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November 26, 2012

Monday, November 26, 2012

Progress made this reporting period:

  • The Liberal Arts and Sciences SSC has been assigned space in Strong Hall that will accommodate the full cohort of staff. The space is Strong Hall 50 (the former Student Financial Aid space), and it will accommodate 40-45 people. This is a rare space on campus that meets all of the criteria desired for the initial SSC:
    • Comfortable, welcoming space for staff to work—DCM will be making minor renovations to the space so that it will encourage collaboration and learning, but also give staff the privacy needed to focus on their work.
    • Space where the SSC staff can be located together, providing the opportunity for staff to learn from one another, sharing knowledge and experience and backing each other up.
    • Proximity to the departments, programs and centers that the shared service center staff works for.
  • The Steering Committee met to review the initial draft of position titles for the SSC. A subgroup of this committee is developing SSC job descriptions and identifying career paths for SSC staff. Discussions to date have led to a redefining of SSC leadership position titles:
  • The Process Improvement and Training Committees (PITCs) are finalizing process mapping, and shifting their focus to training needs and the identification of key performance indicators.
    • The Travel and Expense PITC has identified training for:
      • SSC staff, with a focus on learning new processes, understanding current policies and knowing where to go for support and information.
      • Departmental staff, with a focus on clear definition of the role of department staff and SSC staff.
      • SSC customers, with a focus on the methods to communicate with the SSC, what the SSC can provide for the departments and what areas the SSC staff can be an informational resource in.
    • The Tuition and Scholarship PITC completed work on the scholarship map, identifying the need for increased Datamart use. Stakeholder discussions recommend that the committee also focus on the development of a common scholarship form (with additional documents to meet unique needs).
    • The Billing and Receivables PITC continues work on a common dataset for invoicing, and has reached agreement on the internal billing process, recommending revisions to the SOV process to eliminate three steps. A pilot departmental deposit process was also finalized for the SSC.
    • The Payroll PITC was able to meet and carefully consider the opportunity to move the time and leave reviewer function to the SSC. The committee decided that this process should be piloted in the first wave of the implementation, giving strong consideration to the opportunity to provide departmental payroll staff with backup so that leave time can be taken. This plan will be reevaluated as we get closer to go-live based on the progress of the PS modifications.
  • The SSC Implementation Team continues to hold open office hours on Tuesday afternoons: please check the CFE SSC calendar for times and locations: http://cfe.ku.edu/documents/ssc/ssc-meeting-calendar.pdf.
  • Questions about the Shared Service Centers may be submitted through the CFE website at http://www.ku.edu/contact/, or emailed directly to Changing for Excellence.

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