SAAS Shared Services Initiative

Frequently Asked Questions 

A:  Shared Services can take a variety of forms, all of which aim at concentrating resources in order to create efficiencies while maintaining service levels to a broad customer base. SAAS is taking the first step within Student Affairs to explore and implement process improvements that will achieve these objectives. These efforts will help Student Affairs to prepare for similar system-wide initiatives currently in process.

2. Q: What’s driving this? Is there an end goal that must be achieved?

A: Recent budget cuts have challenged the UC system to assess current business practices and come up with innovations that preserve service to students while reducing costs.  The Office of the President is exploring such innovations, and a number of UC campuses are as well.  The SAAS Shared Services Initiative at UC Irvine does not have specific end products in mind.  We are looking to the expertise and experience of our staff to identify process improvements that will realize the overall goals of quality service and maximum efficiency.  Coincidentally, some departments have already developed ad hoc shared service models in response to staff attrition.

3. Q: Will there be staffing cuts resulting from this Initiative?

A: That is a possible outcome, but it is not a main driver.  Every effort will be made to implement any reductions through attrition, relying on process improvements to maintain high service levels. Throughout this process, we will rely heavily upon our SAAS values of Integrity, Respect and Teamwork.

4. Q: How will people be kept informed about the work of the Shared Services Initiative?

A: SAAS managers and HMT members will be provided with status updates on the work of the groups, and will pass those along in staff meetings and other work settings.  Updates will be summarized in bi-weekly emails to all SAAS staff, and those emails will be archived on the Shared Services Web Page (http://www.vcsa.uci.edu/shared_services.php).  The webpage also includes a time line and milestones, as well as contact information for SSI Leadership Team members.

5. Q: How will this initiative impact me and the work that I do?

A: At this point, it is not possible to say how shared services innovations will impact people directly until specific process improvements have been proposed and reviewed.  When decisions are made, an Implementation Team will be formed to involve any units that may be impacted.

6. Q: How can I give feedback?

A: Feedback and questions may be submitted anonymously anytime to the SSI Leadership Team via the “Give Feedback” button found on the SAAS SSI Web page.  You can also present your thoughts to any Innovation Team Member, HMT, SAAS, or the Shared Services Leadership Team directly by sending an email to sa-sslt@uci.edu.  One week feedback periods are built into the SSI time line and will occur after specific process improvements are proposed to SAAS (see the Milestones time line).  

7. Q: How will shared services impact working in a union environment?

A: This is currently unknown, but all bargaining unit agreements will be appropriately followed. Our  campus partners in Human Resources are aware of the initiative, and will assist us if this becomes a concern.

8. Q: Who will make the final decision to move forward with any of the shared service models that are proposed by the Innovations Teams?

A: Dan Dooros will present SSI strategies to Vice Chancellor Parham, who will decide what proposals will be implemented.

9. Q: What other UC campuses are currently doing this?

A: At least three UC campuses are involved in developing shared service models- UC Berkley, UC Davis, and UC San Francisco. Representatives from those campuses will be consulted during our process where appropriate, however, the SAAS Shared Services Initiative here at UCI does not aim to duplicate models developed on other campuses.  For more information, click on the links below.

UC Davis:  http://oe.ucdavis.edu/SSC/index.html

UC Berkeley:  http://hrweb.berkeley.edu/shared-services

UC San Francisco:  http://operationalexcellence.ucsf.edu/resources/aphr-service-centers

10. Q: In what time frame will shared service proposals be implemented?

A: Implementation of pilot shared service models will begin July 2012 and continue through 2013. The complete implementation process will depend on how extensive the proposals will be, and the amount evaluation and adjustments required after initial launch.

11. Q: Who is serving on the Innovation Teams?

A: Staff from a variety of positions and every SAAS unit are serving on the three Innovation Teams. For a complete list, go to http://www.vcsa.uci.edu/shared_services_team.php.