Operational Effectiveness at UCSB. OE Phase II Orientation Session Thursday, September 22 nd, 2011

Transcription

1 Operational Effectiveness at UCSB OE Phase II Orientation Session Thursday, September 22 nd, 2011

2 Welcome and Introduction Gene Lucas Executive Vice-Chancellor [5 min]

3 OE Phase II Orientation Session Our Purpose Today Opportunity for OE Project Leaders to provide overview and stage setting for OE Phase II efforts Opportunity for OE committee co-chairs and members to present and discuss the anticipated focus and scope of committee work, desired outcomes, and key milestones Opportunity for OE Project Leaders to provide input and feedback to committee members on scope, and for committees to identify synergies or conflicts with proposed scope and milestones across all committees

4 What We Accomplished from OE Phase I & Expectations for Phase II Feedback from Chancellor & Academic Senate [Gene Lucas] Machine & Facilities Shop Updates [David Marshall & Marc Fisher] Ticketing & Calendaring Update [Miki, Katya & Associated Students Reps.]

5 Campus-wide Events History Phase I Consolidated Ticketing Virtual Conference & Event Department Integrated Scheduling/Events Going forward Associated Students Web Development Team Why A.S.? Centralization through Decentralization A.S. - Central repository for information, distribution and training. Rest of Campus - Gathers & Submits information (events, venues, ticketing info) How it Works Staff to WordPress Various Users Survey Coming Soon

6 Pilot Programs Basics Easy to use for non technical staff Simple integration into existing department/group websites Needs Staff Events (public, private, ticketed, non-ticketed) Fall Quarter

7 Campus Ticketing Simplify by Centralization Process Data collection Scope of work Vendors - Paciolan? Ticketmaster? Show Clix?... Things to consider - PCI Compliant User Friendly Interface with events system Where are we in this Process?

8 OE Phase II Overview Overview of Governance Structure Overview of Phase II Timeline Overview of Governance Milestones Overview of Communications Plan

9 OE Phase II Governance Structure & Scope Coordinating Committee on Budget Strategy Gene Lucas (Co-Chair) Henning Bohn (Co-Chair) OE Project Leaders Gene Lucas David Marshall Marc Fisher Ron Cortez OE Project Support Steve Dewart Lynn McLaughlin-Hill Christine Griffin IT Structure & Governance Team Doug Drury Divy Agrawal Procurement Team Jody Kaufman Bill McTague Jim Corkill Payroll & Personnel Systems Team Tricia Hiemstra Cindy Doherty Jim Corkill Financial Services Team Sandra Featherson Juli Pippin Propose new IT Governance Model Evaluate Shared IT Help Desk; Desktop Support clustering opportunities [FY ] 18-Month Scope & Desired Outcomes Define business PPS/HRIS System processes & technical Replacement interface Kronos Rollout Pilot design & testing Pilot deployment Expand adoption to leverage strategic sourcing opportunities Evaluate shared service opportunities for PPS/HRIS transaction-based activity, in coordination with Financial Services Team Oversee new financial system selection & implementation Evaluate implications for staffing support Evaluate shared service opportunities for financial transaction activity

10 OE Phase II Timeline Overview FY Q1 FY Q2 FY Q3 FY Q4 FY Q1 FY Q2 1 - Shop Services 1 Implement Shop Consolidations 2 Ticketing & Events Survey & A.S. Project Plan Recommendations 3 Central Calendar & Events Pilot Project 4 Phase II: Stage I 5 Phase II: Stage II 5 Phase II: Stage III 1 Phase I: Shop Consolidation Recommendations Implement Shop Consolidations Phase I: 2 A.S. Ticketing & Events Survey Selection of Ticketing System Phase I: 3 Central Calendar & Events Portal Project Pilot 4 Phase II: Stage I (Preparation) IT Governance Proposal Draft UCPath Project Plan Kronos Project Plan Gateway Project Plan SIS Conversion Phase Starts 5 Phase II: Stage II (Rollout Begins) IT Proposal Recommendation UCPath Planning & Requirements Kronos Wave 1 Gateway Phase I SIS Conversion Phase Phase II: Stage III (Implementation) IT Governance Model Implemented Gateway Phase II Kronos Wave 2 UCPath Design Phase Starts SIS Core Services Platform Phase

11 OE Phase II Governance Milestones

12 OE Communications Plan Overview OE Website with Regularly Updated Content Posting of Suggestions & FAQs, as needed Posting of Blog Entries under Current News on Homepage Resources Section for white papers, committee notes, etc. Campus Dlist Memo Updates System specific rollout announcements [e.g., eprocurement pilot] Link to Quarterly OE Newsletter [October, January, April] Blog Entries Notes Summary from key milestone meetings: Orientation Kick-Off Committee Co-Chair & Project Leader Review Sessions [Nov, Feb, April] OE Presentations & Updates by Project Leaders to Campus Groups OE slide presentation to educate on changes coming System specific rollout announcements [e.g., eprocurement pilot] Sample groups: ABOG group, MSO Group, Dean s Council, Academic Senate

