Business & Finance Division

BPR Notes

February 23, 2005

 

Steering Committee:      Patsy Barr, Patricia Durrough, Bill Gauthier, Dan Lewis, Tom Mackel, Jerry Mock, Robin Mullinix, Cathy Osborne, Mike Renfrow, Stephanie Rooks, Bob Watkins

Guests:                         Matt Jordan, Sandra Neuse

 

1. The meeting started at 10:00 a.m. with a BPR presentation by Theresa Jablecki-Kriel on Chemical Management.  The BPR focused on the current process for hazardous material disposal and the steps that are administered by RM/EHS to ensure compliance.  The recommendation of this committee was to place the responsibility of inventory and waste identification on the generator of the waste by utilizing a web-based manifest and labeling software. Although it is estimated that such software may increase the generator’s labor by 15 minutes, it would reduce the RM/EHS labor by 5 hours per pick-up request.  Transferring responsibility to the generator would also help to ensure compliance with EPA/EPD regulations.

 

Although larger institutions within the University System of Georgia (e.g. University of Georgia, Georgia Tech, Medical College of Georgia) have such programs, they are in the developmental phase and their needs differ.  RM/EHS contacted Onsite Systems, who estimated a price of $15,000 to RM/EHS that will modify the program currently in use at the Medical College of Georgia with maintenance fees at $1,200 per year.

 

Bill Gauthier questioned Sandra Neuse if any USG institution has been audited and if so, was any in violation?  Ms. Neuse confirmed that several institutions have been audited with Columbus State, Georgia Southern and UGA receiving penalties.  Mr. Gauthier added that in 2001, chemicals were purged causing us to jump from a small generator (220-2,200 lbs.) status to a large generator.  Mr. Gauthier thought that the Onsite System option made the most sense but wanted a separate meeting (Theresa, Mike Renfrow, Patsy Barr, and Sandra Neuse) to review the ramifications.

 

Mike Renfrow suggested that we develop a regional approach to this process.  Ms. Neuse indicated that the BOR already provides support and encourages all institutions to have a chemical management system.  Mr. Gauthier suggested that the BOR evaluate the Onsite Systems program.

 

2. Division BPR efforts completed:

 

 

3. Division BPR efforts in process:

 

Core Business Process	Originating Dept.	Team Leader Members	Project Status
Georgia Oglethorpe	Campus Planning & Facilities	Mike Renfrow Lynn Agan, Theresa Jablecki-Kriel, Dan Lewis, Bob Watkins	- Application submitted 12/17/04 - Performance measures being reviewed. - Presentation for 1/26/05 - April site visit pending review from GA Oglethorpe Assessment Team
Time and Attendance	Human Resource	Stephanie Rooks	- Met with Kronos T&A representatives - Funds budgeted - Develop committee to review generic issues. - To be addressed at CBO meeting on 3/3/05.
Document Management	Business and Finance Division	Tricia Durrough/Dan Lewis Patsy Barr, Robin Mullinix, Stephanie Rooks, Bob Watkins	- 12/15/04:  Mr. Gauthier suggests that the committee meet and make recommendations & develop a report.  2nd part is to address electronic management. - 2/14/05:  Committee met with IRP representative, Tara Pearson, to discuss record retention procedures and BOR guidelines. -2/23/05:  See below.
Hiring Process	Public Safety	Tom Mackel	- 2/23/05:  New BPR item
Budget Management Systems, reporting (Columbus Model)	Budget	Tricia Durrough	- 12/15/04:  Mr. Gauthier stated that this is totally dependent on OIIT.  He plans to follow-up with William Bowes on 3/3/05.
PBX	Auxiliary/ITS	Jerry Mock/John Stogner	- Conversion completed 12/15/04
Higher One	Auxiliary/Budget Services	Jerry Mock	- 09/28/04:  Evaluation/assessment - 10/13/04:  Evaluation/assessment
Meal Plan Registration	Auxiliary/ITS	Jerry Mock	- 10/13/04: Evaluating

 

4. Document Management:  Committee met with Tara Pearson on 2/14/05 to review record retention schedules and electronic storage equipment.  Mr. Gauthier suggested that a consolidated process be defined for inventory, purging, and disposal of documents.  The plan must also include both hard copies and electronic storage.  He asked Dan Lewis to help coordinate.

 

Bob Watkins reported that he met with American Document Securities (ADS) representatives and will be planning a visit to their facility to review both filing and destruction methods.  ADS is supposed to provide him with a proposal for recyclable paper but he is hesitant as the current vendor, GBA, does it at no cost.

 

5. Customer Satisfaction Assessments:  Reports from area directors are to be reviewed by Mr. Gauthier prior to being published on website in March 1, 2005.

 

 

6. Discussion on format to evaluate and identify cost savings from BPR and determine our direction was tabled until our next meeting.

 

7. Adjournment.