1. BUSINESS PROCESS IMPROVEMENT (BPI) & SHARED SERVICES CENTER (SSC) UPDATE
Nico Washington
Ben Lowenthal
1/7/14
Ben

2. Implementation Team
SSC Advisory Committee
Communication
Work Group
Procurement/AP
Hiring/Payroll
Training/Documentation
Future Work Group to be established – Research Administration Work Group and others as needed.
Ben

3. SSC Advisory Committee
Members
Linda Brown, Associate Director, MIPAR
Michael Dillon, Associate Vice Provost, Institutional Research
Sharon Doherty-Ritter, Management Analyst, Management Advisory Services
Dean Drake, Assistant Vice President, Research Administration
Kevin Eckert, Faculty CAHSS
Philip Farabaugh, Faculty, CNMS
Gina Fischer, Business Manager, COEIT
Thomas Frechette, Business Manager, CNMS
Carol Hess, Faculty, CAHSS
Ben Lowenthal, Associate Vice President, Financial Services
Orianne Smith, Faculty, CAHSS
Jack Suess, Vice President of Information Technology, DoIT
Nico Washington, Assistant Provost for Financial Management, Provost Office
Ben

4. Communication Work Group
Role
Manage the myUMBC group and ensure it is up to date
Develop and track surveys to enable campus community input
Develop campus wide communication plan and ensure it is followed
Members
Danita Eichenlaub – Administrative Director, JCET
Gina Fischer – Business Manager, COEIT Dean’s Office
Roland King – Communications Manager, OIA
Ben Lowenthal - Associate Vice President, Financial Services
Linda Miller – Manager, Business Services, Financial Services
Elle Trusz – Program Management Specialist, GWST
Nico Washington - Assistant Provost for Financial Management, Provost Office
Ben

5. Procurement/AP Work Group
Role
Hands on coordination of Business Process Improvements (BPI) in above two areas
Prioritize BPI based on survey results
Work with appropriate departments to address the areas of highest priority
Members
Myrle Combs – Business Manager, Student Affairs Business Services Ctr.
Ann Fusselbaugh – Admin. Asst. II, Procurement
Cindy McGowan – Business Manager, Division of Professional Studies
Linda Miller – Manager, Business Services, Financial Services
Delores Pertee – Contract Administrator, Procurement
Barbara Smith - Administrative Assistant, Undergraduate Education
Kathy Suess – Business Manager, College of Engineering & Information Technology
Ben

6. Hiring/Payroll Work Group
Role
Hands on coordination of Business Process Improvements (BPI) in above two areas
Prioritize BPI based on survey results
Work with appropriate departments to address the areas of highest priority
Members
Deneen Blair – Assistant Director, Mathematics and Statistics
Jo Anne Cottrell – Administrative Assistant, Career Services Center
Jean Donohue – Executive Admin. Asst., Financial Services
Lisa Drouillard – Director, Human Resources
Jane Henderson – Business Services Specialist, Chemistry & Biochemistry
Mildred Homa – Research Administrator, IMET
Linda Kruse – Business Manager, Shriver Center
Ben

7. Training/Documentation Work Group
Role
Identify all Business Process Improvements related to training
Develop and deliver required training in coordination with knowledge experts
Document new procedures that have changed and gather/create documentation for existing processes that are not changing.
Members
Cindy McGowan – Business Manager, Division of Professional Studies
Trina Torkildsen – Accountant I, Sociology & Anthropology
Kathy Wimpling – Business Manager – Physics
Margo Young – Business Manager – JCET/GPHI
Ben

8. BPI Prioritization Survey Results
160 Respondents
38% Non-exempt
45% Exempt
15% Faculty
2% Other
Time at UMBC
6% Less than 1 year
21% 1-5 years
30% 6-10 years
23% 11 – 20 years
20% 21+ years
Ben
A healthy cross section of all University departments are represented. Complete survey details are posted to the myUMBC Group “Shared Services Centers at UMBC”.

