Shared Services Implementation
Project Updates
Project Updates
Shared Services Implementation Plan
April 2015 Implementation
Timeline
Faculty and Staff engagement
Workforce Transition
Staffing the SSC
Future Staff activities
Training overview
Unit Readiness
Preparing for reorganization
Support & training
Leadership sign-offs
Shared Services Implementation Plan
Accounts Payable (AP), Accounts Receivable (AR), Human Resources (Benefits & Data Management)
August 2014
Statement of Activity Reconciliation (SOA), Travel & Expense (T&E), Accounting Customer Service, Time & Leave Administration (T&L), Employment Processing (I-9s)
April 2015
The first set of Shared Services Center (SSC) processes transitioned to the SSC on August 4, 2014
In January 2015, the AST executive sponsors and project leadership confirmed the approach and timing of the winter 2015 transition
The next set of processes planned for the SSC are targeted to transition in April 2015
Project Updates
Shared Services Implementation Plan
April 2015 Implementation
Timeline
Faculty and Staff engagement
Workforce Transition
Staffing the SSC
Future Staff activities
Training overview
Unit Readiness
Preparing for reorganization
Support & training
Leadership sign-offs
January February March April May June
SSC People Readiness
Key Dates
Unit Readiness
Retained Org. Implement Phase
SSC Target Winter Implementation FTM engagement activities Hiring Training Technology
Build, test and implement
SSC Service Management
Update Partnership Agreement
Future staff Target Move-in
Retained Org. Design Phase
Management Reports
Build and Test
Campus Engagement Interchanges and Training
Leadership Sign off
April 2015 Implementation
April 2015 Implementation
Faculty and Staff Engagement
6
Two open faculty forums were held fall 2014 on Central and North campuses
Upon request, several school/college specific faculty engagement meetings were held in addition to the two open faculty meetings
Six staff process sharing sessions were held fall 2014 on Central and North campuses
Processes discussed include Statement of Activity (SOA), Accounting Customer Service, Time & Leave Administration (T&L), Employment processing (I-9s), and Travel and Expense
processing (T&E)
Each college, school/VP unit developed and led its own process for high-level feedback
The Unit Transformation Services (UTS) team created a summary report of faculty and staff feedback received from units and open forums in November and December of 2014
The AST Community Engagement site was also available for direct feedback from faculty and staff
Project Updates
Shared Services Implementation Plan
April 2015 Implementation
Timeline
Faculty and Staff engagement
Workforce Transition
Staffing the SSC
Future Staff activities
Training overview
Unit Readiness
Preparing for reorganization
Support & training
SSC Workforce Transition
Staffing the SSC
Over 30 Future Team Members moved early to the SSC
145 people are working at the SSC currently
Most future SSC staff will remain in their current jobs until
their target move-in date in April 2015, although some may
transition early
SSC open positions are posted on umjobs.org. The interview
and selection process for those positions will follow standard
university practice
SSC Workforce Transition
Future Staff Activities
Meeting with the SSC executive director, teams, and
supervisors
Participating in team building activities
Getting involved in SSC committees
Attending forums/meetings
“Just in time” classroom training will cover business processes, systems used, working in
the SSC
Getting Started Classroom On the Job
Foundational training customized for each SSC functional area: key concepts,
terminology, a day in the life, systems overview; email and
published on portal (self paced)
Self-paced coursework available to staff prior to
and after deployment
Hands on, on-the-job training one to five weeks prior to go live
and ongoing e-Learning Training
SSC Workforce Transition
Training Overview
10Project Updates
Shared Services Implementation Plan
April 2015 Implementation
Timeline
Faculty and Staff engagement
Workforce Transition
Staffing the SSC
Future Staff activities
Training overview
Unit Readiness
Preparing for reorganization
Support & training
In September 2014, process sharing sessions were held on campus to share and collect feedback on the processes targeted to move to SSC in April 2015
In November 2014, process mapping examples from the unit perspective using lean methodologies were presented to Unit Representatives
In January 2015, Unit Representatives received templates to aid faculty and staff in unit readiness
In January 2015, pre training program, called “Getting Ready” was sent to colleges/schools/VP units for each process
In February and March 2015, unit training is taking place
12
Unit Readiness
Instructor-Led
Instructor-led presentations (multiple offerings), recorded
and published for later viewing
Getting Ready Program
Foundational information: key concepts, terminology, process overview; email and published on AST UTS CTools
and AST project website (self paced)
Process Sharing Sessions
Deeper Dive Process Mapping
Value stream mapping to explain how to document the current state of a process, create a value
stream map; and begin future state design. Create sample future state design to share with
all units Share and provide feedback
on the processes targeted to move to SSC in the
Winter 2015
Pre - Training
Unit Readiness
Support & Training
Purpose of leadership sign-off is to demonstrate that units are
equipped and ready for go-live
UTS will provide leadership sign off template
Unit reps are responsible for ensuring leadership sign-off
14
Unit Readiness
AST Project Website
Shared Services Newsletters
Services for Units
SSC Website
SSC Communications and News
AST UTS CTools site (joinable site)
Log into https://ctools.umich.edu/gateway/
Click on membership
Click on Joinable Sites
Search AST UTS
Click Join