Agenda. Welcome. Project update. Q & A. In welcome, ask how

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Shared Service Center InitiativeBrown
BagApril 28, 2011
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Agenda

• Welcome
• Project update
• Q A

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Project Team Leadership Changes

• Hampton Sublett new IT Project Team co-chair
  (replaces Gaston DeFerrari)
• Bob Loessburg-Zahl providing additional
  leadership for budget, space, program management
  office and technology

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Campus Technology Update

• Four-year systemwide implementation scheduled to
  begin July 2011
• PPS replacement
• Human Resources Information System (HRIS)
• Time Attendance

SSC Technology Update

• Case Management/Knowledge Management RFP
  published on 4-19 due 5-10
• Electronic Document Management (EDMS) Oracle
  system for SSC
• ACD/IVR (telephony systems)
  200-45 review in process RFP to come

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Project Work Plans

• Project work plans for finance, HR and payroll
  are complete published on http//oe.ucdavis.edu
• IT project work plan to be complete in mid May
  then published on Organizational Excellence
  website

ORGANIZATIONAL EXCELLENCE
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Current State Assessments

• Finance, HR and Payroll
• Majority of process mapping is complete
• Project teams are identifying pain points and
  bottlenecks in current processes
• Project teams are identifying FTE responsible for
  current work
• Project teams are identifying possible short-term
  improvements
• IT Current State Process Flows complete by May 31

ORGANIZATIONAL EXCELLENCE
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Future State Vision
This is an exciting process (and lots of hard
work) where we re-envision how to perform our
core business functions. This work includes

• Organizational design
• Reporting relationships
• Staffing/hiring model
• Training development
• Financial Model for the SSC

• Process re-engineering
• Process documentation
• Testing plans
• Transition plans
• Sustainability/Operations Plan

ORGANIZATIONAL EXCELLENCE
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Staffing Strategy

• Union negotiations/discussions continue
• Recommendation to unions by Human Resources and
  Governance Committee
• Open recruitment for SSC staff
• Fair and equitable approach
• Aligns with current layoff unit philosophy
• Internal to administrative units participating in
  SSC
• Employee support programs to be announced by next
  Brown Bag meeting

ORGANIZATIONAL EXCELLENCE
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Draft Timeline May to July

• SSC Director recruitment
• RFP deadline for Case Management/Knowledge
  Management systems (May)
• Future State Vision complete for finance, HR and
  payroll (July)
• SSC Manager positions open for recruitment (July)

ORGANIZATIONAL EXCELLENCE
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Draft Timeline - August

• Phase I of Case Management system implementation
  begins
• Vet Future State Vision among campus community
• SSC Manager interviews begin
• Begin training development
• IT Technical Services Inventory Complete

ORGANIZATIONAL EXCELLENCE
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Draft Timeline - September

• Future State Vision for IT complete
• Town Hall Meeting September 8, 1000 a.m. 123
  Sciences Lecture Hall
• Implementation for technologies begin
• EDMS
• Time and Attendance
• Knowledge Management database population
• ACD/IVR telephony system

ORGANIZATIONAL EXCELLENCE
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Draft Timeline Oct. through Dec.

• EDMS and ACD/IVR implementations complete
• Continue technology implementations for
• Time and Attendance
• Knowledge Management
• Case Management
• SSC staff training and transition planning

ORGANIZATIONAL EXCELLENCE
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Draft Timeline - January

• Continue SSC staff training and transition
• Staff relocation to SSC
• Case Management system training
• Knowledge Management system training
• SSC goes LIVE
• Continue Time and Attendance implementation
  (through March)

ORGANIZATIONAL EXCELLENCE
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• Q A

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