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EXECUTIVE SUMMARY
BUSINESS PROCESS REVIEW
William N. Gauthier
Vice President for Business and Finance
Division of Business and Finance
State University of West Georgia
Carrollton, Georgia 30118
September 2000 – June 2001
Business Process Review
Division of Business and Finance
Executive Summary
In September 2000, the Division
of Business and Finance, under the direction of the vice president for business
and finance undertook an extensive self-evaluation as part of the university’s
overall assessment initiative. The division heads were tasked with the responsibility
to determine what assessment strategy would be most beneficial to achieve the
following objectives:
1.
prepare the division for implementation of PeopleSoft Financials in December 2001
2.
design
systems to become more electronically based with our processing
3.
prepare
the division for the FY accreditation review
To accomplish these objectives, it was determined that
the division needed to undertake a comprehensive look at all of its core business
processes. To the division’s knowledge, no such review had ever been attempted.
The division heads, acting as a committee of the whole,
drew from the National Association of College and University Business Officers
publication Business Process Redesign for Higher Education as the model
for their approach. The committee drafted a mission/vision/goal statement to
serve as the central focus point from which to move forward. Two primary goals
were identified:
Identify and evaluate business and finance business
processes to determine the most effective means of performing work
Provide, preserve, maintain and publicize a superb campus
learning environment to attract and retain students, faculty and staff
Seventy-five (75) core business
processes were identified within the division for consideration. These were
further prioritized, grouped and ranked. Of these, eight were identified and
recommended to the vice president for business and finance for consideration
and approval.
1.
Purchasing/AP/Disbursing
2.
Budgeting
3.
Business and Finance Website
4.
Payroll/Benefits
5.
Parking Services
6.
Technology Tools and Facilitation
7.
Asset Management
8.
Facilities Web
It was essential that as many
of the B&F staff be involved in the process as possible. Team leaders were
selected and 8 teams comprising 48 staff, internal and external to the division,
were given assignments. Training sessions were held for all participants and
each group was assigned a division head as its mentor.
Twenty-three team meetings
were held from November 2000 to April 2001. [See Appendix A]
The following tables are a
summary of the major core business process, their status, additional recommendations
and funding implications.
Table 1: Purchasing/Accounts Payable/Disbursements
Purchasing/Accounts Payable/Disbursements
Accomplishments
|
Work to be Done
|
Timeline
|
Recommendations
|
Funding Required
|
Identified thirty-two business processes to be mapped.
|
None
|
Completed
|
Review as necessary
|
None
|
|
Took each core business process
and detailed it into steps.
|
Compare PeopleSoft
steps to existing processes. Assess the processes to see if
any efficiency can be gained.
|
September 2002
|
Complete the assessment
|
None
|
|
Developed flowcharts for each
process identified.
|
Map current process to determine how these processes will
flow into PeopleSoft Financials.
|
December 2001
|
Complete the mapping process
|
|
|
Identified PeopleSoft
training requirements for purchasing staff.
|
Schedule
and attend sessions
|
Completed
|
Complete training requirements
|
See Appendix B
|
|
Identified hardware necessary
to upgrade office computers to PeopleSoft requirements.
|
Submit requisition
for hardware.
|
June 30, 2001
|
Purchase hardware
|
See Appendix C
|
Table 2: Budgeting
Budgeting
Accomplishments
|
Work to be Done
|
Timeline
|
Recommendations
|
Funding Required
|
Reviewed the budget development and budget amendment
process for budgets
|
Educate departments on the impact of PeopleSoft Financials on budget development
and how it will affect them
|
December 2001
|
Allow departments to enter their
own budget information into the budget system electronically.
|
Department computers must be
capable of running appropriate software.
|
Summarized steps each budget process goes through
|
None
|
Completed
|
None
|
None
|
Developed flowcharts for each process identified.
|
None
|
Completed
|
None
|
None
|
|
Identified PeopleSoft
training requirements for Budgeting staff.
|
Schedule
and attend sessions
|
Sept. – Dec.
2001
|
Complete training requirements
|
See Appendix B
|
|
Identified hardware necessary
to upgrade office computers to PeopleSoft requirements.
|
Submit requisition
for hardware.
|
June 30, 2001
|
Purchase hardware
|
See Appendix C
|
Table 3: Business and Finance Website
B&F Website
Accomplishments
|
Work
to be Done
|
Timeline
|
Recommendations
|
Funding
Required
|
Created a technical baseline document presenting
the current web technologies of the Business Division of the University.
|
This is a living document that
must be kept current.
|
On-going
|
Update information as web technologies
change.
|
None
|
Created architectural plan for web hardware, web
software, and web development.
|
This is a living document that
must be kept current.
|
On-going
|
Implement the architectural plan.
