Operational

Effectiveness at UCSB

OE Mid-Year Review Session & Luncheon

Thursday, January 17th, 2013

Welcome and Introductions Gene Lucas

Executive Vice-Chancellor

[5 min]

What is the Role of OE Currently?

OE Moving Forward…

Provides campus with a formal structure that ties

into system-wide ‘Working Smarter’ initiative

Provides monitoring, oversight, and support for

OE projects initiated over last two years

Provides support and coordination for campus

system projects now managed by A.S. PMO

Provides campus leadership with a forum to

evaluate future topics for OE activity

OE Mid-Year Review Session

Our Purpose Today…

Provide OE leaders, co-chairs, and project leads with an opportunity to take stock of progress, identify issues or challenges, and discuss upcoming milestones

Provide OE Leadership with an opportunity to share comments, input and suggestions on the OE-initiated project plans and activity to-date

Review and discuss the roadmap of upcoming implementation steps associated with OE-initiated projects, and strategize on additional steps that would support effective implementation, as well as campus-wide awareness and readiness for anticipated changes.

INITIATIVES Focus Areas

INFORMATION TECHNOLOGY Streamline IT governance; Adopt one email/calendaring collaboration suite; Outsource student email

SHOPS & FACILITIES Consolidate machine & maintenance shops; Consolidate procurement; Service benchmarking & optimization

TICKETING & EVENTS Consolidate ticketing platforms; Centralize scheduling & calendaring activity

CAMPUS SYSTEMS Campus personnel

Support A.S. PMO in implementation of UCPath and Kronos

CAMPUS SYSTEMS Procurement

Support A.S. PMO in implementation of ‘Gateway’ procurement system & strategic sourcing

CAMPUS SYSTEMS Financial System

Support A.S. PMO in implementation of new Financial System

CAMPUS SYSTEMS E-ESCI and Recruit System

Support Instructional Development and Academic Personnel in implementation of E-ESCI and Recruit System

OE Supported Initiatives

FY 2010 – 11 | FY 2011 – 12 | FY 2012 – 13 |

OE Year 1, 2 and 3 Timeline Overview In

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IT OE Committee

Analysis Outsource Student Email Planning

IT Governance Design IT Governance Implementation

E-ESCI Initial Pilot E-ESCI Expanded

Pilot

E-ESCI Feasibility

Analysis & Planning E-ESCI Pilot

Continued

Office 365 Phase I Planning &

Implementation

Shop Services Committee

Analysis

Machine Shop Consolidation

Planning Machine Shop Consolidation Steps

OE Campus Facilities Planning OE Campus Facilities

Implementation Steps

Ticketing & Events Committee

Survey and Analysis

A.S. Ticketing System

Selection & Planning

AS. Event Calendar Design

A.S. Ticketing System

Implementation

A.S. Event Calendar Pilot

Campus Personnel Committee

Survey & Analysis

Kronos Project Planning

UCPath Project Planning

PMO Set-up Support

Gateway Phase I & II

A.S. PMO Office

• Gateway

• Kronos

• Financial System

• UCPath

One Email/Calendaring Suite

Proposal & Proof of Concept

Student Email

Migration

Connect [Office 365]

OE Mid-Year Review Session

Jamie Sonsini

Office of Information Systems & Technology

[8 min.]

What is Connect? Microsoft Office 365 at UCSB

Services in the Microsoft “cloud”

Services and Support at UCSB

Phase 1 – H1 2013

Phase 2 – To Be Discussed

IT Planning Group

Calendar Work

Group

October 2010

The Road to Here

Report to IT Board

October 2011

Proof of Concept

Group

January 2012

Report to IT Board

July 2012

Connect Phase 1 Connect Users

All-In (Email & Calendaring)

Calendar Only (Just Calendaring)

Cross Calendar

Support

Departmental – Tier 1 Support

Central – Tier 2 Support & Tenant Administration

Phase 1 Connect Features

Contact

s

Calendar

Tasks

Email

Campus Coordination Connect Governance Group

https://it.ucsb.edu/groups/cgg

Connect Technical Coordination Group

https://it.ucsb.edu/groups/ctcg

CONNECTTECH-L Listserver List

89 Subscribed

When Phase 1 is Complete Calendaring

Campus Calendaring/Scheduling Standard

Cross Calendaring

Email

Consolidate OIST Email Services

Available for Others

Support

Expandable Collaborative Support Team

Future Collaborative Services

From Here

WWW.CONNECT.UCSB.EDU

General User Presentations

Technical Presentations

Questions?

