University of Florida Business Process Census
description
Transcript of University of Florida Business Process Census
Copyright © 2013 by ScottMadden. All rights reserved.
University of FloridaBusiness Process Census
Information Session
April 2013
Copyright © 2013 by ScottMadden. All rights reserved.
Business Process Census Background and Purpose
Background
The University community is working together to support the initiative to move UF to top ten status; as such we are interested in understanding what is needed to effectively manage the administrative requirements of the institution
The University has undertaken several efforts to help evaluate key business processes
The Office of the Chief Financial Officer is launching the UF Business Process Census as the next step in increasing that understanding
Purpose
Gain input from front-line employees who fulfill administrative roles on campus by better understanding the complexities of their day-to-day tasks and responsibilities within targeted functions:
— Human Resources— Fiscal and Budgeting— Contracts and Grants— General Administrative
Use results of the census to:— Help shape business process improvements that are campus-wide— Support a college’s efforts if it chooses to implement shared services— Identify creative ideas to help support administrative functions in human resources, fiscal management, and grants
administration
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Copyright © 2013 by ScottMadden. All rights reserved.
Business Process Census Approach
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Select Sample Population
Define Work Activities
Communicate and Set
Expectations
Configure and Test Census
Tool
Deploy Census / Send
Reminders
Tabulate, Analyze, and
Report
Identity sample colleges/departments/units that are representative of the University on the whole:
9̶ Heavy research9̶ All teaching and
limited research 9̶ Mix of teaching
and research9̶ Administrative
function(s) Determine
departments/units and colleges that fit within the strata
Evaluate employee headcount and volume of administrative transactions to finalize selection
Create functional work activity list and validate with subject matter experts related to:
9̶ Human Resources
9̶ Fiscal and Budgeting
9̶ Contracts and Grants
9̶ General Administrative
Communicate initiative to the deans and department/unit heads of selected population
Meet with department/unit heads to discuss plan and timeline
Identify employee names and titles, remove those that appear outside of scope, and validate list with departments/units
Conduct information sessions for employees
Load activity list and test results
Send census invitation (email link to each participating employee)
Send reminders to complete census within expected timeframe
Collect data Tabulate work
activities accomplished by participating staff
Delineate the nature of the work performed, specifically transactional activities in each function
Identify business process areas for further investigation
Copyright © 2013 by ScottMadden. All rights reserved.
Business Process Census Timeline
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ActivityMar Apr May
3/11 3/18 3/25 4/1 4/8 4/15 4/22 4/29 5/6
Meet with department chairs / unit heads
Finalize work activity list
Conduct department information sessions
Deploy census
Compile data, analyze results, and create final reports
Copyright © 2013 by ScottMadden. All rights reserved.
How Does the Census Work?
The tool uses a tiered activity structure to prompt respondents to allocate time. An overall list of activities is available as a guide as are descriptions of each activity for reference. The following example shows how respondents progress through the census:
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Select Functions; Allocate
Time
Select Tier 2
Activities; Allocate
Time
Allocate Time for Tier 3
Activities
Select Tier 1
Activities; Allocate
Time
Step 1: Step 2:
Step 3: Step 4:
Respondents are directed to drill down within the activities they select and continue to allocate their time across detailed activities.
Copyright © 2013 by ScottMadden. All rights reserved.
How Does the Census Work? (Cont’d)
Key features to note within the census are highlighted below:
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Click on notes to view additional clarifying information
Click link to view or print entire activity list
Navigate through census; save at any time and restart later
Return to Fiscal Home Page at any time
Copyright © 2013 by ScottMadden. All rights reserved.
How Does the Census Work? (Cont’d)
We recommend that you print an activity list prior to entering your time in the census. A link to the activity list can be found on every page of the census as well as in the census invitation you will receive.
Below is an example excerpt of the Fiscal Services activity list.
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a. Prepare/assemble/gather paperwork for vouchers (small purchase <$5,000, personal reimbursements, etc.)b. Enter vouchers into PeopleSoft (or relevant system)c. Scan invoice (documentation) into PeopleSoft (or relevant system)d. Approve voucher in PeopleSoft (or relevant system)e. Initiate/Approve payment to vendorf. Process payment to vendor
B. Requisitions/Purchase Orders/MyUF Market a. Prepare/assemble/gather paperwork for requisitionb. Enter purchase requisition into myUF Market (or relevant system)c. Prepare/assemble/gather paperwork for myUF Market ordersd. Approve purchase requisition in myUF Markete. Enter purchase order against requisition in PeopleSoft (or relevant system)f. Enter receiving into PeopleSoft (or relevant system)g. Scan invoice or relevant documentation into PeopleSoft (or relevant system)h. Initiate/Approve payment to vendor in PeopleSoft (or relevant system)a. Make travel arrangements (Domestic)b. Make travel arrangements (Foreign)c. Travel Authorization (Domestic) - Prepare/assemble/gather paperwork for travel authorizationsd. Travel Authorization (Domestic) - Enter travel authorizationse. Travel Authorization (Domestic)- Approve travel authorizationf. Travel Authorization (Foreign) - Prepare/assemble/gather paperwork for travel authorizationsg. Travel Authorization (Foreign) - Enter travel authorizationsh. Travel Authorization (Foreign) - Approve travel authorizationi. Process cash advances in myUFLj. Expense reimbursement (Domestic) - Prepare/assemble/gather paperwork for expense reimbursementk. Expense reimbursement (Domestic) - Enter expenses for reimbursementl. Expense reimbursement (Domestic) - Approve expenses for reimbursementm. Expense reimbursement (Foreign) - Prepare/assemble/gather paperwork for expense reimbursementn. Expense reimbursement (Foreign) - Enter expenses for reimbursemento. Expense reimbursement (Foreign) - Approve expenses for reimbursementa. Prepare/assemble/gather paperwork for new vendor set-up or edit
Tier 3Tier 1 Tier 2
D. Vendors
A. VouchersAccounts Payable - This section includes informal and formal efforts dedicated to financial transactions including vouchers, requisitions/purchase orders, sole source justification, UFmarket and shopping cart management, travel authorizations, vendors, P-cards, expense reporting for domestic and international reimbursements, and UFF expenditures.
C. Travel (includes making travel arrangements and preparing/assembling/gathering paperwork for travel authorizations/vouchers and expense reporting)
Copyright © 2013 by ScottMadden. All rights reserved.
Why Use the Business Process Census Tool?
The tool provides an efficient way to gain insight into the University’s administrative functions.
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• Information can be collected from employees involved with a function or across functions in a short time
• Time required from each respondent ranges from 15-30 minutes to complete the census, dependent on breadth of responsibility
Efficiency
• Validation rules within the tool are used to ensure that respondents provide time for all activities that are selected
• Additional validation occurs once the data is captured, to ensure all responses total a full or part-time FTE as appropriate
Validation
• Data provides insight into key administrative functions and assists in identifying overall business process improvement opportunities
Insight
Copyright © 2013 by ScottMadden. All rights reserved.
Business Process Census Informational Website
All participants will be invited to attend an information session. Within this invitation will be a link to an informational website, containing an overview, frequently asked questions, key dates, and a census link.
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Copyright © 2013 by ScottMadden. All rights reserved.
Business Process Census Informational Website (Cont’d)
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Copyright © 2013 by ScottMadden. All rights reserved.
Next Steps Conduct remaining information sessions
Send census invitation to all participating employees on Tuesday, April 9th
Receive email invitation
Print census activity list and review details
Allocate time across activities (can be completed in one or more sittings)
Receive reminder notification (if applicable)
Save and submit the census by Tuesday, April 23rd
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