|
FY2001 – None
|
Surveyed Business web “Power Users” cross-section
of students and staff to get the recommendations for improvement.
|
Work with PAC to improve access
to Business website for students.
|
Aug. – Sept. 2001
|
Make the website easier to navigate.
|
None
|
Created documentation presenting the user metrics
of the Business web.
|
This is a living document that
must be kept current.
|
On-going
|
Purchase metrics software to
better analyze customer needs.
|
$1,000
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Table 4: Technology Assessment of the Business
and Finance Division
Technology Assessment
Accomplishments
|
Work to be Done
|
Timeline
|
Recommendations
|
Funding Required
|
Created a technical baseline and future technological
requirements, which the division can use as a guide for making future
decisions.
|
This is a living document that
must be kept current.
|
On-going
|
Implement the findings
|
None
|
Identified the technical resources required for the
division to implement PeopleSoft Financials
|
Submit FPO and requisitions for
acquisition
|
June 30, 2001
for FY 01 funds.
August 1 for FY 02 funds
|
Proceed with acquiring equipment
resources
|
Funding is tied to the individual
goals and objectives that have been identified and noted elsewhere.
|
Identified and documented scheduled technology projects
within the division.
|
None
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On-going
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Use the report as a guide
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None
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Identified and defined skill gaps for BITS Personnel
to generate training plan.
|
None
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Implement throughout
FY 02
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Proceed with training as necessary
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$3000 per BITS employee per year.
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Identified and defined the current and future technology
needs for the division.
|
Revise applications and technologies
as required by PeopleSoft Financials
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12-24 month implementation
plan.
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Determine what levels of the
plan need will be funded
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None
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Identified applications and technologies utilized
by current core business processes.
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None
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On-going but
must be in place by 12/1/01
|
Keep current
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None
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Complied a list of services that are provided by
BITS for the B&F division
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Additional recommendations may
come from future BPR evaluations
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On-going
|
Keep current
|
None
|
|
Identified PeopleSoft
training requirements for BITS staff.
|
Schedule
and attend sessions
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Aug. – Dec. 2001
|
Complete training requirements
|
See Appendix B
|
|
Identified hardware necessary
to upgrade office computers to PeopleSoft requirements.
|
Submit requisition
for hardware.
|
June 30, 2001
|
Purchase hardware
|
See Appendix C
|
Table 5: Payroll and Benefits
Benefits Billing
|
Accomplishments
|
Work to be Done
|
Timeline
|
Recommendations
|
Funding Required
|
|
Converted benefits billing process
from manual to electronic process.
|
Additional efficiencies will
be gained when BOR turns on “Benefits Administration” in PeopleSoft
HR 7.51.
|
October 2001
– April 2002
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Unknown at this time.
|
None.
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Flex Spending
|
Accomplishments
|
Work to be Done
|
Timeline
|
Recommendations
|
Funding Required
|
|
Re-worked Flexible
Spending Plan.
|
Develop informational sessions
and handouts for open enrollment period
|
October-November
2001.
|
Meet timeline
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Travel and registration to flex
spending workshop $1000
Printing of handouts $200
|
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Established definite timeframe
for reimbursement checks to be delivered to employees.
|
Inform employees.
|
Ongoing
|
None
|
None
|
|
Re-worked Flexible
Spending Form to make it easier to read.
|
None
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Operational
|
None
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None
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|
Position the Flexible
Spending Plan in-line with new benefits plan
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Review Form
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March 2001
|
None
|
None
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Employing Faculty
|
Accomplishments
|
Work to be Done
|
Timeline
|
Recommendations
|
Funding Required
|
|
Developed two written communications
between HR and departments to improve internal communications
|
None
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Operational
|
None
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None
|
|
Developed draft of a new Personal
Action Form (PAR) for all employees
|
Get VPB&F approval and PAC
approval
|
July 1, 2001
Note: Form in use
|
Secure approval at appropriate
levels
|
None
|
|
Developed new Personal
Data Sheet for all employees
|
Get VPB&F approval and PAC
approval
|
July 1, 2001
Note: Form in use
|
Secure approval at appropriate
levels
|
None
|
|
Updated Letter
of Offer Process for faculty hires
|
Get VPB&F approval and PAC
approval
|
July 1, 2001
Note: Form in use
|
Secure approval at appropriate
levels
|
None
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|
New Task
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Develop Separation
Policies for Employees.
|
June 2001
|
Secure approval at appropriate
levels
|
None
|
|
New Task
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Develop Checkout
Procedures for Employees
|
June 1, 2001
|
Secure approval at appropriate
levels
|
None
|
|
New Task
|
Posting of all Benefits processes
and procedures on B&F website.
|
September 1,
2001
|
Secure support from BITS to accomplish
|
None
|
|
Identified PeopleSoft
training requirements for HR/Payroll staff.