IT Governance Update

Gene Lucas

Executive Vice Chancellor

[5 min]

Shop Services

Marc Fisher & Willie Brown OE Campus Facilities

[10 min]

Rod Alferness Science & Engineering Shops

[5 min.]

Campus Facilities

Setting the Stage

Since 2004…

Budget reduction of $4,734,005

Space increase of ½ Million S.F.

UCI is our closest comparison in

space/size, yet have 73 Trades FTE to

our 46 Trades FTE

Campus Facilities

OE Activity To-Date

Consolidated vendor contracts

Strategic Sourcing

Shop Co-Location Opportunity with

Cabrillo Business Park

Operating Budget Proposal & Service

Enhancements Outlined

Deferred Maintenance Plan Outlined

Campus Facilities Highlighted from a recent survey of 50 MSOs

Positively…

“I think overall the services provided by facilities are amazing.”

“I would have to say that I have noticed quite an improvement in the customer service area since last year.”

Yet, 70% of respondents said they were not contacted by a tech within 10 days about the work order status

“You need more techs in the field”

“Survey seems unfair because you don’t have enough techs in the field.”

Operational Effectiveness Initiative

Maintenance Restoration

2013-17

Summary Of Operational Effectiveness Initiative - "Year One" 2013-14 2013-14

(1) Temporary funded and Unfunded Employees $139,000

(2) Restored Building Maintenance $408,592

(3) Restored Custodial Academic Space Appearance Standards. $138,104

(4) Maintenance Supervision $15,000

(5) Window Cleaning $125,000

Totals Of All Programs Year One $825,696

Operational Effectiveness Initiative

Maintenance Restoration

2013-17

Summary Of Operational Effectiveness Initiative – "Year Two" 2014-15 2014-15

(3) Restored Custodial Academic Space Appearance Standards. $222,104

(4) Maintenance Supervision $103,000

(6) Restored Building Preventive Maintenance $589,568

Total of Ongoing Maintenance Programs Year Two $914,672

One Time Cost Year Two

(7) Equipment Upgrades $360,000

Operational Effectiveness Initiative

Maintenance Restoration

2013-17

Summary Of Operational Effectiveness Initiative - "Year Three" 2015-16 2015-16

(2) Restored Maintenance $619,024

(3) Restored Academic Space Appearance Standards $138,104

(6) Restored Preventive Maintenance $265,908

(8) Grounds Field Maintenance and Tree Trimming $100,000

Totals Of All Programs Year Three $1,123,036

Operational Effectiveness Initiative

Maintenance Restoration

2013-17

Summary Of Operational Effectiveness Initiative - "Year Four" 2016-17 2016-17

(1) Temporary funded and Unfunded Employees $72,000

(2) Restored Maintenance $935,837

(3) Restored Academic Space Appearance Standards $138,104

(8) Grounds Field Maintenance and Tree Trimming $91,348

Totals Of All Programs Year Four $1,237,289

Operational Effectiveness Initiative

Maintenance Restoration

2013-17 Year One Year Two Year Three Year Four

Summary Of Campus Effectiveness Years One through Four 2013-14 2014-15 2015-16 2016-17

(1) Temporary funded and Unfunded Employees $139,000 $- $- $72,000

(2) Restored Building Maintenance $408,592 $- $619,024 $935,837

(3) Restored Custodial Academic Space Appearance Standards. $138,104 $222,104 $138,104 $138,104

(4) Maintenance Supervision $15,000 $103,000 $- $-

(5) Window Cleaning $125,000 $- $- $-

(6) Restored Building Preventive Maintenance $- $589,568 $265,908 $-

(7) Equipment Upgrades $- $360,000 $- $-

(8) Grounds Field Maintenance and Tree Trimming $- $- $100,000 $91,348

Totals Of All Programs $825,696 $1,274,672

$- $1,123,036

$-

$1,237,289

Operational Effectiveness Initiative

Maintenance Restoration

2013-17

OE Initiative Grand Total For Fours Years 2013-2017 $4,100,693

One Time Equipment Expenditure $360,000

Increase in Employees By Year

2013-17 Year One Year Two Year Three Year Four

Totals 2013-14 2014-15 2015-16 2016-17

Total FTE's 35 7 8 11 9

OE SHOP UPDATES (MLPS)

Physical Sciences Building North

• Reduced machine shop space by 320 asf. Removed outdated equipment(EDM, Electroplating).

