ALASKA ’ S FIRST UNIVERSITY  AMERICA ’ S ARCTIC RESEARCH UNIVERSITY

1. Administrative and Support Review Committee August 2010-January 2011 Phase I ALASKA’ S FIRST UNIVERSITY  AMERICA’ S ARCTIC RESEARCH UNIVERSITY 1

2. Committee Members • Michelle Bartlett, Summer Sessions • Cathy Hanks, Petroleum Engineering Faculty representative • David Christie, Alaska SeaGrant • Burns Cooper, College of Liberal Arts • Tori Foote, CRCD (Alternate: Cecilia Chamberlain) • Mike Sfraga, Student Services (Alternate: Ali Knabe) • Jake Poole, Advancement (Alternates: Scott McCrea/Susan Gaudin) • Maria Russell, IAB Staff representative • Roger Smith, Geophysical Institute (Alternate: Janet Daley) ALASKA’ S FIRST UNIVERSITY  AMERICA’ S ARCTIC RESEARCH UNIVERSITY 2

3. Staff Support • Wanda Bowen, OGCA • Kerynn Fisher, VCAS Office • RaajKurapati, SNRAS • Julie Larweth, OIT • Einar Often, SOM graduate student • Aron Vesper, VCAS student ALASKA’ S FIRST UNIVERSITY  AMERICA’ S ARCTIC RESEARCH UNIVERSITY 3

4. Goal / Scope • Inventory UAF’s administrative and support capacity • Develop criteria for rating importance, efficiency, and effectiveness • Identify common processes to streamline Administrative and Support capacity including: • Chancellor, vice chancellors, provost and deans, along with their respective personnel; • Procurement, financial services, grants and contracts, proposal office, and human resources, both in central offices and within operating units; • Development, communications, marketing, OIT, recruitment, both in central offices and within operating units; and • Registration, financial aid, advising, police, fire, risk management and facility services. ALASKA’ S FIRST UNIVERSITY  AMERICA’ S ARCTIC RESEARCH UNIVERSITY 4

5. Process • Meetings and discussion topics • Overview of UAF’s environment • Procurement • Shared Services • Data Review ALASKA’ S FIRST UNIVERSITY  AMERICA’ S ARCTIC RESEARCH UNIVERSITY 5

6. Values • Focus on changes with the greatest overall positive impact • Recognizes knowledge and contribution of unit-based administrative and support staff • Leaders must promote involvement and open-mindedness to administrative process changes • Document Standard, Promote Standards – assure flexibility • ‘Test’ Questions for Change and Everyday Practices ALASKA’ S FIRST UNIVERSITY  AMERICA’ S ARCTIC RESEARCH UNIVERSITY 6

7. Values: Questions to Test for Change Does the process support UAF’s core mission of research, teaching and service? Does the change improve service to students, faculty, researchers or staff? Is the overall process time or cost reduced from the time the need is identified to when it is fulfilled? Are all compliance and accountability requirements met? Have you accommodated any adverse impacts resulting from the change?  A “no” answer to any of the questions would require a re-evaluation of the proposed change. ALASKA’ S FIRST UNIVERSITY  AMERICA’ S ARCTIC RESEARCH UNIVERSITY 7

8. Values: Questions to Test Everyday Practices Are your actions supporting UAF’s core mission of research, teaching and service? Do you understand the process from beginning to end, including the role others have in the process and how your piece affects the entire process? Are you providing timely and respectful customer service? Have you identified best practices for the process and shared them with others involved? ALASKA’ S FIRST UNIVERSITY  AMERICA’ S ARCTIC RESEARCH UNIVERSITY 8

9. Inventory of Positions • Employees in 12 job categories: • Administrative Generalists and Specialists • Administrative Managers and Professionals • Chancellor, Vice Chancellors, Deans, Directors • Communications and Development • Facilities • Fiscal Managers and Professionals • Fiscal Technicians • Human Resources • Information Services • Police, Fire, Risk Management, • Procurement • Student Services • Budgeted in administrative and support functions • On unrestricted or recharge funding ALASKA’ S FIRST UNIVERSITY  AMERICA’ S ARCTIC RESEARCH UNIVERSITY 9

10. UAF’s Administrative Rate Trend ALASKA’ S FIRST UNIVERSITY  AMERICA’ S ARCTIC RESEARCH UNIVERSITY 10

11. UAF Employee Trend and Distribution Figure 2: UAF Staffing Trends, 2006-2010 Figure 1: UAF Fall 2010 Staffing ALASKA’ S FIRST UNIVERSITY  AMERICA’ S ARCTIC RESEARCH UNIVERSITY 11

12. UAF Administrative and Support Staff by Vice Chancellor Area ALASKA’ S FIRST UNIVERSITY  AMERICA’ S ARCTIC RESEARCH UNIVERSITY 12

13. UAF Administrative and Support Staff by Job Title Category ALASKA’ S FIRST UNIVERSITY  AMERICA’ S ARCTIC RESEARCH UNIVERSITY 13

14. Staffing: Central vs Units, with growth from 2006

15. Next Steps • Explore options for shared business centers • Evaluate ratios for inventory analysis • Evaluate for process improvements • Procurement • Hiring/On-boarding • Award processing • Travel • Develop communication plan ALASKA’ S FIRST UNIVERSITY  AMERICA’ S ARCTIC RESEARCH UNIVERSITY 15

16. VI - Summary ALASKA’ S FIRST UNIVERSITY  AMERICA’ S ARCTIC RESEARCH UNIVERSITY