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Sponsored by: UNCW Shared Services Steering Committee
March 5, 2014and
March 14, 2014
Rev: H
UNCW SHARED SERVICES WORKSHOPS
Overview Charlie MaimoneChair Steering Committee
Data Collection and Review
JoAnn McDowell Chair HR Workgroup
Workshop Exercise
Steering Committee
Workshop Agenda
“The transition we are making will not be easy. As we face a future of increasingly limited
resources and even higher accountability for our operational efficiency, it is a challenge we must meet together, capturing ideas from all who are responsible for UNCW's continued
excellence. We must collaborate as a campus, not simply within our own units or divisions, to
put us in a greater position to capitalize on existing resources .”
Gary L. Miller
UNCW Shared Services
Steering Committee
Charlie MaimoneVice Chancellor for Business Affairs
Steve McFarlandVice Provost & Senior Associate; Vice Chancellor for Academic Affairs
Larry ClarkDean, Cameron School of Business
Sharon BoydAssociate Vice Chancellor for Business Affairs
Brian VictorAssociate Vice Chancellor for Student Affairs
David GlewDepartment Chair, Management Cameron School of Business
Charge to Workgroups
Steering Committee
Human Resources Management
Report Writing Services
CHARGE: Recommend an
organizational model that maintains or improves on our quality of services while saving time and/or
money for the university
Budget Management
Work Groups BUDGET HR REPORT
WRITINGData Gathering
Major Processes
This is what you told us
• Need automated workflows
• Subject matter experts• Less paper• Reduce redundancy• Remove functions from
employees who seldom preform them
• HR functions widely distributed
• Compress & redistribute work by subject matter experts
• Increase use of technology
• Grouping of reports with subject matter experts
• Standardization• Reduce inventory
by service type not departmental division
Unified Budget Committee Review-Report Writing
• Endorse the Report Writing Shared Services as a project worth investigation
• More analysis to determine the number of individuals needed
University Budget Committee Members
Denise Battles, co-chairProvost and Vice Chancellor for Academic Affairs
Charlie Maimone, co-chairVice Chancellor for Business Affairs
Maree de Angury, University Advancement Jerry Brooke, Budget Office
Patricia Fox, Research Services Mark Galizio, Psychology
Ann Glossl, Student Affairs Mark Lanier, Chancellor's Office
Cindy Hucks, Budget Office Mahnaz Moallem, Instructional Technology, Foundations, and Secondary Education
Lori Messinger, School of Social Work Cynthia Retchin, Business Affairs
Joe Pawlik, Biology and Marine Biology Sarah Schaeffer, Budget Office
Bob Russell, Budget Office Trini Marinello (student)
Rick Whitfield, Business Affairs
Report Writing Steering Committee
• The Report Center design should include employee input
• Provide the following enhancements to reporting…
CHARGE:Plan the Implementation of a single Shared Services Reporting Center , inclusive of reporting infrastructure
Report Writing Steering Committee Cont’d
• Improve data report integrity, availability and flexibility
• Increase data report writing productivity• Reduce fragmentation of work associated with
data report writing• Eliminate duplicate data tracking and reporting• Reduce the time required for accurate data report
development• Include measurable outcomes
Unified Budget Committee Review- Budget & HR
• Recommend both the Budget Management and HR Shared Services Reports for further review
• Recommended a blended HR & Budget work group
• Identified several areas for further attention and analysis
Steering Committee HR/Budget
CHARGE:Appoint a blended work team to consolidate the Budget
and HR recommendations.
