Updates

 Phase I Transactions Determined

Over the last several months the Design team has been gathering information, meeting with process experts, and learning about how various financial transactions are conducted across campus. The Design team used that information to narrow the scope of transactions that would be considered in the proposed model designs. For Phase I of the project, the following transactions will be included:

1) Non-student Invoicing (Third party billing)

2)Procurement Card Reconciliations

3) Purchasing: Non-Catalog Requisitions and Requests for Payment

4) Travel: Creating Trips and Reimbursements

 Process Flow Mapping Sessions

Through the Fall semester, the Design team hosted a series of process flow mapping workshops. The intent of each workshop was to obtain a better understanding of each financial transaction to be included in Phase I of the model design. Workshops were conducted for the following transactions:

1)  Purchasing

2) Non-student Invoicing

3) Travel

4) Procurement Card Reconciliation

Each workshop followed a traditional Kaizen approach which required two full days of discussion on each topic area. 

Day 1: Mapping current day process flows

Day 2: Create an improved approach to the process

Workshop participants were instrumental in creating new processes that are standardized across campus, optimize technology to minimize touch points, and eliminate non-value added steps. The overarching goal of each workshop was to create  an easy process for departmental staff, create operational efficiency, and improve service quality.

The new process flows will be made available for campus review and feedback in early March.

 Draft Model Workshops

The Design team has created three draft models for campus consideration. During the month of February, there will be several workshops offered for faculty and staff to have the opportunity to learn about each model.

During each workshop participants will be able to offer their perspective about the benefits and challenges of each model. The information gathered during the workshops will be captured and taken into consideration as the team prepares for their presentation to senior leadership in April.

Please consider joining the Shared Services Design team at an upcoming workshop to learn more about the draft models and to offer your feedback.