• Relocated glassblowing shop from 2nd floor to main shop area. Space reduced from 700 asf to 550 asf.

• Fully decommissioned electronics shop (790 asf).

• Carpentry shop space reduced by 230 asf.

• Move generated roughly 1,500 asf of space in PSB-North and created a large graduate student office suite and commons area.

• Employee attrition reduced staffing by one FTE.

Shop Services

Questions?

Ticketing & Events Marisela Marquez & Freddie Mercer

Ticketing System Project Leads

Sean Lieberman Events Calendar Project Lead

[15 min]

Ticket & Events

Ticketing System Update

98 Events Completed

Increased Staffing

Expected new clients for Winter Quarter

– Theater and Dance

Ticket & Events

Events Calendar Update

Meeting with John Longbrake from

Public Affairs and Event Planners

Front-End Event Creation 70%

Complete

Ready for Beta Testers in February

Ticketing & Events

Questions?

Campus System Projects

Ron Cortez

Associate Vice-Chancellor, Administrative Services

[5 min]

Campus System Projects

A.S. PMO Update

Brian Richard

PMO Director

[10 min]

ADMINISTRATIVE SYSTEMS PROGRAM MANAGEMENT OFFICE

ADMINISTRATIVE SYSTEMS PROJECT STATUS UPDATE

Brian Richard

PRESENTATION OVERVIEW

1. Administrative Systems PMO Overview

2. Projects

3. Financial System Update

4. How To Help

5. Questions

COMMUNICATION

PRESENTATIONS

NEWSLETTERS

SOCIAL MEDIA

WEBSITE www.pmo.ucsb.edu

Project SharePoint sites established

PROJECTS UCPath Timekeeping (Kronos) Procurement Gateway Financial System

UCPATH

UCPATH: GOAL

Implement Share

Oracle/ PeopleSoft

Human Capital

Management System

Payroll & HR

Business

Processes

Riverside Service Center

Standardize across UC

A UC system-wide project to streamline and standardize payroll and human resources processes across all UC locations.

UCPATH: STATUS Biweekly Pay on January 20th Most nonexempt employees will remain on exception pay until Kronos is deployed to the whole campus.

Timeline Change Possible Wave 1 go live date on April 1, 2014.

Our Campus We are facilitating communication between Business Process Teams and Subject Matter Experts and project management with UCOP.

KRONOS TIMEKEEPING

KRONOS: GOAL

Paper Online

Implement Kronos as the official campus timekeeping system

KRONOS: STATUS Old Timeline UCPath Biweekly transition accelerated by 9 months, disrupted rollout.

Q4 2012 Progress 3,500 employees using Kronos as of December 1.

Discoveries Timekeeping practices have diverged. Variable Multiple funding issue has not been fully researched and standardized.

KRONOS: NEXT STEPS Biweekly Pay Ensure Kronos is programmed correctly for biweekly transition.

February – June 2013 Monthly deployments of 500 – 700 employees. Major focus on Student Affairs and other non-academic staff.

Testing for multiple funding, followed by deployments for academic and research employees.

PROCUREMENT GATEWAY

GATEWAY: GOAL

Collective Buying Power

Contracted Pricing

Manage Funding Sources

Speed

Wide

Selection

Sustainable

Automated

Implement SciQuest

Standardize purchasing processes

Leverage collective buying power

Save money

FINANCIAL SYSTEM

FINANCIAL SYSTEM: GOAL

Implement

Oracle/ PeopleSoft Financials

Get off the mainframe

Business process review

Major Efficiencies

Reporting

Real-time

Transparent

2012 ACCOMPLISHMENTS

PHASED IMPLEMENTATION

implementing the minimum functionality needed to reduce risk to the campus

PHASE 1 General Ledger Chart of Accounts Purchasing Accounts Payable Budget Ledger Asset Management Projects

