Shared Services

168 HDL Center

Phone: 740-597-3165

Fax: 740-597-3166

Objective of Shared Services

Shared Services will make processes hyper-efficient and focus on customer service.

Service Level Agreements

A key factor in making Shared Services successful and improving services is establishing service level agreements.  A service level agreement is a contract between shared services and the customer which identifies services that will be performed, processing times, requirements of the customer, contact information and an escalation process.  These are collaborative documents created by both by the Shared Services Center and the customer.  Check back to see examples and to view some of our completed service level agreements.

VPFA Announces Organizational Changes 

The following organizational changes are announced, effective July 1, 2008:

Payroll & Accounts Payable

In accordance with our implementation of Shared Services, Payroll and Accounts Payable will be reporting to Mark Hopton, Assistant Vice President, Finance and Administration.  As has been communicated, Shared Services involves the consolidation and redesign of business processes into standalone service centers. Accounts Payable and Payroll are a natural fit for the SSC organization due to their transactional nature.  The sole objective of these Shared Services centers is to deliver the optimum in cost-effective, high quality services.  The business process re-engineering will begin immediately. 

This reporting change will not affect current points of contact in the AP or Payroll departments.

Organizational realignment is a natural step in the evolution of our Shared Services organization.  Over the course of the next 4-6 weeks, the Shared Services project team will be looking at the current state of payables and payroll processing, throughout the university, building a baseline benchmark and begin mapping and re-engineering processes to gain efficiency and standardization.  The goal is to become hyper-efficient in transactional processing.  This is the first step at gaining efficiency in these processes.  Questions regarding this reorganization may be addressed to Mark Hopton at 597-3269.   

As part of the organizational change, the Accounts Payable department has relocated to 9 Factory Street.

Announcing Workforce Time Clock Expansion

A recent development in the Shared Services environment is the expansion of the use for an automated time reporting system in the Heating Plant.  The Workforce project has re-engineered the process for hourly time reporting.  Under the guiding principles of the Shared Services environment, the project team worked collaboratively to re-engineer the time reporting process to provide increased service levels and streamline the process.

The process gives department managers more time to focus on value-added activities and has not resulted in any headcount reduction.  The Workforce project has reduced paperwork, provided on-line visibility to reports, and eliminated exceptions from managing the process.

With the successful efforts of the project team, OHIO University has begun its process re-engineering under Shared Services.  As you may recall, the goal of a Shared Services organization is to improve service levels and make processes hyper-efficient by eliminating redundancies and non-value added activities. The Workforce implementation is a successful example of how Shared Services will impact OHIO University.

Look for more information on how Shared Services is benefiting OHIO.

CURRENT PROJECTS:

Organization Design

Finance and Administration is working on the future state organizational design for the division.  This process will align VP Finance and Administration resources with the Shared Services organization.  The purpose of this effort is to improve processes, as well as customer service and permit greater focus on University strategy.

Benchmarking Survey

OHIO University has partnered with Accenture and the Hackett Group to complete the benchmarking study that helped OHIO University review transaction volumes and the percent of effort spent on Procure to Pay, Hire to Retire, Human Resource Administration and Information Technology within each of the departments selected for the survey. 

OhioUniversityBaselineDetails.ppt (1,376 Kbytes)

OhioUniversityExecutiveSummary.ppt (826 Kbytes)

Survey results and information can be viewed by clicking on the above links and entering your oak id and password.

Stakeholder Survey

A stakeholder survey will be completed to identify our current service levels in the areas of Procure to Pay and Hire to Retire will begin in August.  There will be a picnic to kick off the stakeholder surveys which will be held at the Shared Services Center, 9 Factory Street.  Participants will be asked to answer approximately 12 questions.  There will also be an opportunity for participants to provide specific suggestions for customer service or process improvements which may add value.

Management Reporting

A project team led by Gina Fetty has been developing quality and effective management reports that will be distributed across campus.  The project team is currently focusing on executive management reports.  The objective of this project is to create meaningful management reports that will allow them to make more informed and timely decisions.

MANAGEMENT REPORTING PRESENTATION

Travel Process Re-design

Shared Services and Procurement Services have partnered to explore a better way of travel booking and reimbursements for students, faculty and staff.  A major focus of this project is to reduce the administrative effort required to travel and improve the cycle time for the reimbursement process. 

REGISTER FOR CONCUR TRAVEL & EXPENSE WEBINAR

http://www.concur.com/forms/total-webinar.html

(Webinars occur every Wednesday at 2:00pm Eastern Time)

CONCUR PROJECT UPDATE

January 9, 2009

Status:  GREEN

Percentage Completed: 50%

Current Risks:  Travel World and PCard implementation.

Tasks Completed

• Approver list sent
• Technical call completed
• Continued Cliqbook calls
• Continued Expense configuration
• Based on stakeholder feedback, we will not implement pre-trip approval
• Addendum for single sign-on received
• 2 of 3 ARC officers’ information received
• Began testing of expense module.  Compiling Project Action Item List
• Sky Bird Travel demonstration held on January 6
• Conducted overviews with key stakeholders.  Individual sessions will be completed then will do larger group demonstrations
• Interfaces being developed

Issues

• 24-hour travel booking and support

Tasks Not Completed 

• Need remaining ARC officer’s information

Upcoming Tasks

• Continue testing of expense module
• Coordinate communication effort with remaining stakeholders
• Continue building bridge program
• Concur Intelligence Training
• Concur Ad-Hoc Report Training
• Travel World business plan

ITPPPT 
(Information Technology Project Proposal Prioritization Team)

PURPOSE: Review business cases for all Finance & Administration IT projects and make recommendations to Finance & Administration senior staff. The group stays current with capabilities of our major business applications software systems.

TEAM MEMBERS: Julie Allison, Sherry Downs, Joe Fabiny, Matt Gibbs, Tanya Hire, Diane Lucas, Steve Madden, Rich Russell, Brian Thompson, Julie Wilson, Shari Smith, Mark Hopton

ITPPPT PROJECT INVENTORY

MEETING DATE: 1/23/2009 

PROJECT NAME: Employee Self Service

PROJECT DESCRIPTION: Utilize Oracle functionality to enable employee record changes and the electronic delivery of earnings statements.

ITPPPT MEETING SCHEDULE

Send Project Request forms to Mark Hopton at hopton@ohio.edu

ORGANIZATION CHART

Would you like to participate in Shared Services?

If you are interested in participating in a Shared Services project, please contact us by emailing sharedservices.ohio.edu.

Shared Services is currently working with Information Technology to restructure our web pages in an effort to make them more user-friendly.  If you have any suggestions, please email sharedservices.ohio.edu.