BUSINESS PROCESS IMPROVEMENT BPI SHARED SERVICES CENTER SSC

BUSINESS PROCESS IMPROVEMENT (BPI) & SHARED SERVICES CENTER (SSC) UPDATE Nico Washington Ben Lowenthal 6/9/14 www. umbc. edu

Implementation Team SSC Advisory Committee Procurement/AP Work Group Training/Documentation Work Group AAOU SSC Hiring/Payroll Work Group Communication Work Group HR Work Group CNMS SSC Future Work Group to be established – Research Administration Work Group and others as needed. www. umbc. edu

Timeline I Tasks – Accomplishments! www. umbc. edu

Timeline II Tasks www. umbc. edu

Timeline Tasks BPI Planning – Quick Hits – Hiring • HR checklists for all major hiring tasks – 100% • Communication Plan • Evaluate approval signatures required • Appoint HR departmental liaisons – 80% • Develop HR liaison training and hiring workshops • Post guidelines on record retention • Notify departments of existing institutional ad subscriptions BPI Planning – Long Term – Hiring • Develop & implement an electronic workflow system • Develop & implement an electronic applicant system/portal • Develop internal departmental checklists for hiring and on-boarding tasks • Hire additional classification/comp staff member • Develop a document storage plan www. umbc. edu

Timeline Tasks BPI Planning - Quick Hits – Payroll • Create a “who to contact for what” guide – 100% • Reduce action/reasons for change PAR – 70% • Develop glossary of reports – explaining purpose of each report – 90% BPI Planning - Long Term – Payroll • Develop & implement electronic timesheets – 80% • Develop & implement electronic change PAR • Develop and implement E-forms • Automate processing of I-9, W-4, & NRA forms • Standardize payroll communication methods • Eliminate default carry-forward of prior chart string; DBE verification required prior to pay for all new hires www. umbc. edu

Timeline Tasks BPI Planning - Quick Hits – Accounts Payable • Develop AP Checklist – 95% • Communication Plan - • Develop and deliver refresher training • Encourage & increase vendor EFT sign-up • Update PO to make AP address more prominent BPI Planning - Long Term – Accounts Payable • Develop on-line forms • Develop & implement work flow for travel/misc and payment request • Update Financial Services website • Provide examples of proper documentation on website – 95% • Implement Shared Services Centers • Develop/update centralized policy and procedure bank • Research possible expanded use of UMBC travel cards • Develop intranet site to encourage interdepartmental communication www. umbc. edu

Timeline Tasks BPI Planning - Quick Hits – Procurement • Develop quick reference guides – 5% • Require electronic documentation – 40% • Develop mentor lists -33% • Develop acronym dictionary – 100% BPI Planning - Long Term – Procurement • Improve electronic communication between end-users, approvers, and procurement • 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 chart string edit check • Expand usage of master contracts and notify department of existing contracts www. umbc. edu

Timeline Tasks Communications • Develop Single Source Web Site - UMBC Sites (Wordpress Lite) toolkit/CMS. • Milestone 1: – Build central framework/architecture/navigation according to content (HR/Admin/Finance/Research) – Use integration with my. UMBC for news, events (calendar/deadlines) – Use HTML/advanced HTML pages for other needs, such as teaching/training, FAQs, talking points – Overview message about SSC; goals, perspective, etc. • Milestone 2: – Determine best method for ticket requests (new system, custom form, IT's RT system integration) – Password protected content vs. open content (e. g. , forms vs. RT) – New tools needed for calendar goals – Advanced ways to deliver video and other teachings/lessons www. umbc. edu

Timeline Tasks Phase I Implementation - Accomplishments to Date - January 2014 – June 2014 • Business Process Improvement – Work Groups focusing on Implementation – Highest priority Quick Hits first – Long-term BPI to follow • Construction of CNMS SSC space – Completed – Initially shared with AAOU SSC • Hiring – Posting and interviewing for CNMS & AAOU leadership positions • Additional Work Groups Established – Advisory Committee – HR Work Group www. umbc. edu

Timeline Tasks Staffing/Hiring • Define support staff roles Ø Reach out to customers (staff, faculty, and other interfacing departments) » to understand what they do » to determine how SSC can add value » to determine volume of work » to determine peak periods » to determine what the needs are » to determine relationships and communication needs » to determine current departmental processes www. umbc. edu

Timeline Tasks Training • Training - Key Functions – Develop campus wide curriculum – Create course content – Deliver the training – Continuously assess campus wide training needs – Perform training administration (registration, tracking, reporting, etc. ) – Train the trainer approach • Training Analysis (Foster. Knowledge) – Determine what learning materials are required for all business processes – Review existing training materials and determine if updates are needed – Create a training technology analysis report www. umbc. edu

Business Process Inventory What processes can be shared? This inventory is a starting point for discussion of processes that may move into the SSC. • Accounts Payable – Travel and Expense Reimbursements – E-travel (flight, hotel, car, etc. ) – Honorariums – Invoice Processing – Petty Cash – Working Fund • Purchasing – Purchase order/change orders – Encumbrance management – Receiving Goods – P-cards www. umbc. edu

Business Process Inventory What processes can be shared? This inventory is a starting point for discussion of processes that may move into the SSC. • • Hiring – Payroll & Leave Reporting – Appointments – New Hires – Searches – Visa Processing Payroll – E-timesheets – Review and Approval – Advances www. umbc. edu

Next Steps • To prepare for the next steps begin to think about: • How would you describe what you do? • What you do daily? • What you do monthly? • What you do annually? • How would you describe what your department does? • What are critical tasks in your department? www. umbc. edu

Stay Up To Date • The Shared Services Centers at UMBC my. UMBC Group is the primary source of information for the campus. • Currently have more than 200 members! • Please join! • Please go to your my. UMBC 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. www. umbc. edu

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