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October 29, 2012

Monday, October 29, 2012

Progress made this reporting period:

  • The staff of the College of Liberal Arts and Sciences and the Hall Center for the Humanities have completed the first step of the activity assessment. Staff met in small groups to participate in an online survey to enable the implementation team to gather an understanding of the amount of staff time currently spent on different activities. The results of this assessment will help to determine the amount of SSC staff time dedicated to each respective department. Staff also provided initial preferences for future work.

    Next steps on the assessment include a review of the information provided by each staff member (with an opportunity for further comment), followed by input from supervisors.
  • Process Improvement and Training Committees (PITCs) have been carefully examining existing processes and are now drafting process maps which incorporate the SSCs in the future design.
    • The Tuition and Scholarship PITC will be pursuing an opportunity identified by one of the HR committees earlier this year to streamline the GRA/GTA/GA form, creating a work flow solution for communications among departments. A subgroup will be assembled to work on this form. While this form is being developed and policy questions are being pursued, the Committee members are beginning to examine the scholarship, award and fellowship processes.
    • The Travel and Expense PITC has identified a travel and expense process to pilot in the initial site. Subcommittees are developing a web form for travel submission as well as travel "quick facts" to make it easier for travelers to find the information they need. In addition to these web tools, the committee identified a clear role for the SSC in providing customer service and information to support travels. The committee has also begun to review the candidate honorarium process.
    • The Billing and Receivables PITC came to agreement around SSCs as processing hubs for AR and invoicing. A subcommittee will be meeting to identify common AR data elements and consider the opportunity for a common invoice.
    • The Financial Analytics and Budget Support PITC previewed the Financial Managers Workbench (FWM) tool which is currently being piloted by the IT Department to help facilitate budgeting and reporting. The committee also discussed the required qualifications for future SSC staff; this information will be used in drafting SSC position descriptions.
    • Post-Award Research Administration PITCs held a full-day meeting to review the re-designed processes. Co-leads reviewed recommendations, and processes to pilot in the initial site are ready for final revisions and discussions. A preview of some of the new research administration processes will be shared at the new Communication Ambassadors meeting on Nov. 1.
  • The SSC Communication Leadership Committee met to discuss the SSC website, which will be a critical component for the SSC communication and training plan (supporting the relationship that SSC staff have with the customers that they serve). The web site will contain contact information, training materials, processes and procedures, and key forms among other information. The Committee agreed to an overall framework for the site; development will begin with input from the PITCs.
  • The search committees has completed the initial interviews for candidates seeking the Liberal Arts and Sciences SSC Manager position.
  • 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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