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September 4, 2012

Tuesday, September 4, 2012

Progress made this reporting period:

The Changing for Excellence Executive Committee met on August 22 and finalized the funding and governance plans for the Shared Service Centers. The key points of the governance, staffing and funding plans were shared in the previous update; more information can be found on the SSC web site at http://cfe.ku.edu/documents/ssc/SSC_Governance_and_Funding.pdf.

  • Based on input from the Steering Committee and others on campus, the Design Review Committee recommended a governance and accountability structure that includes the following:
    • A governance board for each SSC, comprised of SSC customers that will meet quarterly to discuss how well the SSC is meeting customer needs and provide input into solutions to overcome gaps
    • A Service Level Agreement between the SSC and the schools and centers served outlining expectations (turnaround times, scope of services performed, etc.)
    • Strong, well-defined relationships between the SSC Leads and central office staff to establish the basis for expertise and accountability in the SSCs
    • A SSC Manager who reports to the Assistant Vice Provost of SSCs (Jason Hornberger) and is accountable to the Deans and Center Directors
    • Customers (faculty and department staff) will have a designated SSC contact person for different types of SSC transactions
  • The Executive Committee approved the implementation of a "Lift and Shift" model to fund and staff the SSCs. Key aspects of this model are:
    • An activity assessment will be conducted to determine how many staff are currently performing the work moving to the SSC, and to gain an understanding of where each staff member's career interests are. Working closely with the leadership team in the area impacted, the number of staff needed to complete the work of the SSC will be moved, with their associated funding, into the SSC.
    • Staff will be involved in discussions to ensure the leadership committee is aware of staff preferences. School, Center, and Unit leadership will have a key role in identifying staff to move to the SSC and staff who remain to focus on academic and research work.
    • Some positions will be posted competitively, including the HR, Finance, and Research Administration Lead roles as well as the SSC Manager. All positions will be internally recruited. The position of SSC Manager for the Liberal Arts and Sciences SSC is currently posted: https://jobs.ku.edu/applicants/jsp/shared/search/SearchResults_css.jsp.
  • Brown Bag lunch sessions continue to be hosted by KU staff to share information about shared service centers. Topics include:
    • Oregon State Visit
    • KU Student Services Shared Service Center
    • Higuchi Biosciences Center, a SSC Model
    • KU SSCs: Potential Financial Activities in the SSCs
    • KU SSCs: Recruitment Plans for the Liberal Arts and Sciences SSC
    • Life Skills for Navigating Change
    • Coping with Change in Turbulent Times
  • Process Improvement and Training Committees (PITCs) have convened to begin reviewing how business activities are currently completed on campus; to test the fit of these activities in a SSC; and to develop a streamlined process that can be adopted by the SSCs. Over the past two weeks, the following committees have begun their assessment work:
    • Travel and Expense and Candidate Support/Honorarium Processing
    • Tuition and Scholarship Support
    • Financial Analytics/Budget Support
    • Billing and Receivables
    • HR in the Departments
    • Research Admin: Award Modification and Closeout
    • Research Admin: Cost Transfer
    • Research Admin: Award Monitoring
    • Research Admin: Cost Share
    • Research Admin: Allowability and Invoice Processing on Grants
    The Payroll PITC will convene in the near future.
  • The Implementation Team continues to hold open office hours on Tuesday afternoons: please check the SSC CFE Calendar for times and locations: http://cfe.ku.edu/documents/ssc/ssc-meeting-calendar.pdf.

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Changing for Excellence was the featured cover story in the January, 2015 edition of Business Officer, the official magazine of the National Association of College and University Business Officers (NACUBO). You can read the full story online.

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