Business Process Redesign

Business & Finance Division

BPR Notes

November 30, 2005

Attendees: Patsy Barr, Patricia Durrough, Bill Gauthier, Dan Lewis, Tom Mackel, Jerry Mock,

Cathy Osborne, Stephanie Rooks

Notes from BPR meeting of 10/19/05 meeting were distributed on 11/29/05:

2004-05 BPR efforts “on hold”:

BPR

Department

Members

Impact

Status

Budget Management Systems, reporting (Columbus Model)

Budget

Tricia Durrough

- 12/15/04: Mr. Gauthier stated that this is totally dependent on OIIT. He plans to follow-up with William Bowes on 3/3/05.

- 03/30/05: On hold pending BOR action.

Time and Attendance

Human Resource

Stephanie Rooks

.-Discontinuation of Time Sheets

- Met with Kronos T&A representatives

- Funds budgeted

- Develop committee to review generic issues.

- To be addressed at CBO meeting on 3/3/05.

-3/30/05: On hold pending BOR action

2005-2006 BPR’s:

Each Department should select core processes from the 2001 BPR effort to review for the next 3-5 years.
Determine which of those processes to work on for the coming fiscal year.
Develop a schedule/calendar for implementation and completion.
Jerry: Collect data on what should be surveyed in Auxiliary Services as well as Human Resources, Purchasing, Accounting, Payroll, and Public Safety. Determine a schedule.

Following, are BPR’s that have been submitted for the current fiscal year from the designated B&F areas:

BPR	Department	Members	Impact	Status
Customer Service	B&F Division	Patsy Barr – Stephanie Rooks, Tricia Durrough, Dan Lewis	Due Date: 3/31/2006 -Measurement of customers. -Continuous Improvement. -Conformity to SACS requirements	- 9/19/05: Meeting reviewed survey design, frequency, and training needs. - Meeting held 9/19/05 - Poll directors to determine area needs.
B&F Website	Division	Jerry Mock – Robin Mullinix, Bill Gauthier	Due Date: 3/1/2006 Enhance current website for effective customer usage.	Active -Bill to follow-up on B&F representative to UWG website committee.
BPR	Department	Members	Impact	Status
Equipment Inventory	Public Safety	Tom Mackel –	Due Date: 3/1/2006 Improve accessibility and information on Public Safety equipment – inventory levels & equipment assignment	Active
Communications	Public Safety	Tom Mackel -	Due Date: Fall 2006 Improve on PS Dept. and abilities in Hispanic communication. Should also help with law enforcement agencies in community.
Institutional Information Technology Security Plan	BITS	Robin Mullinix -	Due Date: 12/31/05 -Creating ‘Universities’ “Institutional Profile” -Entries for a “Physical and Environmental Security for Server/Equipment Rooms and Labs” -Creating ‘System Security Plans’ for every major application utilized in the Division
Door Access Help Calls	Auxiliary Enterprises	Jerry Mock- IT members, facilities, BITS, PS, residence life	Streamline the process for handling accessibility calls-especially after 5PM	Server rooms containing door access controllers have been mapped. Committee to reconvene in January 06
Textbook Strategies	Auxiliary Enterprises	Bob Swanson	Due Date: On Going Increase used textbooks- Bookstore has developed a strategy for acquiring more used textbooks	Acquisition plan has been developed and executed.
AE Financials	Auxiliary Enterprises	Jerry Mock-Mark Reeves	New data base to provide better financial analysis of AE funds	50% complete on database
Position Management Process	Budget Services/ Asset Mgmt.	Patsy Barr – Jeanette Pollard	To utilize more features in PeopleSoft to more closely govern position management and budgetary issues; to use position management to issue contracts in a more efficient manner and to include more pertinent information such as actual titles.	Timeline – June 2006
Budget Development	Budget Services/ Asset Mgmt.	Patsy Barr - Jeanette Pollard Robin Mullinix	Make the entire operation of budget development more efficient.	Timeline – June 2006
Surplus	Budget Services/ Asset Mgmt.	Patsy Barr – Jill Wright	To establish better policies and guidelines for surplus especially concerning moving equipment.	Timeline – June 2006
Construction Projects	Budget Services/ Asset Mgmt.	Patsy Barr – Jill Wright	To set up a file system that gives the department easy access to needed information; to establish paper flow procedures to make sure all areas get information needed.	Timeline – June 2006
Lab Vouchers/Manuals	Internal Audit	Cathy Osborne	Review of all lab/course packs, lab fees including pricing and fund deposit accounts.	Additional members may be added after parameters have been established
Electronic Storage	Auditor	Cathy Osborne	Due Date: 7/1/06 Establish a uniformed method of maintaining shared electronic files within the B&F Division.
Direct Deposit	HR	Stephanie Rooks	Due Date: 1/1/06 Expanding this service to all UWG payroll recipients.
Direct Deposit	HR	Stephanie Rooks	Due Date: 1/1/06 Expanding this service to all UWG payroll recipients.
BPR	Department	Members	Impact	Status
Direct Debit	HR	Stephanie Rooks	Due Date: 1/1/06 Cost savings. Potential loss involving employees that elect COBRA prior to leaving the university and end up not paying for it.
Pay Advice	HR/Payroll	Stephanie Rooks	Due Date: 12/31/06 To distribute pay advices electronically.
Agency Account Policies and Procedures	Controller	Patricia Durrough Anita Saunders, Cathy Osborne, Stephanie Rooks	Agency accounts are those funds that are held by the institution. Most of these funds are considered unrestricted and can be used at the department’s discretion. An analysis needs to be made of all of these accounts to determine the source of funds and the expenditures that occur from these funds. There are currently no detailed policies and procedures provided by the USG to provide guidance as to how these funds can be used nor what funds can go into these accounts. There is also tax issues related to these accounts if we pay awards, prizes, gifts or other types of employee or student payments/reimbursements. Even though the policies and procedures should be reviewed and addressed within Business & Finance, the product of our efforts would result in better guidelines for departments when generating and using agency account funds.	Additional members will be added after parameters have been established.
Document Management	B&F Division	Dan Lewis - Tricia Durrough, Patsy Barr, Robin Mullinix, Stephanie Rooks, Bob Watkins	Due Date 6/30/2006 -Increased storage space. -Secured disposal -Conformity to BOR Guidelines	-Template has been designed for 6/22/05 meeting. -Shredding Bins: 9 purchased overall - 2 being used in B&F. -10/4/05: Inventories have been received from all areas except for BITS & Public Safety
Worker's Compensation	CP&F – RM/EHS	Unassigned	Communication loop between employee, employer, spouse-parent, treating physician, DOAS, and Human Resources
Building Inspections	CP&F – RM/EHS	Unassigned	Time intensive, unable to perform inspections according to schedule and unable to perform on-site follow-up to verify work has been completed. Communication.
Asbestos Management	CP&F – RM/EHS	Unassigned	Identification and sampling of materials, documentation of results and surveys, communication with building occupants and facilities and grounds employees, maintenance of training.
Vehicle Accident Investigation -Claims	CP&F – RM/EHS	Unassigned	Obtaining police reports, communication with vehicle owner and DOAS or other insurance agent, documentation and follow-up.
Data Collection and Reports	CP&F – F&G	WandaWilliams Lori Hobbs, John Mitchell	Due Date 12/31/05 We are now updating our technology to better serve the University in the area of work data collection and report generation.
BPR	Department	Members	Impact	Status
Operational services	CP&F – F&G	James Hembree, Patti Stilson, Sean Connors, Marshal Lott	Due Date 6/30/2006 Review of operational performance with-in our Custodial and Landscape departments.
Administrative Staff Support	CP&F – F&G	Patti Stilson	Due Date 6/30/2006 As noted in our "Return to Work" BPR - An annual evaluation is necessary.
Planning For Long Range Development of the Campus	CP&F – CP&D	Unassigned	Opportunities for improvement involve the more effective use of overall Campus preplanning related to updating the Physical Master Plan by involvement of professional consultants early on and incorporating the process in our procedures.
Operational services	CP&F – F&G	Unassigned	Process review of privatized operations. University Suites, Apartments, etc.	ON HOLD
Construction Administration	CP&F – CP&D	Unassigned	Opportunities for improvement would be to find ways to process projects, contracts, and change-order requests through the BOR Office of Facilities in an expedient manner.
Programming & Design Phases of Construction Projects	CP&F – CP&D	Unassigned	Opportunities for improvement include the decision making process during preplanning in developing the proper delivery method best suited for each project as well as better communication and involvement of our clients in program development of the project. Developing our procedures to reflect and aid in this process would be key	.
Construction Project Management	CP&F – CP&D	Unassigned	Opportunities for improvement are in the area of project management, developing a good contractor base, schedule improvements, assuring quality control, management of construction activity and progress, and documentation during the construction process.
Maintenance of Facility Information	CP&F – CP&D	Unassigned	Opportunities for improvement would include improving the efficiency of document retention and retrieval of all documents that are necessary and required. This may include electronic filing, providing additional space, relocation of stored materials, leasing of space for archived documents, professionally contracted document storage, or a combination of the above

