Innovation teams are developing measures and collecting feedback
Data collections is beginning on some measures to establish
baselines
The impact of Kuali planning and launch on Shared Services time
lines is being considered
Innovation Team Updates
Finance Team
The budget
development calendar has been shared, and staff are invited to give
feedback
A survey is being conducted to determine labor hours spent to
complete common finance tasks (reconciliation, purchasing, quarterly
reports/projections, budget development)
Facilities Operations
Major Maintenance measures have been developed
and are being reviewed. Baseline data (5 year history) to be compared with
subsequent years to assess cost efficiency of innovations.
Construction costs
Project management costs
Percent of overall budget devoted to MM work
Human Resources
Results
of Hiring
Manager EEE survey are
being evaluated
Update for October 26,
2012
In Brief
Innovation teams are finalizing plans for process improvement
launch
Development of assessment measures and data collection are in
varying stages of progress across the three I-Teams
Innovation Team Updates
Finance Team
Budget Development Timeline is posted
Refinements are being made to budget template and the document
will be shared mid-November
Assessment measures are being developed to gauge the efficiency
of pre- and post-innovation processes
Facilities Operations
Major Maintenance innovation plan is complete. See
supporting documents here.
Human Resources
HRIT will meet on 11/1/12 to review results from the Hiring
Manager Survey. Results will be summarized and considered for their impact on
the proposed innovations.
Update for October 15,
2012
In Brief
Innovation teams are finalizing plans for process improvement
launch
AVC Dan Dooros addressed Shared Services activities in the
Student Affairs Update on Oct 12th
Innovation Team Updates
Finance Team
Solidifying the excel spreadsheet template that will be used for
tracking expenses across the Auxiliary Services departments within Student
Affairs. A draft is expected by Oct 19th.
The budget timeline has been completed and will be shared on Oct
19th as well.
Developing measures to assess the effectiveness of new
templates. Pre-measures (of current processes) will be collected in a EEE
survey.
Facilities Operations
Major Maintenance innovation plan is complete. See
supporting documents here.
Human Resources
Hiring Manager EEE survey is in process and will close
on Friday, 10/19/12. Please respond if you were invited to take the survey.
Update for October 1, 2012
In Brief
Oct 2 – SAAS discussion: “What
do we want to be best at?” The group will consider how Shared
Services can support the future vision of each SAAS unit.
I-Teams working on development
of benchmark measures and data collection strategy. Measurement plans due
Nov 1.
Innovation Team Updates
Finance Team
Reviewing final templates and calendar with SAAS – Oct 2
One-on-one training with remaining users – Oct 5
Facilities Operations
Major Maintenance innovation will go “live” at SAAS meeting Oct
2
Human Resources
Developing a Hiring Manager EEE survey to learn about current
hiring processes and associated costs
Update for September 14, 2012
In Brief
Culture of Innovation Training (Sept 5-6) guided I-Teams through
a case study and brainstorming session to:
Create measures for gauging effectiveness of process
improvements
Identify possible sources for benchmarking measures
I-Teams will continue to move toward implementation while
developing assessment strategies and measures
Innovation Team Updates
Human Resources – Team will meet on 9/20 to generate questions
for a EEE survey for hiring managers that will:
Solicit
feedback on the new form templates, and
Collect
information on current practices that could be used as “before” measures
Finance – New budget templates will be shared at SAAS Meeting on
Sept 18th
Facilities Operations – New Major Maintenance templates will be
shared at SAAS Meeting on Sept 18th
Learn more and Submit
Anonymous Feedback or Questions Online:
2:00 – 3:00 p.m. – Breakout Sessions with Shared Services
Innovation Team
-
Finance Team
-
Capital
Planning/Facilities Maintenance
-
Human Resources
3:00 – 3:15 p.m. – Snack
with larger group
3:15 – 3:30 p.m. – Wrap
up and Next Steps
Break-out
Sessions will address
the specific initiatives proposed for each area, projected benefits, and how
they may affect specific job duties in some areas.
Financial Innovations Team
Innovations developed by the finance team will support
improvements in fiscal accountability and prepare us for the campus transition
to the “Kuali” financial system. In this session, staff who are
responsible for developing, maintaining and/or overseeing the budget process
can learn about the new Student Affairs Chart of Accounts, financial tracking
and reporting templates, and the new budget calendar. The finance team
will also discuss some of the tools that will help departments migrate from the
current financial platform to one that Student Affairs will use under
Kuali.
Capital Planning/Facilities Maintenance Innovations Team
A sound major maintenance program is critical to the longevity
of our facilities. The innovations proposed by the Capital Planning/Facilities
Maintenance team will add structure and consistency to planning processes
throughout the division. In this session, staff who are responsible for
documenting conditions in our buildings or for planning major maintenance
projects will learn about a proposed Funding Request Procedure Document,
project tracking spreadsheet and Five-Year Major Maintenance Projection
form. In addition, the CP/FM Innovation Team will discuss the benefits of
having a consistent MM process across all SAAS units.
