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UNCW Shared Services Forum March 17 2014

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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  1. UNCW Shared Services Forum March 17 2014

  2. Agenda

  3. The State of Higher Education • Challenges • Funding • Compliance and regulations • New options (i.e. online learning) • Opportunities • Technology • Global learning

  4. The Significance for UNCW • Challenges: • Tuition constraints • State support • Research funding • Opportunities: • Strategic planning • Strong student and faculty performance

  5. 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

  6. Shared Services Overview Charlie Maimone Shared Services Steering Committee Chair 6

  7. 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

  8. WorkGroups 8

  9. 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

  10. UniversityBudgetCommitteeMembers 10

  11. 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

  12. 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

  13. 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

  14. Steering CommitteeHR/Budget CHARGE: Appoint a blended work team to consolidate the Budget and HR recommendations. 14

  15. SharedServices at a More Detailed Level Bob RussellChair Shared Services Budget Work Group 15

  16. TheOrganizationalCharge Recommend an organizational model that maintains or improves on our quality of services while saving time and/or money for the university 16

  17. 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

  18. 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

  19. ProcessesExamined-Budget • Cost Shares • SCRI Flexes • Activity Codes • Position Control • Special Projects • Year End 19

  20. HereisWhatYouReported 20

  21. 21

  22. Distribution of Work (1) Self Reported Data 22

  23. Distribution of Work (2) 23

  24. 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

  25. 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

  26. Visually……… Self Reported Data 26

  27. CurrentStaffing Self Reported Data 27

  28. 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

  29. SummaryofFindings(2) • Data collection (con’t): • Limited Individuals with complete process knowledge • Process implementation not standardized 29

  30. 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

  31. Steering CommitteeHR/Budget CHARGE: Appoint a blended work team to consolidate the Budget and HR recommendations. 31

  32. Shared Services Workshops Charlie Maimone Shared Services Steering Committee Chair 32

  33. Shared Services Workshops • Sponsored and led by Shared Services Steering Committee • Purpose: To Gather Strategies From Staff… …Todesignforsuccess! 33

  34. 34 Source: Data from 3/5/2014 Workshop

  35. 35 Source: Data from 3/5/2014 Workshop

  36. 36 Source: Data from 3/5/2014 Workshop

  37. 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

  38. 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

  39. SharedServicesWebsite http://uncw.edu/sharedsvc/ Stay up to date on Shared Services at UNCW Please feel free to contact Charlie Maimone directly at vcba@uncw.edu 39

  40. 40 Source: Data from 3/14/2014 Workshop

  41. 41 Source: Data from 3/14/2014 Workshop

  42. 42 Source: Data from 3/14/2014 Workshop

  43. (Ensuring work is distributed fairly throughout the university) 43 Source: Data from 3/14/2014 Workshop

  44. 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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