Business Services Strategic Operating Plan

Transcription

1 Business Services Strategic Operating Plan Vision To provide services that are the benchmark and exceed the expectations of our diverse customers Students, University Administrators, UT System, State and Federal constituents. Mission The primary responsibility of Financial Services is to ensure the proper stewardship of the University s financial resources. Toward this end, we strive to provide valuable, timely and meaningful financial information to University administrators to allow informed decision making in the pursuit of overall institutional goals. We must ensure sound and efficient financial practices and services to the University community and must service our customers in an ethical, professional and courteous manner. Our goal is to be sensitive and responsive to the needs of our customers University students, administrators, faculty, staff and representatives from other state agencies. We are committed to innovation, change and self evaluation in order to meet these needs. Statement of Values Our greatest asset is our staff. We must, therefore, provide an environment in which we are all treated with dignity and the worth of each employee as an individual is valued and respected. We provide our employees with the proper training and tools to do their job, a sense of security and opportunities for developmental growth.

2 Accounts Payable Goal #1 Develop reference tools/materials to increase knowledge and support departmental processing of payables documents. 1. Develop a Travel Planners Reference Guide for Administrators as both a hardcopy and web format 2. Develop an Accounts Payable How To reference manual a. Map current process and recommend improvements b. Provide training via PACE or upon request c. Publish on the web (Financial Services webpage) Goal #2 Progress Measurement: (1 &2) Completed document and dissemination (2a) Apr 2008 (2b) Jul 2008 & Ongoing (2c) Jul 2008 Responsible Individual: Rene Rayon Target Completion Date: (1) Sept 2008 (2) June 2008 Monitor Cycle times of A/P documents, identify problems and remediate issues to increase timeliness of payments. 1. Develop reports to track VP1, VP2, VE5/VP5 and APS cycle times 2. Develop exception reports to flag the following: a. P.O. s without corresponding VP payments b. P.O s and Receiving Reports w/out invoice 3. Automation of the Authorization for Personal Services form to an electronic web based format (PBS document) 4. Implement VPT document for payment of Central Billed Travel Accounts 5. Explore automated matching options

3 a. Invoice scanning b. Software packages Progress Measurement: (1&2) Completed reports (3&4) Implementation (5) proposal Responsible Individual: Rene Rayon Target Completion Date: (1&2) May 2008, (3) Dec 2008 (4) Aug 2008 (5) June 2008 Balanced Scorecard Prospective: (1) Internal Process Perspective Goal #3 Collaborate with CAO s and departmental administrators to identify and implement initiatives that allow departments to reduce travel costs. Goal #4 1. Develop comparative analysis schedules for departments based on travel agency contracted costs 2. Conduct in person meetings with account owners/signatory to showcase comparative findings 3. Develop marketing plan for improved communication regarding available travel options Progress Measurement: Completed analysis and dissemination Responsible Individual: Annette Hinojos Target Completion Date: (1) May 2008 (2) Aug 2008 (3) Sep 2008 Standardize Accounts Payable clerical processes to improve document processing time. 1. Conduct study of clerical tasks to determine average time for document processing and determine standard. a. Compare standard to industry benchmarks b. Standardize Clerk procedures

4 Goal #5 2. Implement procedures to count the following : a. Invoices b. Phone calls c. Faxes Progress Measurement: Completed study Responsible Individual: Rene Rayon Target Completion Date: (1) Jun 2008 (1a) Jul 2008 (1b) Aug 2008 (2a 2c) May 2008 Improve communication with departments and provide seamless delivery of service. 1. Department advocacy/customer Service changes a. Assign departments to specific individual/clerk b. Realign tub distribution 2. Partner with Purchasing and Central Receiving to engage in improvement efforts a. Conduct quarterly meetings b. Map Purchasing/Receiving/Payables process Progress Measurement: (1) Proposal (2) Ongoing Responsible Individual: Rene Rayon Target Completion Date: (1a 1b) Jun2008 (2a) Feb 2008 (2b) Jul 2008