PHASE 2

Accounts Receivable

Grants

Contracts

Billing

PHASE 1 TIMELINE (Phase 1: October 2012 – October 2013)

Discovery

Oct-Nov 2012 Kick-off Charter

Fit Gap Analysis

Configuration

Jan 2013

Configuration Documented

Basic Conversions

Extensions

Mar 2013

Workflow Development

Development Conversions

Integration Testing

Adaptions

Mar-Jun 2013

Develop Interfaces

Report Development

User Acceptance

Testing

Deployment

Jun-Sept 2013 User Training Security Deployment

Data Migration

FIT GAP SESSIONS

contrast Oracle/PeopleSoft Financials against UCSB’s current processes and requirements.

System

Fits

System

Gaps

BUSINESS PROCESS TEAMS Team Lead(s) General Ledger/Chart of Accounts Natalee Hillman, Business & Financial Services

Accounts Payable Steve Kriz, Business & Financial Services

Purchasing Jacob Godfrey, Purchasing

Project Costing/Contracts & Grants Linda Sessler, Business & Financial Services

Project Costing FAMAS Kara Kaneda, Facilities Management

Asset Management Vaughn Boyle, Purchasing

Budget (Commitment Control) Arliene Shelor, Budget Office

Accounts Receivable Linda Sessler, Business & Financial Services

FUNCTIONALITY OBSERVATIONS

Nothing arose to impede our approach of a ‘vanilla’ implementation.

(e.g. no customizations)

ORGANIZATIONAL OBSERVATIONS

Scope Some want to add additional modules during Phase 1.

Process We need to trust Ciber’s implementation methodology.

Change Departments are adjusting to many new systems and changes.

PHASE 1 DELIVERABLE

In October of 2013,

once PeopleSoft Financials is implemented,

you will not notice any changes.

However, the risk associated with the mainframe

will be mitigated.

HOW TO HELP

PARTICIPATION

Business Process Team members must be fully engaged during the design phase.

Meeting attendance and preparation.

THANK YOU Participation Many campus employees take time to out of their schedules to serve on business process and implementation teams.

Communication Thanks for spreading the word, inviting the PMO to meetings, and telling us what you need. Contact Matt Erickson at x4219.

Support Institutional change can be difficult. Your ongoing support, through words and actions, helps us move forward.

QUESTIONS?

Campus System Projects

E-ESCI Update

George Michaels Director, Instructional Development

E-ESCI Project Lead

[5 min]

Campus System Projects UC Recruit Update

Cindy Doherty

Director, Academic Personnel UC Recruit Project Lead

[5 min]

UC Recruit What is UC Recruit?

System-wide electronic tool for faculty recruitments

Developed and hosted by UCI

Some benefits and efficiencies

Less work for departmental staff

Consistent data collection

Higher return rate for data regarding applicant pool

Time-line for implementation

Jan. 1- March 31; Central office work

April; Campus training and roll out

May 1: Application available for departmental use

Campus System Projects UCPath Current & Future State Update

Cindy Doherty & Tricia Hiemstra UCPath Business Process Team Co-Chairs

Juli Pippin

Campus Systems Future State Co-Chair

[10 min]

UCPath: Current Activities

UCPath System-wide decisions: Standardization while still providing campus flexibility

Current activity on campus

Prior OE committee work PPS transactional work recommendations

Campus Business Process Mapping workgroup Review and analysis of current state personnel processes

Provide recommendations regarding future state

Working group for other UCPath implementation issues as needed

UCPath Current & Future State

Future State Design

Current State Analysis

Transition Planning with

Human Resources

How is our campus currently getting the work

done?

What will the workflow be in the new system?

What work will be done in the UCPath center,

and what workflow will need to interface into it?

How will other campuses organize their

services, given the new workflow and UCPath

center?

What service model options do we have and

what are the implications for our structure, and

our funding model?

Given the service center model and resulting

structure, what will be the impact on staffing?

What support for retraining or redeployment will

we provide?

How do we communicate this plan to staff?

Campus Systems: Future State Committee Scope [DRAFT]:

Serve as a departmental-side planning partner to the implementation teams and A.S. PMO, to support robust communication and coordination with academic and administrative departments to ensure implementation efforts are a success.

