Business and Finance Division

Business Process Redesign

1/28/04 Notes

 

 

Present:  Bill Gauthier, Dan Lewis, Tom Mackel, Jerry Mock, Robin Mullinix,

               Cathy Osborne, Stephanie Rooks, Mike Renfrow, Kay Shirey  

 

 

Action Taken:

 

Mr. Gauthier opened the meeting at 10:00 a.m. by reviewing the Executive Summary of the BPR that was completed in May 2001.  Following, is a review of the tables that list the core processes that were identified, the items that were completed, and any additional action that is necessary for unresolved items.  

 

TABLE 1:       Purchasing/Accounts Payable/Disbursements

 

• All items are considered complete with the exception of Item 5 which is considered ongoing.

 

TABLE 2:       Budgeting

 

• Item 1 – Departments cannot enter their own budget information due to the absence of an amendment module.
• Item 4 – New budget forms were amended for PeopleSoft on the website.  The “Electronic Signatures” form needs to be implemented.
• Item 5 – Table issues are different between CUFA and PeopleSoft due to the absence of an amendment module.

 

TABLE 3:       B&F Website

 

• All items need updating.
• Item 3 – Survey users were generally positive about the content but negative about the navigation.

 

Jerry expressed concern about the difficulty in accessing Auxiliary Services (e.g. Campus Calendar) from the campus website.  Robin mentioned that the “portal” being implemented by IT may resolve the problem.  Mr. Gauthier stated that he would discuss this with Dr. Hynes. 

 

 

 

 

 

 

TABLE 4:       Technology Assessment

 

• Item 1 – Technical baselines need updating.
• Item 3 – Needs updating.
• Item 4 – Ongoing.
• Item 5 – Needs updating.
• Item 6 – Needs updating
• Item 7 – Completed
• Item 8 – Ongoing.

 

TABLE 5:       Payroll and Benefits

 

Benefits Billing

 

• The Benefits Administration Module was never released.

 

Flex Spending

 

• Item 1 – 3 Completed.

 

Employing Faculty

 

• Items 1 – Human Resources to hold information sessions to improve communications.
• Items 2 – 4 Completed.
• Item 5 – Needs to be addressed.
• Item 6 – Needs to be addressed
• Item 7 – Benefits summary is on website.
• Item 8 – HRMS training no longer offered.  User and Acceptance training will be conducted in March.

 

TABLE 6:       Parking Services

 

Appeals Process

 

• Items 1 and 2 are complete.
• Item 3 – The Appeal Filing Process can be deployed from the web but it only interfaces with Banner when placing “a hold”.

 

Fine/Meter/Decal Processing

 

• Completed

 

 

Fine Collection

 

• Item 1 – Incomplete.  Payment was expanded to the Cashiers thus making it available at two locations.  Efforts in finding methods to pay via the web have been hampered due to roadblocks in federal regulations and software.

 

Decal Registration and Distribution

 

• Item 1 – Awaiting decision from the University Matters Committee.
• Item 2 – Incomplete.
• Item 3 – Fees are collected in two locations but decals are only issued in one.  There was additional discussion on selling the decals in dormitories on “move-in” days at the beginning of each semester.

 

TABLE 7:       Asset Management

 

• Items 1- 4 Completed. 
• Item 5 - Acceptable but issues remain.

 

TABLE 8:       Facilities Web site

 

• All items completed

                                                                                        

The next meeting is scheduled for February 11, 2004.  Mr. Gauthier advised that the staff should:

 

• Review the “ranked” listing of the 74 core processes.
• Determine what processes need to be added.
• Review the two goals and objectives of the 2001 effort and be prepared to discuss.

 

 

The meeting adjourned at 11:50 a.m.