The BPR on Document Management accomplished a significant step by completing an inventory on documents using the BOR series guidelines. The B&F Committee has been awaiting action pending procedures to be issued by campus committee. The Committee plans to meet in December to begin defining internal processes and procedures.

The following, are BPR’s that have been completed for the current fiscal year:

BPR	Department	Members	Impact	Status
Fire Evacuation Plans	CP&F – RM/EHS	Matt Jordan - Robin Mullinix	-Compatibility issue resolved. -Increased efficiency -Continuity maintained -Future corrections minimized	Completed Conversion of existing plans from CAD format to Visio 2003.
Summer Camp	Auxiliary Enterprises	Jerry Mock – Mark Reeves	Revise the business plan based on changes taking place across campus	Completed – to be reviewed monthly.
BPR	Department	Members	Impact	Status
Operational services	CP&F – F&G	Bob Watkins, Theresa Jablecki-Kriel, Tom Mackel, John Clower	A cross functional department review of Vandalism and impact on Budgets, Retention, and Student satisfaction.	Completed: New process established
Blackboard	Auxiliary Enterprises	Jerry Mock- A/E staff, PS staff	VTS cash Collection - AE has put in place a new cash collection procedure to insure safety and security of the cash and personnel	Completed

Human Resources

§ DRAC was initiated in 2002 as a requirement for SAC. Reviews have been submitted on the Internal Auditor and Campus Planning and Facilities. Human Resources is the next area to submit and it is due in August 2005. A rough draft was reviewed at our 9-14-05 meeting.

§ As a follow-up from the 6/22/05 discussion, Human Resources was to investigate software and provide options on job applications

SACUBO Best Practice nominations were received on three of our four submissions – Georgia Oglethorpe, BPR Process, and Chemical Waste Management. Dan is to investigate NACUBO’s award options..

The next meeting has been scheduled for January 18, 2006.