Provide divisional and departmental control points with recommendations on how to best optimize the staffing structure to carry out transaction-based activity, given the new business system processes, requirements, and constraints.

Serve as a conduit of information between departmental leadership, staff, and faculty, and the implementation teams.

Ensure key system-related issues, concerns and suggestions arising at the departmental-level are funneled to the appropriate implementation teams.

Lead a campus-wide visioning exercise to design one or more future state organizational scenarios that capitalize on system-enabled efficiencies, and address resource implications.

Lead information-gathering efforts with other UC campuses on lessons learned from future state reorganization efforts.

Campus Systems: Future State Campus Systems Advisory Committee Membership

Name Unit Position Title

Cheryl Dent Chancellor's Office Management Services Officer

Liz Avila Budget Office Principal Budget Analyst

Lisa Sedgwick Division of Academic Affairs Executive Director for Academic Affairs

# Cindy Doherty Academic Personnel Director

Holly Woo California Nanosystems Institute Assistant Director, Administration

Karen Poirier College of Creative Studies Assistant Dean, Administration

* Juli Pippin College of Engineering Assistant Dean for Budget and Administration

Mary Lum College of Letters and Science, HFA Assistant Dean, Division for Humanities & Fine Arts

Joni Schwartz College of Letters and Science, MLPS Assistant Dean, Math, Life & Physical Sciences

Tilly Govender College of Letters and Science, SS Assistant Dean, Social Sciences

* Bryant Wieneke Bren School of Environmental Science Assistant Dean, Planning & Administration

Arlis Markel Gevirtz Graduate School of Education Assistant Dean

Chris Dixon Graduate Division Dir., Financial Support and Business Operations

Laurie Eusey Institute for Collaborative Biotechnologies Business Officer

Michelle Keuper Kavli Institute for Theoretical Physics Management Services Officer

# Maureen Evans Materials Research Lab Assistant Director

Lynn McLaughlin-Hill Division of Administrative Services Executive Assistant to Vice Chancellor

Brian Richard A.S. Program Management Office Director

Maria Ayllon A.S. Program Management Office UCPath Project Manager

Robert Tarsia Audit and Advisory Services Director

Martin Shumaker Housing & Residential Services Director, Business and Financial Planning

# Tricia Hiemstra Human Resources Director

Eric Sonquist Division of Institutional Advancement Director, Finance & Administration,

Karen Hanson Office of Research Assistant Vice Chancellor for Research

* Allyn Fleming Division of Student Affairs Director, Planning and Administration

* Co-Chairs of the Campus Systems Advisory Committee

# Co-Chairs of the UCPath Business Process Team:

Campus Systems: Future State

Committee Process [DRAFT]: Phase I: Planning & Info Gathering [February – April, 2013]

Work with campus leadership and system implementation

leadership to clarify the post-implementation funding requirements,

funding model, and anticipated departmental assessments (Feb –

March, 2013)

Work with A.S. PMO and business process teams to learn the new

business processes, workflow and interface requirements, and

understand the implications on current business processes and

workflow practices. (March - April, 2013)

Carry out knowledge sharing with other UC campuses who are

further along in the future state planning effort (Feb – April, 2013)

Campus Systems: Future State

Committee Process [DRAFT]:

Phase II: Future State Visioning [April – September, 2013]

Conduct campus-wide visioning sessions with broad

representation of staff and faculty to explore the following

central questions:

What are the key system issues and limitations we are

trying to solve?

What are the opportunities and efficiencies we could

realize?

What are the scenarios for how we could optimize our

staffing structure and workflow to make the most of the

new system capabilities?

Campus Systems: Future State

Committee Process [DRAFT]:

Phase III: Implementation Planning [August – October,

2013]

Based on staffing and workflow model adopted by the

campus leadership and control points, develop a plan

to move from current state to future state

Phase IV: Future State Implementation [October, 2013

– October, 2014]

Campus System Projects

Questions?

Today’s Wrap Up

Purpose:

Summarize discussion and decision points from

today

Next OE milestone in FY 2012-13

OE Year-End Review Session [Tues., June 25th]

Closing remarks from OE Project Leaders