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

2. Agenda www.umbc.edu 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

3. Project Plan www.umbc.edu 3

4. Business Process Improvement Mapping www.umbc.edu 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

5. Business Process Improvement Mapping www.umbc.edu 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.

6. Business Process Improvement www.umbc.edu 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.

7. 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. www.umbc.edu

8. (BPI) Update – Website Navigation Procurement www.umbc.edu

9. Business Process Improvement www.umbc.edu 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.

10. 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 www.umbc.edu Business Process Improvement Timeline

11. Future Business Process Improvement www.umbc.edu 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.

12. Future Business Process Improvement www.umbc.edu 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.

13. Future Business Process Improvement www.umbc.edu 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.

14. Future Business Process Improvement www.umbc.edu 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.

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

16. 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. www.umbc.edu

17. aaoussc@umbc.edu Nico Washington, Associate Provost and Director Jay Kozak, Assistant Director  AAOU SSC current status  Next steps

18. aaoussc@umbc.edu 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

19. aaoussc@umbc.edu

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

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

22. aaoussc@umbc.edu 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

23. aaoussc@umbc.edu  AAOU ListServ - aaou_provost_ssc@lists.umbc.edu aaou_provost_ssc@lists.umbc.edu  AAOU myUMBC Group - http://my.umbc.edu/groups/aaoussc http://my.umbc.edu/groups/aaoussc  AAOU Email - aaoussc@umbc.eduaaoussc@umbc.edu Staying Connected

24. College of Natural & Mathematical Sciences (CNMS) Jacinta Kelly www.umbc.edu  CNMS SSC current status  Next steps

25. 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 !

26. 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

27. TAP Sneak Peek!

28. 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

29. RT Communication System (In development) www.umbc.edu

30. 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) www.umbc.edu

31. 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 www.umbc.edu

32. Questions/Comments www.umbc.edu