University of Florida Business Process Census

Copyright © 2013 by ScottMadden. All rights reserved.

University of FloridaBusiness Process Census

Information Session

April 2013


Business Process Census Background and Purpose

Background

The University community is working together to support the initiative to move UF to top ten status; as such we are interested in understanding what is needed to effectively manage the administrative requirements of the institution

The University has undertaken several efforts to help evaluate key business processes

The Office of the Chief Financial Officer is launching the UF Business Process Census as the next step in increasing that understanding

Purpose

Gain input from front-line employees who fulfill administrative roles on campus by better understanding the complexities of their day-to-day tasks and responsibilities within targeted functions:

— Human Resources— Fiscal and Budgeting— Contracts and Grants— General Administrative

Use results of the census to:— Help shape business process improvements that are campus-wide— Support a college’s efforts if it chooses to implement shared services— Identify creative ideas to help support administrative functions in human resources, fiscal management, and grants

administration

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Business Process Census Approach

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Select Sample Population

Define Work Activities

Communicate and Set

Expectations

Configure and Test Census

Tool

Deploy Census / Send

Reminders

Tabulate, Analyze, and

Report

Identity sample colleges/departments/units that are representative of the University on the whole:

9̶ Heavy research9̶ All teaching and

limited research 9̶ Mix of teaching

and research9̶ Administrative

function(s) Determine

departments/units and colleges that fit within the strata

Evaluate employee headcount and volume of administrative transactions to finalize selection

Create functional work activity list and validate with subject matter experts related to:

9̶ Human Resources

9̶ Fiscal and Budgeting

9̶ Contracts and Grants

9̶ General Administrative

Communicate initiative to the deans and department/unit heads of selected population

Meet with department/unit heads to discuss plan and timeline

Identify employee names and titles, remove those that appear outside of scope, and validate list with departments/units

Conduct information sessions for employees

Load activity list and test results

Send census invitation (email link to each participating employee)

Send reminders to complete census within expected timeframe

Collect data Tabulate work

activities accomplished by participating staff

Delineate the nature of the work performed, specifically transactional activities in each function

Identify business process areas for further investigation


Business Process Census Timeline

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ActivityMar Apr May

3/11 3/18 3/25 4/1 4/8 4/15 4/22 4/29 5/6

Meet with department chairs / unit heads

Finalize work activity list

Conduct department information sessions

Deploy census

Compile data, analyze results, and create final reports


How Does the Census Work?

The tool uses a tiered activity structure to prompt respondents to allocate time. An overall list of activities is available as a guide as are descriptions of each activity for reference. The following example shows how respondents progress through the census:

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Select Functions; Allocate

Time

Select Tier 2

Activities; Allocate

Time

Allocate Time for Tier 3

Activities

Select Tier 1

Activities; Allocate

Time

Step 1: Step 2:

Step 3: Step 4:

Respondents are directed to drill down within the activities they select and continue to allocate their time across detailed activities.


How Does the Census Work? (Cont’d)

Key features to note within the census are highlighted below:

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Click on notes to view additional clarifying information

Click link to view or print entire activity list

Navigate through census; save at any time and restart later

Return to Fiscal Home Page at any time


How Does the Census Work? (Cont’d)

We recommend that you print an activity list prior to entering your time in the census. A link to the activity list can be found on every page of the census as well as in the census invitation you will receive.

Below is an example excerpt of the Fiscal Services activity list.

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a. Prepare/assemble/gather paperwork for vouchers (small purchase <$5,000, personal reimbursements, etc.)b. Enter vouchers into PeopleSoft (or relevant system)c. Scan invoice (documentation) into PeopleSoft (or relevant system)d. Approve voucher in PeopleSoft (or relevant system)e. Initiate/Approve payment to vendorf. Process payment to vendor

B. Requisitions/Purchase Orders/MyUF Market a. Prepare/assemble/gather paperwork for requisitionb. Enter purchase requisition into myUF Market (or relevant system)c. Prepare/assemble/gather paperwork for myUF Market ordersd. Approve purchase requisition in myUF Markete. Enter purchase order against requisition in PeopleSoft (or relevant system)f. Enter receiving into PeopleSoft (or relevant system)g. Scan invoice or relevant documentation into PeopleSoft (or relevant system)h. Initiate/Approve payment to vendor in PeopleSoft (or relevant system)a. Make travel arrangements (Domestic)b. Make travel arrangements (Foreign)c. Travel Authorization (Domestic) - Prepare/assemble/gather paperwork for travel authorizationsd. Travel Authorization (Domestic) - Enter travel authorizationse. Travel Authorization (Domestic)- Approve travel authorizationf. Travel Authorization (Foreign) - Prepare/assemble/gather paperwork for travel authorizationsg. Travel Authorization (Foreign) - Enter travel authorizationsh. Travel Authorization (Foreign) - Approve travel authorizationi. Process cash advances in myUFLj. Expense reimbursement (Domestic) - Prepare/assemble/gather paperwork for expense reimbursementk. Expense reimbursement (Domestic) - Enter expenses for reimbursementl. Expense reimbursement (Domestic) - Approve expenses for reimbursementm. Expense reimbursement (Foreign) - Prepare/assemble/gather paperwork for expense reimbursementn. Expense reimbursement (Foreign) - Enter expenses for reimbursemento. Expense reimbursement (Foreign) - Approve expenses for reimbursementa. Prepare/assemble/gather paperwork for new vendor set-up or edit

Tier 3Tier 1 Tier 2

D. Vendors

A. VouchersAccounts Payable - This section includes informal and formal efforts dedicated to financial transactions including vouchers, requisitions/purchase orders, sole source justification, UFmarket and shopping cart management, travel authorizations, vendors, P-cards, expense reporting for domestic and international reimbursements, and UFF expenditures.

C. Travel (includes making travel arrangements and preparing/assembling/gathering paperwork for travel authorizations/vouchers and expense reporting)


Why Use the Business Process Census Tool?

The tool provides an efficient way to gain insight into the University’s administrative functions.

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• Information can be collected from employees involved with a function or across functions in a short time

• Time required from each respondent ranges from 15-30 minutes to complete the census, dependent on breadth of responsibility

Efficiency

• Validation rules within the tool are used to ensure that respondents provide time for all activities that are selected

• Additional validation occurs once the data is captured, to ensure all responses total a full or part-time FTE as appropriate

Validation

• Data provides insight into key administrative functions and assists in identifying overall business process improvement opportunities

Insight


Business Process Census Informational Website

All participants will be invited to attend an information session. Within this invitation will be a link to an informational website, containing an overview, frequently asked questions, key dates, and a census link.

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Business Process Census Informational Website (Cont’d)

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Next Steps Conduct remaining information sessions

Send census invitation to all participating employees on Tuesday, April 9th

Receive email invitation

Print census activity list and review details

Allocate time across activities (can be completed in one or more sittings)

Receive reminder notification (if applicable)

Save and submit the census by Tuesday, April 23rd

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Documents

University of Florida Business Process Census