13 Communications Matrix Communication Channels Campus Mgmt. Campus Divisions Faculty Staff Served OE Project Leaders CCBS Dean s Council Academic Senate OE Project Teams OE Website OE enewsletter Students D-List Memos General Campus Public

14 Co-Chair Presentations & Feedback 10 min. presentation; 5 min. feedback Suggested Presentation Prompts What is the scope of our committee s effort and desired outcomes we hope to achieve? What are the key benefits and efficiency gains we are setting out to accomplish for UCSB? What are our committee-specific milestones and timeline? What do we need from OE project leaders and from the OE effort in general to best serve and support our committee s efforts? What synergy and complementarity do we see between our team and the other OE teams? What key obstacles or roadblocks do we anticipate? Suggested Feedback Prompts Is the committee s scope and desired outcomes clear and compelling? Is this the right track? What is this group not including in their scope that you feel should be included? Are we optimizing the OE structure and this group s time in the best way?

15 IT Structure & Governance Team Co-Chair Presentation Chairs: Divy Agrawal, Doug Drury Desired Outcomes: Develop a proposal for a new IT governance structure that will work within the context of our decentralized and distributed IT infrastructure, and will promote greater coordination, communication, and support of central IT goals of the campus.

16 Operational Effectiveness: IT Structure & Governance

17 Committee Background & Charge Background: Out of the first year of evaluation efforts, the initial committee tasked with finding Operational Effectiveness opportunities concluded that the lack of effective central IT governance structures impedes the campus ability to make progress on key campus-wide IT initiatives Committee Charge: This committee is charged with establishing governance structures which will allow IT units on campus to: Effectively receive input from the campus, Effectively provide feedback to the campus, Effectively coordinate campus mission with transparency

18 Focus & Scope Focus: The focus of the committee is to develop a comprehensive understanding of the IT needs across different functional areas Scope: Propose a common IT Service Framework to streamline IT operations and facilitate rapid deployment of new IT services and applications IT enabled strategic decision-making

19 Desired Outcomes Targeted Benefits Identify commonality of IT needs and requirements across different functional areas Scope opportunities for emerging IT paradigms Clarify existing capabilities and gaps Clarify the governance structure of IT units Identify project management approaches that will result in transparency Targeted Efficiencies Reduce duplication of effort Clarify communication channels Long-term cost savings

20 Proposed Committee Timeline Committee will meet approximately twice a month Committee members dedicating approximately 8 hours per month to committee work High level timeline:

21 Anticipated Needs & Potential Roadblocks Needs: The committee may request budget to engage outside consultants to recommend governance approaches that can be used as models for IT governance at UCSB Roadblocks: None identified at this time

22 Analysis Approach Examine the current landscape of new and emerging IT paradigms: Cloud Computing Services as Infrastructure Assess IT Structure and Governance: At other UC Campus, And at other major research universities Evaluate existing UCSB IT state: Identify common services and capabilities Recognize successful models Identify vulnerabilities, redundancy, and gaps Engage external consultant to help with the assessment?

23 Key Milestones Develop a comprehensive IT structure that is highly agile, responsive, and scalable Develop a comprehensive IT governance that is transparent with clear communication channels Service based paradigm for campus IT Organization

24 Procurement Team Co-Chair Presentation Chairs: Jody Kaufman, Bill McTague, Jim Corkill Desired Outcomes: Provide a recommendation as to which eprocurement system to implement, and ensure procure to pay solution is implemented campus wide by providing leadership for pilot design and deployment, and expanding adoption to all departments by end of FY

25 eprocurement UCSB Online Purchasing System

26 Challenge:

27 Solution: SciQuest 150 colleges & universities Campus partnership UC buying consortium UCOP Berkeley Irvine Riverside Santa Cruz San Diego San Francisco

28 UCSB strategic buying benefits: Pricing Selection Speed Controls Payment Visibility Sustainability

29 Gateway implementation Needs assessment Proposal Contract (completed) Design Beta testing Early pilots Oct-June 2012 Pilot waves Deployment Begin July 2012

30 Payroll & Personnel Systems Team Co-Chair Presentation Chairs: Cindy Doherty, Tricia Heimstra, Jim Corkill Desired Outcomes: Develop a plan for the implementation of the new PPS/HRIS system, as well as recommendations for how to streamline or share PPS/HRIS transaction-based activity on campus. Provide leadership in broadening Kronos rollout campus wide to achieve full timekeeping system adoption by end of FY

31 Scope Coordinate campus preparation for, and implementation of, the system-wide payroll/hris replacement project Coordinate and oversee campus implementation of KRONOS time-keeping system