|
No training
being made available
|
Not applicable
|
Not applicable
|
Not applicable
|
|
Identified hardware necessary
to upgrade office computers to PeopleSoft requirements.
|
Submit requisition
for hardware.
|
June 30, 2001
|
Purchase hardware
|
See Appendix C
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Table 6: Parking Services
Appeals Process
|
Accomplishments
|
Work to be Done
|
Timeline
|
Recommendations
|
Funding Required
|
|
Reduced appeals filed from four
opportunities to two
|
Move this recommendation through
the University Parking Committee and the University Matters Committee
for adoption
|
May 1, 2001
|
Seek approvals
|
None
|
| |
Update Parking Code to reflect
approved changes
|
July 1, 2001
|
None
|
None
|
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New Task
|
Web deploy the appeals filing
process to interface with Banner and PeopleSoft
Financials
|
April 2002
|
Assign BITS to review this need
and determine how it can be achieved
|
Unknown at this time but a new
parking software package is likely
|
Fine/Meter/Decal Processing
|
Accomplishments
|
Work to be Done
|
Timeline
|
Recommendations
|
Funding Required
|
|
Current processes re-affirmed as being adequate.
No improvements identified.
|
None
|
None
|
None
|
None
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Fine Collection
Accomplishments
|
Work to be Done
|
Timeline
|
Recommendations
|
Funding Required
|
|
Identified a need to allow payment
of parking fines from multiple locations on campus.
|
Assess what locations are viable
partners and what resources are necessary for them to receive the payment
of fines and clear the records.
|
August 1, 2001
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Seek approval to pay fines at
multiple locations.
|
Purchase 2 new computers for public safety.
$3000.
Install parking software on computers
at remote locations.
Cost: Unknown
|
|
New Task
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Create a web page that allows
students and employees to view outstanding fines, determine which fines
they want to pay and accept payment through credit card or debit card
means.
|
April 2002
|
Assign task to BITS to evaluate
and determine a course of action
|
Unknown
|
Decal Registration and Distribution
Accomplishments
|
Work to be Done
|
Timeline
|
Recommendations
|
Funding Required
|
Identified a need for faculty and staff to have interchangeable
Static Cling decals
|
Move this recommendation through
the University Parking Committee and the University Matters Committee
for adoption
|
May 2001
|
Seek approvals
|
Approximately $900 for first
1000 decals, cost per decal reduces with larger orders.
|
Identified a need to issue Temporary
Parking Permits via the web and record these permits in
an historical log.
|
Investigate further what web
development needs to be done to accomplish this goal.
|
May 2002
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Assign task to BITS to evaluate
and determine a course of action
|
Unknown
|
New Task
|
Determine the feasibility of
multiple locations being able to issue decals and collect fees associated
with the task.
|
May 2002
|
Assign the task to Public Safety,
AE and Comptroller to determine the feasibility.
|
Unknown
|
Table 7: Asset Management
Asset Management
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Accomplishments
|
Work to be Done
|
Timeline
|
Recommendations
|
Funding Required
|
|
Analyzed current asset management
processes and produced flow-chart diagrams to illustrate them.
|
Review new PeopleSoft
Financials software asset module against existing processes
to determine compatibility
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December 2001
|
None
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None
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Visited two BOR institutions
to review their inventory processes.
|
Make follow-visits once institutions
have implemented Asset Module.
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June –August
2001
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Seek as much insight into the
process from institutions that are implementing PeopleSoft
ahead of UWG.
|
Travel funds $300
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Met with key technology staff
in schools, BITS and ITS to solicit input on how to track equipment, including
computers, better.
|
Take input from group and turn
it into some type of Web based tracking document
|
September 1,
2001
|
Secure development time with
BITS personnel.
|
None
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Created a new Equipment
Tracking Sheet to track movement of equipment for initial
tagging
|
Field-test tracking sheet on
web
|
July 1, 2001
|
Secure development time with
BITS personnel.
|
None
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|
New Task
|
With assistance from BITS, create
a web-based Transfer of Equipment Report on B&F
website to allow users to view and verify current asset locations and
quantities
|
July 1, 2001
|
Secure development time with
BITS personnel
|
|
|
Identified PeopleSoft
training requirements for purchasing staff.
|
Schedule
and attend sessions
|
Aug. – Dec. 2001
|
Complete training requirements
|
See Appendix B
|
|
Identified hardware necessary
to upgrade office computers to PeopleSoft requirements.
|
Submit requisition
for hardware.
|
June 30, 2001
|
Purchase hardware
|
See Appendix C
|
Table 8: Facilities Web site
Facilities Web site
Accomplishments
|
Work to be Done
|
Timeline
|
Recommendations
|
Funding Required
|
Discussed client expectations and
design criteria for the site. (publish goals, publish criteria and process
for design development, publish status of construction projects)
|
Deploy active sever
pages and databases for services such as vehicle reservation and driver
eligibility.
