Minutes
Business Process Review
Business And Finance Division
9/20/00

1. All directors were present
    
2. Jerry open meeting and provided a revised (9/20/00) copy of the Operational Plan with the following revisions:
    
1. Goal 1, Objective 4 was re-written by Bill Simmons
2. Goal 1, Objective 6 was added
3. Goal 2, Objective 5 was added

Motion to approve the document as revised was approved.

3. A motion was placed on the table to elect a chair from within the directors to facilitate the process review. Bill Simmons nominated Mike Renfrow. Mike was unanimously approved.
    
4. The meeting was then turned over to Mike to facilitate.
    
5. Bill Simmons submitted a handout entitled Business & Finance BPR Initial Project Phases outlining a proposed broad timeline and 6-point program for moving forward. After discussion and clarification of the points, the directors approved this document.
    
6. Bill Simmons mentioned that he had secured a $5,000 commitment from Mr. Gauthier to serve as an operational budget for the BPR. Kay will secure the funds and set up the cost center.
7. Bill Simmons will set-up a listserve for the group to work from. It was recommended that the B&F homepage have a link to the process in order to keep those outside B&F informed.
8. Mike proposed that the Mission, Vision, and Core Values statements be professional produced, enlarged and framed and placed in each director's area and a public area in Melson. In addition, the "main" framed version would have signatures of Mr. Gauthier and directors inscribed as a visible sign of "commitment".
9. Lynn suggested that small "business size" cards be printed espousing the mission, vision, and core values so that employees may have them to carry on the person and to hand out to others when appropriate. This will be looked into.
10. UCC 210, along with other rooms in UCC and the Melson conference room were recommended as potential meeting places for all groups. The directors will continue to make use of the alternate Wednesday 1:30-3:00 time slot, as meeting times on an as needed basis.
11. Mike suggested, and will follow up on, defining core rules and procedures that each working group will ascribe to. Examples of this are:
• There will always be an agenda
• The agenda will be published in advance
• Minutes will be taken
• Minutes will be distributed to all and/or posted in a timely manner.
• Everyone will be given the opportunity to speak
• The meeting will begin and end on time.
12. Jerry asked about the definition of "external changes" as defined in Bill Simmons's handout and stated that the word "external" could mean rules and regulation (BOR, DOAS, etc.) that we should be willing to "challenge" or ask for "revisions" so that our internal desires and goals to improve were not impeded by "external" rules and regulations. Kay pointed out that the PeopleSoft Financials project was causing some of this to be looked at by the state auditors and others.
13. Mike suggested that by the next directors meeting we be prepared to do the following:
• Work out a plan to make the initial presentation to our respective offices. We agreed that this would probably be an individual department meeting as opposed to getting all of B&F together at one time. We want to speak with a uniform message and do it about the same time.
• Take a hard look at the 6 bullet points in Bill's handout Business & Finance BPR Initial Project Phase and put some timelines on these objectives.
• Make recommendations to Mr. Gauthier as to what we would like his role to be during the process. His role could vary depending on the task at hand.
• Recommend to Mr. Gauthier that he approve the final operational plan at the September 27th staff meeting so that rollout could begin immediately.
14. The directors will meet on Monday, September 25 at 11:30am in the Executive Dinning Room at Z-6 to finalize item # 12.

The meeting was adjourned at 3:00PM