Shared Services
9 Factory Street
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 sucessful 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.
The results from the benchmarking survey will be available and posted on the Shared Services site in mid to late August.
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.
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. Stay tuned!
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 webpages in an effort to make them more user-friendly. If you have any suggestions, please email sharedservices.ohio.edu.
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