Human Resources Team
Student Affairs
Auxiliary Services employs 1,763 students, 44% of all students employed on
campus. In this session, staff who recruit student workers or use hiring
data will learn about the rationale for developing a common data gathering
form and application template for student staff recruitment. The HR
Innovations Team will also share proposed revisions to the student performance
evaluation template. Benefits for students (e.g., the ability to apply for
multiple positions with one application) and for staff (e.g., easier
information sharing and a smoother recruitment process) will be discussed.
Update for July 20, 2012
In Brief:
I-Team lead reviewed implementation schedules to
SAAS management group on 7/17/12.
Shared Services
Leadership Team is planning an informative and interactive event on 8/15/12.
More information below.
Innovation Teams
continue work on implementation resources and training material in preparation
for a revised launch timeframe of September.
Student Affairs
Auxiliary Services Town Hall – August
15, 2012
Introduction and
presentation on the state of Auxiliary Services
Shared Services
Initiative general update - progress to date
Break-out
sessions – Members of each Innovations Team and the Leadership Team Liaison
will lead provide more detailed updates and lead discussions that will answer
questions such as, but not limited to:
- How will these initiatives benefit my unit? - How quickly can I access the information? - How easily can I retrieve the data or use the new
system/processes? - How much clerical support, if any, will be required? - How will the operation of the initiatives fit/alter
(into) my daily schedule?
Update for July 6,
2012
In Brief
Innovation Teams presented pilot
initiatives to Denise Shields June 26
Shared
Services Initiative teams were recognized at an Appreciation Luncheon on June
29th in the Student Center
Innovation Team Updates
Capital
Planning/Facilities Operations
Working
on training modules—technology platform, drafting scripts
Finance
Developing
a standardized Chart of Accounts system that will balance the requirements of
Kuali with departmental needs related to financial tracking and budget
development
Human
Resources
Further
development on online application mock-ups
Coming Up
Launch
and training event will be scheduled for late August. Participants will include
key staff members responsible for implementing the shared services initiatives
and relied upon to provide day-to-day direction to insure their success.
Learn more and Submit Anonymous Feedback or Questions Online:
Dan Dooros presented an overview of the Shared Services
Initiative to the Student Affairs Management Advisory Group (SAMAG) on
Thursday, May 31st
Reviewed mission and vision of the UCI project and
identified other shared services efforts being made across the UC system
For information on one such effort, click here to learn
about the UC Path initiative
Described UCI’s approach as aiming for a “model” rather than
a “center”, starting with “behind the scenes” processes that are invisible to
our student clients
Shared specifics on the Innovation Teams and the proposals
put forward
Budget templates
Major maintenance process
Student staff applications and information forms
New members may be added to Innovation Teams during
implementation phase.
Implementation Teams are preparing for the next SAAS
presentation on June 12th where they will present:
Final design for their innovation
Implementation time line
Training plan
Resources that will be provided
Lessons learned to date
Possible hurdles during implementation
Contact the SSI Leadership Team directly at sa-sslt@uci.edu
with your questions or comments
What's Coming Up:
June 12: Innovation Teams present to SAAS managers
July 1, 2012: Implementation launch for first 3 process
improvements
Look for the next email update on June 15, 2012
Learn more and Submit Anonymous Feedback or Questions
Online:
Shared Services Web Page:
http://www.vcsa.uci.edu/shared_services.php
Update for May 18, 2012
In Brief
Shared
Services I -Teams are working on innovation designs
Capital
Projects Team
Team to review the budget template provided by
Brice Kikuchi;
Reviewing Housing Major Maintenance funding
process document;
Reviewing the Mesa Court projects tracking
document with an eye toward generalizing to all of SAAS
Human Resources Team continues work on common
student staff application and data gathering form
Finance Team is working on a common budget template
for SAAS units
What’s
Coming Up
May
– June: Innovation design work continues
July
1, 2012: Implementation launch for first 3 process improvements
Look
for the next email update on June 1, 2012
Learn more and Submit
Anonymous Feedback or Questions Online:
Shared
Services Town Hall was held on Friday, May 4th for unit
managers. Associate Vice Chancellor, Dan Dooros addressed a group of
approximately 35 SAAS employees.
Why
now? Background information on the need for innovation and the
benefits of proactive process improvement
Description of changes happening at other UC campuses
– UC Davis, UC Berkeley, UC Riverside
Our change strategy: Bubble up instead of top
down—mine the expertise of people who are doing the work!
The Shared Services Initiative Vision and Values
The SSI Process to date
Review of
innovations selected for the first round of process improvements that will
create standardization of:
What is the timeline? The first round of
process improvements will be implemented starting in July ’12 through Jun ’13.
Are other areas on campus looking at Shared
Services? Human Resources is exploring options. OIT (Office of
Information Technology) has already implemented a shared services model.
