Shared Services Implementation Project Updates

Shared Services Implementation Project Updates February 2015

Project Updates Shared Services Implementation Plan April 2015 Implementation Timeline Faculty and Staff engagement Workforce Transition Staffing the SSC Future Staff activities Training overview Unit Readiness Preparing for reorganization Support & training Leadership sign-offs 2

Shared Services Implementation Plan The first set of Shared Services Center (SSC) processes transitioned to the SSC on August 4, 2014 In January 2015, the AST executive sponsors and project leadership confirmed the approach and timing of the winter 2015 transition The next set of processes planned for the SSC are targeted to transition in April 2015 Accounts Payable (AP), Accounts Receivable (AR), Human Resources (Benefits & Data Management) August 2014 Statement of Activity Reconciliation (SOA), Travel & Expense (T&E), Accounting Customer Service, Time & Leave Administration (T&L), Employment Processing (I-9s) April 2015 3

April 2015 Implementation Critical Path Timeline Target dates January February March April May June Key Dates Future staff Target Move-in SSC Target Winter Implementation Unit Readiness Retained Org. Design Phase Interchanges and Training Retained Org. Implement Phase SSC People Readiness FTM engagement activities Hiring Leadership Sign off Training Technology Build, test and implement Management Reports Campus Engagement Build and Test SSC Service Management Update Partnership Agreement 5

April 2015 Implementation Faculty and Staff Engagement Two open faculty forums were held fall 2014 on Central and North campuses Upon request, several school/college specific faculty engagement meetings were held in addition to the two open faculty meetings Six staff process sharing sessions were held fall 2014 on Central and North campuses Processes discussed include Statement of Activity (SOA), Accounting Customer Service, Time & Leave Administration (T&L), Employment processing (I-9s), and Travel and Expense processing (T&E) Each college, school/vp unit developed and led its own process for high-level feedback The Unit Transformation Services (UTS) team created a summary report of faculty and staff feedback received from units and open forums in November and December of 2014 The AST Community Engagement site was also available for direct feedback from faculty and staff Actions were taken to address any major concerns 6

SSC Workforce Transition Staffing the SSC Over 30 Future Team Members moved early to the SSC 145 people are working at the SSC currently Most future SSC staff will remain in their current jobs until their target move-in date in April 2015, although some may transition early SSC open positions are posted on umjobs.org. The interview and selection process for those positions will follow standard university practice 8

SSC Workforce Transition Future Staff Activities Meeting with the SSC executive director, teams, and supervisors Participating in team building activities Getting involved in SSC committees Attending forums/meetings Engaging in training programs 9

SSC Workforce Transition Training Overview Training Training Training Training Getting Started e-learning Classroom On the Job Foundational training customized for each SSC functional area: key concepts, terminology, a day in the life, systems overview; email and published on portal (self paced) Self-paced coursework available to staff prior to and after deployment Just in time classroom training will cover business processes, systems used, working in the SSC Hands on, on-the-job training one to five weeks prior to go live and ongoing 10

Unit Readiness Preparing for Reorganization In September 2014, process sharing sessions were held on campus to share and collect feedback on the processes targeted to move to SSC in April 2015 In November 2014, process mapping examples from the unit perspective using lean methodologies were presented to Unit Representatives In January 2015, Unit Representatives received templates to aid faculty and staff in unit readiness In January 2015, pre training program, called Getting Ready was sent to colleges/schools/vp units for each process In February and March 2015, unit training is taking place 12

Unit Readiness Support & Training Pre - Training Pre - Training Pre - Training Training Process Sharing Sessions Deeper Dive Process Mapping Getting Ready Program Instructor-Led Share and provide feedback on the processes targeted to move to SSC in the Winter 2015 Value stream mapping to explain how to document the current state of a process, create a value stream map; and begin future state design. Create sample future state design to share with all units Foundational information: key concepts, terminology, process overview; email and published on AST UTS CTools and AST project website (self paced) Instructor-led presentations (multiple offerings), recorded and published for later viewing Presentation materials, recordings and additional resources are available on the AST UTS Joinable CTools site 13

Unit Readiness Leadership Sign-Offs Purpose of leadership sign-off is to demonstrate that units are equipped and ready for go-live UTS will provide leadership sign off template Unit reps are responsible for ensuring leadership sign-off 14

Resources AST Project Website Shared Services Newsletters Services for Units SSC Website SSC Communications and News AST UTS CTools site (joinable site) Log into https://ctools.umich.edu/gateway/ Click on membership Click on Joinable Sites Search AST UTS Click Join 15