5 Payroll Goal #1 Implementation of Direct Deposit/Pay card program and paperless format for distribution of payroll checks and earning statements Goal #2 1. Seek approval of policy and implementation proposal 2. Explore pay card offerings from different vendors 3. Develop campaign for High Assurance in order to implement paperless earning statements 4. Targeted distribution of how to instructions to current High Assurance employees to receive an electronic paperless earnings statement Progress Measurement: (1) Proposal (2, 3 &4) Implementation Target Completion Date: (1) Mar 2008 (2 & 3) Mar2008 (4) Feb 2008 Develop easy to understand Guide to Your Payroll Earnings Statement 1. Produce hardcopy and web based materials 2. Distribute via hardcopy to CAO s, Admin. s, etc. 3. Conduct employee training sessions Progress Measurement: (1&2) Publish and disseminate completed Guide (3) Training satisfaction survey Target Completion Date: (1&2) May 2008 (3) May 2008 & Ongoing

6 Goal #3 Monitor Cycle times of Authorization for Professional Service (APS) documents and implement new processes that increase timeliness and tracking of payments Goal #4 1. Develop reports that track the routing of APS documents and record cycle time 2. Implement PBS Electronic web based format for APS Progress Measurement: (1) Completed report (2) Implementation Target Completion Date: (1) May 2008 (2) Dec 2008 Develop a comprehensive Payroll web Page Progress Measurement: Completed web page Target Completion Date: April 2008 Goal #5 Collaborate with UT Austin to provide additional customer service opportunities by offering payroll deduction for Season Tickets (Athletics). Progress Measurement: Documentation and proposal Target Completion Date: May 2008

7 Goal #6 Collaborate with UT Austin, Budget and Human Resources to implement Position Manger. Progress Measurement: Implementation Target Completion Date: Sep 2008 & Ongoing Goal #1 Special Projects Strategic Operating Plan Provide Support and act as the Project Managers in the development of Automated Solutions for the campus community to improve the ease of use and processing time for the following projects. 1. Work with Information Technologies Team, Financial Aid, Graduate School, and the Office of Research and Sponsored Projects on Upgrade of the Student Aid Notice of Award Automated solution to Version #3 2. Work with the Members of the Business Service Team and The Financial Services Technology implementation Manager (TIM) on the creation/implementation of online Balanced Scorecard measures (Cognos Dashboard) 3. Automation of the Authorization of Personal Services form to an electronic web based format. 4. Work with the Director/Managers of the Financial Services Department on the identification of key projects that can be managed more effectively with the use of Microsoft Project. 5. Work with The Financial Service Management team on the implementation of the Cognos Financial Software.

8 Progress Measurement: Completed document or project Responsible Individual: Ruben Chavira Target Completion Date: (1) Mar 2008 (2) Aug 2008 (3) Dec 2008 (4) Apr 2008 (5) Ongoing Goal #2 Implementation of a Comprehensive Education and Training Program for conducting business transactions at the University of Texas at El Paso 1. Develop curriculum for basic/intermediate/advanced offerings 2. Continue to work with CAO s to develop tailored business process training Progress Measurement: (1) Developed curriculum (3) Surveys Responsible Individual: Ruben Chavira Target Completion Date: (1&2) May 2008 (3) Ongoing Goal #3 Process review and Flowcharting of key processes within the Financial Services departments; provide recommendations for process Improvements, efficiency enhancements and work towards the elimination of any redundant activities. 1. Contracts and Grants internal processes 2. Year End Processing and Closing 3. Accounts Payable Process (Quick Reference Guide) 4. Budget Cycle 5. Parking and Transportation 6. University Relations

9 7. VP1 8. Mail Services processes 9. Payroll process Progress Measurement: (1 9) Completed document with recommendations Responsible Individual: Ruben Chavira Target Completion Date: (1) Mar 2008 (2) Jun 2008 (3) Jun 2008 (4) Aug 2008 (5) Apr 2008 (6) May 2008 (7) Apr 2008 (8) Jul 2008 (9) May 2009 Goal #4 Creation of a vehicle for the measurement of Customer service levels for the Special Projects Department. 1. Create a survey form to be distributed at the end of Compliance Review conducted across campus 2. Create a comprehensive review for the Trainings that will be administered which will allow the Special Projects accounting team to continually improve services. Goal #5 Progress Measurement: (1 & 2) Completed survey and review Responsible Individual: Ruben Chavira Target Completion Date: (1 & 2) Jun 2008 Facilitate the enhancements and publish a new Financial Services Web site 1. Work with the Financial Services departments to update individual web pages

10 2. Together with IT propose a new easy to use format for the web page Progress Measurement: (1 &2) Completed webpage Responsible Individual: Ruben Chavira/Dan Clouse Target Completion Date: (1) May 2008 (2) Oct 2008