9. BPI Prioritization – Hiring - Quick Hits
Highest Priority (Rating Average Range to 3.0)
HR checklists for all major hiring tasks
Mid-level Priority (Rating Average Range to 4.5)
Communication Plan
Evaluate approval signatures required
Appoint HR departmental liaisons
Develop HR liaison training and hiring workshops
Lowest Priority (Rating Average Range – 4.5 and above)
Post guidelines on record retention
Notify departments of existing institutional ad subscriptions
Nico

10. BPI Prioritization – Hiring - Long Term
Highest Priority (Rating Average Range to 3.0)
Develop & implement an electronic workflow system
Develop & implement an electronic applicant system/portal
Develop internal departmental checklists for hiring and on-boarding tasks
Mid-level Priority (Rating Average Range to 4.5)
Hire additional classification/comp staff member
Develop a document storage plan
Nico

11. BPI Prioritization – Payroll - Quick Hits
Highest Priority (Rating Average Range to 3.0)
Create a “who to contact for what” guide
Reduce action/reasons for change PAR
Develop glossary of reports – explaining purpose of each report
Nico

12. BPI Prioritization – Payroll - Long Term
Highest Priority (Rating Average Range to 3.0)
Develop & implement electronic timesheets
Develop & implement electronic change PAR
Mid-level Priority (Rating Average Range to 4.5)
Develop and implement E-forms
Automate processing of I-9, W-4, & NRA forms
Standardize payroll communication methods
Eliminate default carry-forward of prior chartstring; DBE verification required prior to pay for all new hires
Nico

13. BPI Prioritization – Accounts Payable - Quick Hits
Highest Priority (Rating Average Range to 3.0)
Develop AP Checklist for forms/paperwork requirements & explain potential audit consequences
Communication Plan
Develop and deliver refresher training
Mid-level Priority (Rating Average Range to 4.5)
Encourage & increase vendor EFT sign-up
Update PO to make AP address more prominent
Ben

14. BPI Prioritization – Accounts Payable - Long Term
Highest Priority (Rating Average Range to 3.0)
Develop on-line forms
Develop & implement work flow for travel/misc and payment request
Mid-level Priority (Rating Average Range to 4.5)
Update Financial Services website
Provide examples of proper documentation on website
Implement Shared Services Centers
Lowest Priority (Rating Average Range – 4.5 and above)
Develop/update centralized policy and procedure bank
Research possible expanded use of UMBC travel cards
Develop intranet site to encourage interdepartmental communication
Ben

15. BPI Prioritization –Procurement- Quick Hits
Highest Priority (Rating Average Range to 3.0)
Develop quick reference guides
Require electronic documentation
Develop mentor lists
Mid-level Priority (Rating Average Range to 4.5)
Develop acronym dictionary
Ben

16. BPI Prioritization – Procurement- Long Term
Highest Priority (Rating Average Range to 3.0)
Improve electronic communication between end-users, approvers, and procurement
Mid-level Priority (Rating Average Range to 4.5)
Automate closing of POs and liquidating of encumbrances
Create a “who to contact for what” guide and improve training
Develop and implement workflow for requisition and PO approvals
Enable requisition chartstring edit check
Expand usage of master contracts and notify department of existing contracts
Ben

17. BPI Prioritization – Comments
Several commenters requested call-backs on incorrect paperwork, rather than “bouncing” back paperwork. (Workflow automation should address this.)
Several commenters requested more specific hiring and payroll assistance for unique employee groups such as students, contingents, grad assistants, etc.
A number of comments requested better communication, improved procedures/checklists, standardization, less involvement at the department level (BPI and SSCs will address many of these issues)
Several comments related to business expense reimbursements – speed up turnaround time, eliminate commuter mileage subtraction, and others. (SSCs should help speed, commuter mileage subtraction is a State of MD requirement.)
Several comments requested faster turnaround time for creation of POs. (Workflow and SSCs again should improve this.)
Other comments related to:
Vendor flexibility
Training needs (need to stress attachment of docs in PeopleSoft – particularly for requisitions)
Nico

18. Long-term Timeline Phase I implementation – Calendar year 2014
Incorporate lessons learned and expand to other areas on campus
Phase II – Planning & Implementation – 2014 – 2015
Move other administrative tasks into SSCs
Phase III (2016 and beyond) – Continuous assessments and adjustment until success is established
Nico

19. Progress Phase I implementation – Calendar year 2014
Construction in CNMS Dean’s Office for SSC Phase I space has begun
Estimated completion date February 2014
Posting of CNMS SSC Director/Assistant Dean
SSC Advisory Committee established and meeting monthly
SSC Work Groups established and meeting 1 to 3 times per month
Nico

20. Stay Up To Date
The Shared Services Centers at UMBC myUMBC Group is the primary source of information for the campus.
Currently have 171 members
Please join!
Please go to your myUMBC home page, choose “Groups” from the dropdown, then “Browse/Search Groups” for the “Shared Services Centers at UMBC” group.
Click the blue “Follow Group” button on the right. 
Nico

21. Questions/Comments