Uncw shared services forum march 17 2014
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UNCW Shared Services Forum March 17 2014. Agenda. The State of Higher Education. Challenges Funding Compliance and regulations New options (i.e. online learning ) Opportunities Technology Global learning. The Significance for UNCW. Challenges: Tuition constraints State support

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UNCW Shared Services Forum March 17 2014

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Uncw shared services forum march 17 2014

UNCW Shared Services Forum March 17 2014


Agenda

Agenda


Uncw shared services forum march 17 2014

The State of Higher Education

  • Challenges

    • Funding

    • Compliance and regulations

    • New options (i.e. online learning)

  • Opportunities

    • Technology

    • Global learning


Uncw shared services forum march 17 2014

The Significance for UNCW

  • Challenges:

    • Tuition constraints

    • State support

    • Research funding

  • Opportunities:

    • Strategic planning

    • Strong student and faculty performance


Steering committee

SteeringCommittee

Charlie Maimone

Vice Chancellor for Business Affairs

Steve McFarland

Vice Provost & Senior Associate; Vice Chancellor for Academic Affairs

LarryClark

Dean, Cameron School of Business

SharonBoyd

Associate Vice Chancellor for Business Affairs

BrianVictor

Associate Vice Chancellor for Student Affairs

DavidGlew

Department Chair, Management Cameron School of Business

5


Uncw shared services forum march 17 2014

Shared Services Overview

Charlie Maimone

Shared Services Steering Committee Chair

6


Charge to workgroups

ChargetoWorkgroups

Steering Committee

CHARGE: Recommend an organizational model that maintains or improves on our quality of services while saving time and/or money for the university

Report Writing Services

Budget

Management

Human Resources Management

7


Work groups

WorkGroups

8


University budget council review report writing

University Budget CouncilReview-ReportWriting

  • Endorse the Report Writing Shared Services as a project worth investigation

  • More analysis to determine the number of individuals needed

9


University budget committee members

UniversityBudgetCommitteeMembers

10


Report writing steering committee

Report Writing Steering Committee

  • The Report Center design should include employee input

  • Provide the following enhancements to reporting…

CHARGE:

Plan the Implementation of a single Shared Services Reporting Center , inclusive of reporting infrastructure

11


Report writing steering committee cont d

ReportWritingSteering Committee Cont’d

  • Improve data report integrity, availability and flexibility

  • Increase data report writing productivity

  • Reduce fragmentation of work associated with data report writing

  • Eliminate duplicate data tracking and reporting

  • Reduce the time required for accurate data report development

  • Include measurable outcomes

12


University budget council review budget hr

University Budget CouncilReview-Budget&HR

  • Recommend both the Budget Management and HR Shared Services Reports for further review

  • Recommended a blended HR & Budget work group

  • Identified several areas for further attention and analysis

13


Steering committee hr budget

Steering CommitteeHR/Budget

CHARGE:

Appoint a blended work team to consolidate the Budget and HR recommendations.

14


Shared services at a more detailed level

SharedServices at a More Detailed Level

Bob RussellChair Shared Services Budget Work Group

15


Uncw shared services forum march 17 2014

TheOrganizationalCharge

Recommend an organizational model that maintains or improves on our quality of services while saving time and/or money for the university

16


Process steps

ProcessSteps

  • Held 3 in-person data collection sessions with 300 staff:

    • To understand distribution of administrative work among 6 career bands

    • To gather feedback for improved work processes

  • Subject matter experts “mapped” 7 key HR processes

    • Identified inefficiencies and developed optimal process flow recommendations

17


Processes examined hr

ProcessesExamined-HR

  • EPA Staffing

  • SPA Staffing

  • Temporary Employment

  • Classification

  • Supplemental Pay

  • Salary Administration

  • Onboarding *

Mapping process included input from over 30 customers/suppliers of HR services

18


Processes examined budget

ProcessesExamined-Budget

  • Cost Shares

  • SCRI Flexes

  • Activity Codes

  • Position Control

  • Special Projects

  • Year End

19


Here is what you reported

HereisWhatYouReported

20


Uncw shared services forum march 17 2014

21


Distribution of work 1

Distribution of Work (1)

Self Reported Data

22


Distribution of work 2

Distribution of Work (2)

23


Here is what you said

Here is What You Said

“...Admins across campus currently have some of the same basic tasks which would be more effectively and accurately performed if done centrally.”

24


Here is what you said1

Here is What You Said

“There are folks doing similar tasks and none of them are experts. Sometimes it seems more time is spent locating the latest processes (and possibly never finding them)…”

25


Visually

Visually………

Self Reported Data

26


Current staffing

CurrentStaffing

Self Reported Data

27


Summary of findings 1

SummaryofFindings(1)

  • Data collection:

    • Work tasks fragmented among 300 individuals

    • Work processes inefficient and inconsistent

    • Huge inefficiencies due to central offices interaction with 300 +/- individuals

28


Summary of findings 2

SummaryofFindings(2)

  • Data collection (con’t):

    • Limited Individuals with complete process knowledge

    • Process implementation not standardized

29


Summary of findings 3

Summary of Findings (3)

  • Process mapping:

    • Lack of automation – redundant and error prone procedures

    • Time consuming loops exist

    • Task fragmentation

    • Inconsistent process implementation

    • Excellent customer service is difficult

30


Steering committee hr budget1

Steering CommitteeHR/Budget

CHARGE:

Appoint a blended work team to consolidate the Budget and HR recommendations.

31


Uncw shared services forum march 17 2014

Shared Services Workshops

Charlie Maimone

Shared Services Steering Committee Chair

32


Shared services workshops

Shared Services Workshops

  • Sponsored and led by Shared Services Steering Committee

  • Purpose: To Gather Strategies From Staff…

…Todesignforsuccess!

33


Uncw shared services forum march 17 2014

34

Source: Data from 3/5/2014 Workshop


Uncw shared services forum march 17 2014

35

Source: Data from 3/5/2014 Workshop


Uncw shared services forum march 17 2014

36

Source: Data from 3/5/2014 Workshop


Uncw shared services forum march 17 2014

Maintain FLEXIBILITY, PERFORMANCE, WORKLOAD MANAGEMENT and STUDENT SERVICES For DEPARTMENTS

(Ensuring work is distributed fairly throughout the university)

37

Source: Data from 3/5/2014 Workshop


Uncw shared services forum march 17 2014

Feedback from Workshops- Top 5

Evaluate Baseline Knowledge

Evaluate Baseline Knowledge

Open Communication

Cross Training

Re-Balance Work to Support Unit Mission

Trained and Knowledgeable

Facilitated Department Meetings

Understanding the Interconnectivity Process

38

Source: Data from 3/5/2014 Workshop


Shared services website

SharedServicesWebsite

http://uncw.edu/sharedsvc/

Stay up to date on Shared Services at UNCW

Please feel free to contact Charlie Maimone directly at [email protected]

39


Uncw shared services forum march 17 2014

40

Source: Data from 3/14/2014 Workshop


Uncw shared services forum march 17 2014

41

Source: Data from 3/14/2014 Workshop


Uncw shared services forum march 17 2014

42

Source: Data from 3/14/2014 Workshop


Uncw shared services forum march 17 2014

(Ensuring work is distributed fairly throughout the university)

43

Source: Data from 3/14/2014 Workshop


Uncw shared services forum march 17 2014

Evaluate Baseline Knowledge

Excellent Customer Service and Accountability of Service Providers

Open Communication

Open Communication

Open Communication

44

Source: Data from 3/14/2014 Workshop


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