.

July 30, 2007 Supporting Yale Together 4 Principles Every activity on campus with a business component will have a connection to a Business Manager. Every Business Manager on campus will have a connection to the Vice President for Finance & Administration.

July 30, 2007 Supporting Yale Together 5 What does it look like? (Organization Chart) Yale School of Medicine Deputy Dean F&A Jaclyne Boyden Deputy Provost Dean, Director, Chair Dean, Director, Chair Vice President Finance & Administration Shauna King Associate Vice President Business Operations Stephen Murphy Yale School of Medicine Asst. Dean, Finance Carrie Capezzone Officers Sr. Director, Bus. Operations NEW Science & Technology Sr. Director, Bus. Operations David Gingerella Yale School of Management Assoc. Dean, F&A and Chief Admin. Officer Diane Palmeri FAS & Provost’s Office Sr. Director, Bus. Operations Julie Grant Yale Law School Assoc. Dean F&A Mark Templeton Lead Department Administrators Dean Officer or Unit Lead Dean, Director, Chair Deputy Provost Chair Other Academic & Support Sr. Director, Bus. Operations NEW Lead Department Administrators Other VP F&A Directs

July 30, 2007 Supporting Yale Together 6 Why are we making this change?  Full partners (“Supporting Yale Together”) Involve Business Managers in central-decision making so that department and administrative staff become full partners in identifying common and unique needs and then designing policies, procedures, and tools to meet those needs. Department leaders (Deans, Directors, Chairs) define “what” support they need. Business Managers and central staff together figure “how” best to provide it. Move past “us” and “them” so that department and central staff are responsible together as full partners for providing high quality support to faculty, students, and staff.  Support for Business Managers (compliance and internal controls) Ensure Business Managers have support and resources for ‘doing the right thing.’  Community of professionals Ensure the continued growth and development of business administrators through improved recruiting, training, communication, professional development, career development opportunities.

July 30, 2007 Supporting Yale Together 7 What are the benefits for you?  For faculty, students and staff Easier and more integrated administrative tools and support. Less time and frustration associated with administrative tools and support.  For department leadership Additional financial and business expertise to support decision-makers Improved compliance with and clarity of policies and procedures Business Office that is connected with the entire Yale community of business professionals (hiring, training, performance management, professional development).  For Business Managers Stronger voice in what changes are made, when, and how Help and support for ‘doing the right thing’ when conflicts arise. Better training and career development opportunities Improved communication among departments and central staff Increased sharing of best practices Greater consistency and fairness regarding roles, responsibilities, compensation, and performance issues.

July 30, 2007 Supporting Yale Together 8 This IS…IS NOT This IS about…This IS NOT about… …process improvement, internal controls, and professional development. …any one of these goals alone. …connecting.…centralizing. …enhancing Business Manager relationships with your Deans/Directors/Chairs and your departments. …diluting these relationships. …clients driving priorities and solutions.…creating another layer of bureaucracy. …giving departments a stronger voice at the table. …giving ‘central’ or ‘departments’ the only voice. …being full partners in providing support to faculty, students, and staff. …continuing an “us” vs “them” dynamic. …HOW we provide the support departments need (how we buy, pay, hire, process). …WHAT support departments need (that is a decision for Deans, Dir.’s & Chairs). …standardizing wherever possible.…standardizing where unique needs exist. …ensuring fairness, consistency, and better opportunities for business managers. …dictating all business staffing decisions. …finding common solutions & improving operations …taking over the management of your department business office.

July 30, 2007 Supporting Yale Together 9 What happens next? Complete the search for two new Senior Director positions Finish the five initial Business Operations priorities i.Floater positions (announced last week) ii.Roles and responsibilities, including individuals, groups, committees iii.Invoice hold workflow tool iv.Expense Management System (EMS) enhancements v.Collaborative web site for Business Managers FY08 Goals for Business Operations FY09-11 Plan for Business Operations