SACL Matrix Update March 5, 2015 Student Affairs and Campus Life - - PowerPoint PPT Presentation

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SACL Matrix Update March 5, 2015 Student Affairs and Campus Life - - PowerPoint PPT Presentation

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SACL Matrix Update March 5, 2015 Student Affairs and Campus Life Matrix Workgroup Outline Introduction Human Resources Update Phase One: Human Resources Approach and Financial Operations Current Status UMPD,

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Student Affairs and Campus Life Matrix Workgroup

March 5, 2015

SACL Matrix Update

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2 Student Affairs and Campus Life Matrix Workgroup

Outline

  • Introduction
  • Phase One: Human Resources

and Financial Operations

  • UMPD, Wellness Cluster and

Technology

  • Goals
  • Guiding Principles
  • Financial Operations

Update

  • Approach
  • Current Status
  • Preliminary Findings
  • Next Steps
  • Human Resources Update
  • Approach
  • Current Status
  • Preliminary Findings
  • Next Steps
  • Summary
  • Next Steps
  • Timelines
  • Question Period
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3 Student Affairs and Campus Life Matrix Workgroup

Goals and Guiding Principles

  • The two essential goals of this planning effort are to:
  • Examine the “what, who, how and why” related to managing SACL Financial

Operations and Human Resources; and…

  • Make recommendations for performing all related functions as well as possible

across the division.

  • Six guiding principles inform this effort:
  • Accuracy of data used to inform management decisions
  • Application of consistent processes and tools
  • Timeliness and efficiency coupled with suitable controls
  • Flexibility and shared resources
  • Compliance with related policies, best practices and governing laws
  • Capacity and competence to be successful
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Student Affairs and Campus Life Matrix Workgroup

Financial Operations

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5 Student Affairs and Campus Life Matrix Workgroup

Approach

  • Function & Resource Review - Completed
  • Identified a list of common SACL business functions. Examples include

procurement, accounting, budget support and cash management.

  • Identified and interviewed 25+ staff members who perform business functions

to assess the services provided and existing resources available to perform them.

  • Customer Feedback - Completed
  • Identified and interviewed 20+ business function customers, to look for

common themes. For example, what is working and what is not.

  • Data Analysis - In Progress
  • Collecting and evaluating data to help illustrate the scope and scale of business

transactions in the different areas of SACL. For example, how many purchase

  • rders are processed for each area.
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6 Student Affairs and Campus Life Matrix Workgroup

Resource Review

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7 Student Affairs and Campus Life Matrix Workgroup

Customer Feedback - Common Themes

  • Examples of “what is working”
  • Business support staff is knowledgeable and good at

problem solving

  • When they exist - written processes/procedures
  • Having specific contacts and defined responsibilities
  • Examples of “what is not working”
  • Many processes are overly complicated
  • Inconsistencies with training, instruction, process and

systems

  • Insufficient written policies/procedures
  • Some transactions take too long
  • Communication (e.g. not knowing status of transactions)
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8 Student Affairs and Campus Life Matrix Workgroup

Data Analysis Example: No. of PO’s & ProCard Transactions (FY14)

1,980 7,499 1,175 3,440 559 1,163

1,000 2,000 3,000 4,000 5,000 6,000 7,000 8,000 PO ProCard ResLife SE & Advoc All Other

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9 Student Affairs and Campus Life Matrix Workgroup

Finance Next Steps

  • Complete data analysis – quantitative

(PeopleSoft) & qualitative (interviews)

  • Generate a list of findings
  • Identify preliminary recommendations
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Student Affairs and Campus Life Matrix Workgroup

Human Resources

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11 Student Affairs and Campus Life Matrix Workgroup

Approach

  • PHASE I
  • Identify and prioritize the HR functions for assessment.
  • Decide relevant criteria to measure data collection processes.
  • Identify employees with HR responsibilities, including backups, for each function.
  • Review data to determine consistencies and inconsistencies.
  • PHASE II
  • Review and compare current HR related job descriptions by department.
  • Determine HR employees that are already sharing HR services.
  • Discuss workload, staffing, procedure problems, and policy concerns.
  • Create a master calendar of HR functions to see peaks and valleys in workload by department.
  • PHASE III
  • Identify annual periods/cycles when increased volume of work may require shared approach to

completing work in a timely manner.

  • Process will be determined during preparations for roll-out/implementation (March – June).
  • Review ongoing changes to current systems by central HR.
  • Request feedback from departments regarding HR services.
  • Recommend an HR MATRIX formation based on data, findings, and feedback.
  • Ensure compliance with central HR policy and procedure.
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12 Student Affairs and Campus Life Matrix Workgroup

Approach – Human Resources Functions

1. Timekeeping 2. Searches & Recruitments 3. Hiring Process 4. On-boarding/Off-boarding

  • 5a. Staff Training
  • 5b. Staff Development
  • 6. Personnel Actions
  • 7. Position Descriptions
  • 8. Performance Review Management
  • 9. Labor Relations

10. Administrative

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13 Student Affairs and Campus Life Matrix Workgroup

Preliminary Findings – Template (Functions)

  • MISSION STATEMENT
  • DEFINITION OF FUNCTION
  • EVALUATION PROCESS
  • FINDINGS
  • Current Landscape:
  • Number:
  • Systems Used:
  • Policies Followed:
  • What is working:

1. 2. 3.

  • Current Challenges:

(complications; obstacles)

  • NEEDS

1. 2. 3.

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14 Student Affairs and Campus Life Matrix Workgroup

Shared HR Resources

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15 Student Affairs and Campus Life Matrix Workgroup

Function Analysis - Example

x-axis: volume y-axis: capacity

CFW CFW; SE Students CFW; RL SE Students CFW; RL Low Normal High Low Normal High Low Normal High Low Normal High

High Normal Low High Normal Low High Normal Low High Normal Low

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16 Student Affairs and Campus Life Matrix Workgroup

HR Next Steps

  • 1. Complete analysis of collected data.
  • 2. Review ongoing changes to the current Central HR systems.
  • 3. Request additional feedback from departments regarding HR

services.

  • 4. Develop preliminary recommendations.
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17 Student Affairs and Campus Life Matrix Workgroup

Next Steps and Timelines

  • By the end of March
  • Frame preliminary recommendations regarding related practices,

processes and structure

  • Review these with SALT, and revise as needed
  • During April
  • Solicit SACL feedback on preliminary recommendations (open

meeting)

  • Finalize recommendations for SALT approval
  • April through June
  • Prepare for rollout of the SACL Matrix
  • July 1
  • Implement the SACL Matrix
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18 Student Affairs and Campus Life Matrix Workgroup

Questions?

For other questions about the HR Matrix contact: Carol Forman – cforman@umass.edu Colette Nadeau – cnadeau@umass.edu For other questions about the Finance Matrix contact: Thomas Szumita - tszumita@umass.edu Liz Brown – lizbrown@umass.edu