|
October, 2000
|
|
|
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Demonstrated Facilities
Web site to VP’s, Deans, and Campus Community
|
Continue to refine
web pages by adding additional information
|
November, 2000
|
Redesign some web
pages; develop and add content in a professional and customer oriented
fashion
|
None
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|
Discussed software
and hardware requirements to lead this project into the future by publishing
a technology report specifically detailing CP&D and Facilities needs
|
Present to VP Business and Finance, June, 2001
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3rd Quarter, 2001
|
Improve hardware
capacity and upgrade software- server side
|
|
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Discussed
timeline to advertise the site and launch campus-wide.
|
Finish recommendations mentioned in item 3 above
prior to launching the site.
|
Depends on funding issues—4th Quarter, 2001
|
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None
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Conclusions
Assessment of the business
process within the division has never been undertaken prior to this effort.
The active participation of B&F staff in this assessment has shown to be
a worthwhile endeavor. Staff from within and outside the division have come
together to produce a valuable resource to assist the vice president for business
and finance in developing strategies for the future.
The work product is ongoing
in that a number of new business processes will be reviewed in FY02. The work
product produced to-date will strengthen our ability to migrate to PeopleSoft
Financials with a better understanding of the impact this new financial resource
will have on the division and the campus as a whole (Objective
1).
Data collected in the Technology
Assessment of the University of West Georgia Division of Business and Finance
has established the current technical resources baseline and future technological
requirements necessary for the division to move forward. All business processes
defined to date have been flow -charted for easy reference (Objective 2).
Finally, the work preformed
and the work to be performed in FY 02 will prepare the division for the SACS
accreditation review (Objective 3).
A website, www.bf.westga.edu/bpr, is established
and contains the work product of the committee. A complete hard copy of the
work product will be made available to the accreditation committee as well.
Appendix A
BPR
Teams and Meeting Dates
Purchasing/AP/Disbursing
Chair:
Pam Browning/Tricia Durrough
Team Members
Shelly Parker
Sandi Bradley
Christy Andersen
Melba Haynes
Peggy Armstrong
Minutes
·
November 27, 2000
·
January 24, 2001
·
February
6, 2001
·
February 15, 2001
·
February 21, 2001
·
March 7, 2001
Budgeting
Chair: Mark Gerspacher
Team Members
Vickie Stapler
Anuradha Chandran
Christy Anderson
Jeanette Pollard
Diane Shackleford
Minutes
·
January 23, 2001
Business and Finance Website
Chair: Bill Simmons
Team Members
Melonie Nelson
Sharon Marlow
Robin Mullinix
Keihan Nahri
Minutes
·
Embedded in content
Technology Assessment
Chair: Abigail Goodwin
Team Members
Anita Saunders
Linda Smith
Anuradha Chandran
Cathy Osborne
Minutes
·
November 29, 2000
·
January 10, 2001
·
March 15, 2001
Payroll/Benefits
Chair: Stephanie Rooks/Terri Rubino
Team Members
Patsy Barr
Marc LaFountain
Glen Novak
Clois Reese
Lora Tate
Nancy Dodson
Bobby Johnson
Christy Anderson
Minutes
·
January 10, 2001
·
February 20, 2001
·
March 15, 2001
·
March 15, 2001
Parking Services
Chair: Charlie Marlar
Team Members
Connie Smith
Joy Park
Bob Watkins
Minutes
·
January 16, 2001
·
February 6, 2001
·
February 27, 2001
Asset Management
Chair: Jill Wright
Team Members
Shane Gibbs
Vince Gibson
Elaine Willis
Patti Stilson
Minutes
·
November 22, 2000
·
December 7, 2000
·
January 30, 2001
·
February 20, 2001 & March 2, 2001
·
March 8, 2001
·
March 22, 2001
Technology Tools and Facilitation
Chair: Keihan Nahri/Anuradha Chandran
Minutes
·
None Posted
Facilities Web
Chair: Tony Owens
Team Members
Willie Wynn
Lillie Nixon
Wanda Williams
Minutes:
·
None posted
Source: http://www.bf.westga.edu/BPR/teams.asp
Appendix B
PeopleSoft Workstation Requirements
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Workstations (minimum requirement):
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500 or better MHz Pentium III
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Windows 2000
|
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128 MB RAM
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100 MHz Bus
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|
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10 GB Hard Drive or greater
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CDROM/DVD
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3.5 Floppy Disk Drive
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10/100 PCI Ethernet NIC
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8 MB Video Card
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17" Monitor
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Department
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Total PC's
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To Replace
|
Dept Cost
|
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HR Payroll
|
|
10
|
8
|
$17,736
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Accounting/SFS
|
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