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 made by the Mark Gerspacher and Christy Anderson for the Facility and Grounds BPR on Budget Process.  Other team members in attendance were Wanda Williams and Tim Cannon. 

The BPR targeted the non-value added steps that have been implemented by Facilities and Grounds in order to monitor the balance in their accounts on a monthly basis.  After charting the steps to the process and benchmarking with Columbus

•  Tom mentioned that the intent of the COPS BPR was to review the current methods that are associated with campus arrests.  When an arrest occurs, we process it with Carrollton law enforcement and then have to contact Carroll County law enforcement.  He thought that this would be a worthwhile process to review and improve efficiencies.
• Stephanie reported that she did meet with Kronos representatives earlier this summer regarding the current Time and Attendance process.  Kennesaw State University is currently using this system and has made some modifications.  Mark added that funding has been budgeted.  Mr. Gauthier instructed her to establish a committee to explore this method and determine the generic issues involved on campus with appropriate resolutions.  No immediate target date for completion was established.
• Bob indicated that at least one BPR (Budget Process – Plant Allocation) would be ready for presentation at the next meeting.  Bob also submitted the attached criteria for determining an award.

• PBX System - Jerry reported that a contract was signed with Bell South to hire a full-time person for implementation scheduled for 9/10/04.
• Dan suggested that all processes under review be charted by the teams.  Jerry mentioned that the charting may be more “decision” related for some and “task” related for others.
• Jerry also suggested that the Process Table be modified to include Project Status.

 

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
Core Business Process	Originating Department	Team Leader/Members	Project Status
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,
Return to Work Process	Campus Planning & Facilities	Bob Watkins Patti Stilson Theresa-Jablecki-Kriel	In progress: met twice, presentation ready,
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	Debugging

 

• Mr. Gauthier specified that the each process under review had potential and that the teams should identify cost implications, cost savings, efficiency issues and break even points
• Dan reviewed the remaining items on the agenda regarding team and meeting requirements and questioned what methods the committee had considered for measuring customer satisfaction.  Bob reviewed the survey methods that Facilities and Grounds has deployed, but also indicated there was room for improvement.   Mr. Gauthier instructed Dan to meet with each department prior the next meeting and develop succinct questions and methods for assessing customer satisfaction efficiently.
• Jerry commented on the problems they have had in the past in getting students to participate.  Robin mentioned that one of the overall goals was to use the portal to channel information to the students.  Robin demonstrated accessing the portal and reviewed several options that are available for students, faculty and staff.
• The next meeting is scheduled for 9/28/04 at 1:30 p.m.
• The meeting adjourned at 3:00 p.m. 

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