Will there be changes in who is involved during
implementation? Yes, we hope to get other ‘experts’ involved, and some
current I-Team members may shift their roles as well.
When will we share what we’re doing with the larger
campus? Once we have implemented and evaluated our innovations, we will find
ways to promote our successes with the broader campus.
Reminder to discuss the Shared Services Initiative
with our staff, listen to feedback, and encourage them to submit input directly
from the SSI Web page.
In Brief • I-Teams discussed pros and cons of current processes with the SSI Leadership Team on March 27th • Specific business processes/tools have been selected for an innovation implementation o Major Maintenance Development Process o Budget Templates o Single online student staff application form • Contact the SSI Leadership Team directly at sa-sslt@uci.edu
Innovation Teams Asked to review Process Protocol to further evaluate current state and propose areas that would benefit from innovation. Possible innovations discussed in terms of: 1. How does this achieve the vision of SAAS? 2. How achievable is this? 3. Does this positively improve customer experience? 4. Is it measurable? What ate the metrics? 5. In what ways can this increase division-wide expertise? 6. Does this increase efficiencies, reduce cost and/or redundancy while preserving quality client experiences? 7. Does it increase availability of services?
8. Will this align with the Chancellor’s Values? (Respect, Intellectual curiosity, Integrity, Commitment, Empathy, Appreciation, Fun)
What's Coming Up: Begin considering Implementation Team make up April 17: Shared Services Leadership Team will present pilot process improvements to SAAS Managers April 17 – May 8: Feedback period for process improvement proposals (original feedback period extended) Look for the next email update on April 20, 2012
Major
maintenance
- Budget development and long range planning associated with the needs of
each unit is a unique process. Definitions for the use of funds and dollar amount threshold for MM requests vary across the division.
Work
orders - At
least nine systems used to submit and complete work orders, requiring a
varying number of staff to administer. A detailed cost analyses and
customer satisfaction would be needed to develop performance metrics.
Floor
care - Floor
and carpet cleaning service is a significant need that is common among
the residential and commercial settings. The total hours spent
performing these services were plotted across different areas throughout
the year. A detailed review of positions, equipment and service
stands is needed to ensure customer satisfaction.
Finance
Purchasing
– Each
type of payment requires its own process, though many similarities found
across departments. Process compliance is not 100%, but separation of
duties supports proper procedures. PALcard is the most commonly used and
cost efficient purchasing method.
Budgeting
– Each
department has a different method for projecting expenses during budget
development, including varying use of templates, pre-set allocations, and
specific guidelines. Budget approval process also differs across units.
Housing presents the most complex and structured budget development
process, and must consider UCOP rate guidelines. Some auxiliary units are
unable to generate sufficient revenue to cover expenses, requiring
support from other units. Emergency repairs and major maintenance issues
are not always adequately covered in some areas.
Strategic
Sourcing -
All departments utilize some level of strategic sourcing. Commonly used
vendors were shared, and products/services purchased were compared.
HR/Payroll (*In general, the Housing and Child Care Services seem
to be outliers in the three areas below due to specific departmental needs and
or legal requirements. For example, Child Care Services has a strict background check
procedure.)
Recruitment-
Staff
Recruitment is fairly aligned across auxiliary services; Students are do
not necessarily fall into a single recruitment method, even within a single
department (Examining possibility of a single online website/application
to recruit student employees).
Onboarding
– Applicant
Data Collection form developed for potential use across the division
Performance
Evaluation – Staff Performance Evaluation procedures are quite closely aligned across
SAAS, however student evaluations (particularly in Student Housing) are
not standard in their implementation. Of the SAAS units, it appears
only ~3 units perform student performance evaluations (and quite
differently)
What's Coming Up:
First
process improvement proposals will be presented in April, 2012
Look for the next email
update on April 6, 2012
Learn more and
Submit Anonymous Feedback or Questions Online:
Analysis showed a range of steps, staff involved and decisions required to complete a work order
Areas with potential for improved efficiency include the work order
approval process, follow through on work performed, and working with Facilities
Management
Finance
Process
maps completed for the purchase process (internal requisitions)
Issues addressed around terminology, agreeing on common terms and definitions
Areas with potential for improved efficiency include standardization of purchasing forms, processes, and budget templates, and possible strategic contracting for common products and services (e.g., golf cart maintenance, equipment rental, elevator maintenance)
HR/Payroll
Process
maps completed for Onboarding and Performance Evaluation (Maps for Childcare and ASUCI are in progress)
Iinteractive Applicant Information form created
Areas with potential for improved efficiency include standardization of recruitment and performance evaluation forms and processes
Possible impacts of new HR/Payroll and Financial Systems software considered
What's Coming Up:
I-Team Process Maps will be presented to SAAS Managers on March 20th
First
process improvement proposals will be presented in April, 2012
Look
for the next email update by March 23, 2012
Learn more and Give Feedback on the Shared Services Initiative:
