Business and Finance Division
Business Process Redesign
9/28/04 Notes
Attendees: Bill Gauthier, Bob Watkins,
Stephanie Rooks, Tricia Durrough, Mark
Gerspacher, Dan Lewis, Robin Mullinix, Jerry Mock
- The
meeting commenced at 1:30 p.m.
with a presentation by Mark Gerspacher and Christy
Anderson for the Facility and Grounds BPR of the Plant
Allocation Process. Other team
members in attendance were Wanda Williams
and Tim Cannon.
The BPR targeted this process
- Due
to the misleading perception of account balances and
- The
non-value added steps that were implemented for reconciliation to F&G
expenses. F&G personnel
currently spend four days per month reconciling accounts.
The solution that was recommended was
to run the Plant Allocation at the end of the year rather than the end of each
month. Concerns over inaccuracies in
Auxiliary Enterprises expenses were allayed by the recommendation of a monthly
journal entry. Mark reported that Columbus State University
had similar problems with their version of People Soft and adopted this
practice.
Bill suggested that a task force be
formed with Mark Gerspacher, John Roesser, Robin
Mullinix, Christy Anderson and Tricia Durrough to review these recommendations. He did not want to reconcile a problem in
which the solution compromised Accounting procedures.
- Though
no additional activity was reported on the Time and Attendance BPR, Bill
helped to clarify what was required.
Two committees
needed to be formulated for this project:
- Stephanie
was to lead one committee that will explore what kind of Time &
Attendance system to select. A
report would be required at the end of the year.
- A cross
functional campus committee was required to examine the internal issues
of a Time & Attendance system.
Jerry added that some of his Black
Board customers are using Time & Attendance systems and may be a good
resource for comparison. Stephanie
reported that Kennesaw
State was using the Kronos Time & Attendance system.
Bob questioned what was driving
this change. Stephanie pointed out that
the present system was inefficient. Bill
stated that the present data was inconsistent and with the current technology
that is available, we shouldn’t have to be writing manual time sheets.
Jerry said that this might be
perceived as a “trust” issue when in fact it is a technology issue. We should all be cognizant of this when
presenting this to our personnel.
- Bob
stated that the Return-to-Work BPR would be presented at the next meeting.
- Dan
presented a report on customer satisfaction measurements based on his
meetings with the directors over a two-week period. The general consensus of the directors was
to take individual measurements of each Business & Finance area rather
than trying to measure all of them with one measurement. The measurements could be staggered over
two- or three-year basis ensuring that all areas received feedback within
a three-year period.
Bill recommended that Mike, Tricia,
Robin, Stephanie and Dan meet separately to develop a core measurement and
design for the surveys. This meeting
was established for Monday, 10/4/04. All surveys should be administered and
completed by May 1st in order to incorporate the results into the
annual reports.
Customer satisfaction of department
websites was also reviewed and resulted in Bill assigning Mark, Robin and Jerry
to evaluate and make recommendations for improvement.
- PBX
System – Phone installation is ongoing with Aycock
Hall and Facilities & Grounds to convert this weekend.
|
Core Business Process
|
Originating Department
|
Team Leader/Members
|
Project Status
|
|
Time and Attendance
|
Human Resource
|
Stephanie Rooks
|
-Met with Kronos T&A representatives
-Funds budgeted
-Develop committee to
review generic issues
|
|
Document Management
|
Business and Finance
Division
|
Tricia Durrough/ Stephanie Rooks (Robin Mullinix)
|
Ongoing
|
|
Budget Management Systems,
reporting (Columbus Model)
|
Budget
|
Mark Gerspacher (Tricia Durrough)
|
Ongoing
|
|
Civil Operating Procedures
for Students (COPS)
|
Public Safety
|
Tom Mackel
|
Target
Date – 1/2005
|
|
P-Card
|
Purchasing
|
Tricia Durrough
|
Yes
|
|
Program Management
|
Campus Planning &
Facilities
|
Lynn Agan
Danny Duke
Lee Jones
Tim McWhorter
Lilly Nixon
Ricky Watts
|
In progress:
met twice, presentation ready, presentation need criteria for judging
|
|
Budget Process - Plant
Allocations
|
Campus Planning &
Facilities
|
Bob Watkins
Christy Anderson
Tim Cannon
Mark Gerspacher
Wanda Williams
|
In progress: met twice, presentation ready.
Presentation made 9/28/04.
|
|
Return to Work Process
|
Campus Planning &
Facilities
|
Bob Watkins
Patti Stilson
Theresa-Jablecki-Kriel
|
In progress: met twice, presentation ready.
|
|
Core Business Process
|
Originating Department
|
Team Leader/Members
|
Project Status
|
|
Chemical Management
|
Campus Planning &
Facilities
|
Theresa-Jablecki-Kriel
Campus Safety Committee
|
Safety
Committee has met.
|
|
PBX
|
Auxiliary/ITS
|
Jerry Mock/John Stogner
|
Implementation
in Sanford, UCC, Adamson, Richards & Food Services scheduled for 9/10/04.
|
|
Higher One
|
Auxiliary/Budget Services
|
Jerry Mock/Mark Gerspacher
|
Evaluation/assessment
|
|
Meal Plan Registration
|
Auxiliary/ITS
|
Jerry Mock
|
-Under
evaluation
|
- The next
meeting is scheduled for 10/13/04
at 1:30 p.m.
- The
meeting adjourned at 3:30 p.m.
dl