32 Payroll/HRIS replacement system Serve as advisory committee for the campus transition to the new system Coordinate efforts of various campus constituencies as they relate to the implementation; Design team members, subject matter experts, Practices board members Facilitate campus communication, training, and necessary changes in business practices and processes

33 KRONOS Establish a process and provide support for campus implementation of KRONOS Coordinate implementation with payroll/hris replacement system Facilitate campus communication, training, and necessary changes in business practices

34 Benefits and efficiencies Staff time spent on consultative and strategic activities rather than transactional/advisory activities Less paper based procedures and systems Create expert users for time-keeping and payroll/hris resulting in less training, less errors and resulting problems More streamlined, centralized processes resulting in Budgetary savings in the long term

35 Timeline Year 1 ( ) Payroll/HRIS: Participation in system-wide design teams, planning and communication Kronos: Early adopters (administrative units) Year 2( ) Payroll/HRIS: Preparation, Training: Wave 2*, begins Jan 1, 2013 Kronos: Secondary adopters (academic units), full implementation by Jan 1, 2013 Year 3 ( ) Payroll/HRIS: Training, Testing & implementation, live Oct 1, 2013 (*Wave 3 begins Oct. 1, 2013, live July 1, 2014)

36 Needs: KRONOS Decision from campus leadership regarding KRONOS implementation: Where to host (Housing, OIT, in the cloud) FTE for implementation and ongoing support: IT and staff support Funding model for departments: recommend central funding or funding stream vs. charge to departments Communication to campus regarding both KRONOS implementation

37 Needs: Payroll/HRIS Decision from campus leadership regarding Payroll/HRIS implementation: Determination of structure of and interaction between campus implementation entities: Project Manager, Payroll & Personnel team, OE Leadership, Campus Leadership Wave 2 or Wave 3 participant Communication to campus regarding payroll/hris replacement project

38 Obstacles Limited resources Multiple project going on that require participation by Payroll, Human Resources and Academic Personnel Changes in business practices and processes will likely result in a need for more central staff Dependent on OP timelines and decisions

39 Financial Services Team Co-Chair Presentation Chairs: Sandra Featherson, Juli Pippin Desired Outcomes: Oversee new Financial System selection and implementation. Support departments in developing transition plan to new staffing, business process, and workflow structure ahead of FS implementation.

40 Financial Services Team Co-Chairs: Sandra Featherson and Juli Pippin Proposed Members: Roberta Cook Lisa Daniels Anne Elwell Karen Hanson Mary Lum Joni Schwartz Lisa Sedgwick Robert Tarsia

41 Financial Services Team Committee Scope Oversee new financial system implementation Evaluate implications for staffing support Evaluate shared service opportunities for financial transaction activity

42 Financial Services Team Desired Outcomes Ease transition to new system by developing common knowledge base among staff through training and development of best practices Opportunities for shared services

43 Financial Services Team Key Benefits and Efficiency Gains Development of best practices and a common knowledge base of current processes and systems will streamline the transition process to a new system. Increased training for campus staff will lessen the need for corrections of errors and rework, saving time and enabling more effective use of staff and financial resources.

44 Financial Services Team Timeline and Milestones October December, 2011 Review work of Shadow System Team Identify key risks/areas for training Develop training program outline Evaluate existing campus training to leverage opportunities Talk with other institutions who have recently implemented a financial system

45 Financial Services Team Timeline and Milestones January March, 2012 Develop course materials Identify campus experts as trainers Work with Shadow System Team to identify best practices Assuming a new financial system is selected, evaluate next steps for the Team

46 Financial Services Team Timeline and Milestones April - June, 2012 Roll out training program Develop recommendations/best practices for Shadow Systems Assist with campus implementation of new financial system

47 Financial Services Team Timeline and Milestones July - September, 2012 Continue training program; evaluate feedback Utilize train the trainer approach to reach more staff Continue to evaluate how best to assist with the financial system implementation

48 Financial Services Team How OE Committee and Leaders Can Support the Team: Provide institutional and financial support for a training position. This position would develop expertise on the current and new financial system to help with the transition Support development of best practices and reasonable expectations

49 Financial Services Team How OE Committee and Leaders Can Support the Team: Provide institutional and financial support for a communication position. This position will work with the team to help disseminate information to the campus about the project and assist with change management of the project.

50 Financial Services Team Synergy with other OE Teams Partner and coordinate with both the E-Procurement and PPS Teams as they develop best practices

51 Financial Services Team Potential Roadblocks Change Management the campus will be experiencing the implementations of three new systems Doing things differently Time There will be a learning curve to understanding all of these systems and a time commitment that may be difficult for staff Potential financial/process implications for department shadow systems

52 Today s Wrap Up Purpose: Summarize feedback and comments on Phase II committee presentations Recap our upcoming milestones Closing remarks from OE Project Leaders