BUSINESS PROCESS IMPROVEMENT BPI SHARED SERVICES CENTER SSC

BUSINESS PROCESS IMPROVEMENT (BPI) & SHARED SERVICES CENTER (SSC) UPDATE Nico Washington Ben Lowenthal 3/10/14 www. umbc. edu

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

SSC Advisory Committee Guiding Principles (DRAFT) • Provide high quality customer service with flexibility to continuously improve business processes while serving the needs of our community. • Build with a focus on communication, transparency & community inclusion. • Improve training and process documentation across campus. • Build to accommodate future growth in support of the University mission and strategic focus. • Strive to simplify and standardize to increase overall efficiency and accuracy, while maintaining and improving on previous levels of service. • Establish realistic performance expectations, measured via metrics and service level agreements. • Use feedback and analysis to adjust processes incorporating lessons learned, enabling all employees to complete their job duties in the best and most efficient way possible. • Invite inclusive feedback and input from all stakeholders leading to continuous adaptation and improvement. www. umbc. edu

SSC Phase I Hiring Process • Director/Assistant Director/Manager positions will be advertised to the public and all are encouraged to apply. • Once this position is hired, he/she will work with the unit leadership to draft position descriptions for the SSC staff. • Our preference is to hire staff internally within the unit – CNMS positions will be open to CNMS personnel only). (e. g. www. umbc. edu

BPI Progress- Quick Hits –Procurement Acronym Dictionary & Reference Guide • All pertinent terminology with definitions. • Immediate links to reference guides and related functional task links (e. g People. Soft Finance – Create Requisition Link to Draft Procurement Acronym Dictionary www. umbc. edu

BPI Progress- Quick Hits – Accounts Payable • Accounts Payable reformatting Miscellaneous Reimbursement Form • Include pop-up instructions • Editing in fields • Accounts Payable Checklist • Acronym Dictionary to be added • Will work on keeping format consistent across all SSC areas www. umbc. edu

BPI Progress- Travel Checklist www. umbc. edu

BPI Progress- Quick Hits – Hiring • Hiring checklists – Exempt – Non-Exempt – Contingent I – new and renewal • Additional checklists to be developed – Faculty, GAs, Students www. umbc. edu

BPI Progress- Hiring Checklist www. umbc. edu

BPI Progress- Quick Hits – Payroll • Contact list for HR posted on HR Website • Glossary of Reports – 6 pertinent reports – Use and explanation of each www. umbc. edu

BPI Progress- Glossary of Reports www. umbc. edu

SSC Website – Single Source of Information on Procedures • Working with Do. IT on establishment of the SSC Website – Will contain all procedures required for administrative tasks at UMBC – FAQs and Videos will be easily accessible – Requests for Shared Services Centers – TAP – Toolkit for Administrative Professionals • my. UMBC Group will continue to be resource for BPI and SSC progress www. umbc. edu

Updated Timeline 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 183 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

CNMS SSC Space Tour! www. umbc. edu

Questions/Comments www. umbc. edu