Shared Services Website
http://uncw.edu/sharedsvc/
Stay up to date on Shared Services at UNCW
Please feel free to contact Charlie Maimone directly at [email protected]
Shared Services at a More Detailed Level
JoAnn McDowellInterim Assoc. Vice Chancellor for HR
Recommend an organizational model that maintains or improves on our quality of
services while saving time and/or money for the university
The Organizational Charge
Process Steps
• Held 3 in-person data collection sessions with 300 staff:– To understand distribution of administrative work
among 6 career bands– To gather feedback for improved work processes
• Subject matter experts “mapped” 7 key HR processes– Identified inefficiencies and developed optimal
process flow recommendations
Processes Examined-HR
• EPA Staffing• SPA Staffing• Temporary Employment• Classification• Supplemental Pay• Salary Administration• Onboarding *
Mapping process included input from
over 30 customers/suppliers
of HR services
Processes Examined-Budget
• Cost Shares • SCRI Flexes• Activity Codes• Position Control• Special Projects• Year End
Here is What You Reported
Distribution of Work (1)
Human Resources
Onboarding Travel Purchasing Other Business
Budget Gen Admin and Other
0
50
100
150
200
250
300
350
226205 199
229242
171
296
Survey Results: # of Individuals "Touching" Unit Functions
Self Reported Data
Distribution of Work (2)
Supp Pay
HR Onlin
e
Classifica
tion
Recruitm
ent
Onboarding
Leavekeeping
Perform
ance M
anagement
Other H
R
Position Contro
l
Travel
Purchasin
g
Other B
usiness
Other B
udget
Student S
ervices
Faculty
Services
Gen AdminOth
er0
50
100
150
200
250
300
114
159
101
147
205177
125
74
125
199229
242
171140
83
262
222
Survey Results: # of Individuals "Touching" Various Functions
Self Reported Data
Here is What You Said
“...Admins across campus currently have some of the same basic tasks which would be more effectively and accurately performed if done centrally.”
Here is What You Said
“There are folks doing similar tasks and none of them are experts. Sometimes it seems more time is spent locating the latest processes (and possibly never finding them)…”
Visually………
Human Resources
56.17
Travel 16.94
Purchasing 28.74
Other Business
25.59Budget 23.98
Gen Admin & Other 145.74
Survey Results: Functional Breakdown Reported by 300 Individuals
Human Resources 56.17
Travel 16.94
Purchasing 28.74
Other Business 25.59
Budget 23.98
Gen Admin & Other 145.74
Self Reported Data
Current Staffing
SA BA,C,UA AA0
20
40
60
80
100
120
140
160
180
17.3736.53
60.130.63
54.47
98.9
Survey Results: Effort Utilized (FTE)
FTE to Support Department and Uni-versity Core MissionFTE to Complete HR, Travel, Purchasing
Tota
l Tou
ch
48
91
159
Self Reported Data
Summary of Findings (1)
• Data collection:– Work tasks fragmented among 300 individuals – Work processes inefficient and inconsistent– Huge inefficiencies due to central offices
interaction with 300 +/- individuals
Summary of Findings (2)
• Data collection (con’t):– Limited Individuals with complete process
knowledge – Process implementation not standardized
Summary of Findings (3)
• Process mapping:– Lack of automation – redundant and error prone
procedures– Time consuming loops exist– Task fragmentation– Inconsistent process implementation– Excellent customer service is difficult
Next Steps
Designing for Success
Group1
Identify strategies to ensure open communication and provide all
employees with input and feedback opportunities.
Group 2
Identify strategies to evaluate baseline knowledge and expertise needed by
employees and subject matter experts.
Group 3
Identify strategies to ensure excellent customer service and accountability of
service providers.
Group 4
Identify strategies to maintain flexibility, performance, workload management and student
services for departments;
ensuring work is distributed fairly throughout the university.
All Groups
Identify strategies for how we can help your colleagues feel more comfortable
and better understand the Shared Services design process.
Please Provide Top 3-5 Strategies
Remember:
We are asking for STRATEGIES
not solutions!
What are the Dots For?
• Select best strategies• Can distribute dots any way you choose
Shared Services Workshop
Sponsored by:
UNCW Shared Services Steering Committee
March 2014
Rev: H
