FIAD
Strategic
Goal
FY2013-2015
Best Practices
Executive Summary
Year 1
By June 30, 2015, 100% implementation within Finance and
Administration of selected Best Practices.
Contents
Contents ... 2 Introduction ... 3 Executive Summary ... 3 Activity Summary ... 3 Initiative Statements ... 3 Recommendations ... 4Employee Electronic Training: ... 4
New Employee Onboarding: ... 5
Performance Management: ... 5
Appendix ... 6
Yr 1 Meeting Schedule: (full team) ... 6
Note(s): ... 6
Introduction
The Finance and Administration Strategic Plan FY13-15 was developed in summer 2012. Three “wildly important goals” were identified. This report will highlight year 1 activities and recommendations related to the goal, by: June 30, 2015, 100% implementation within Finance and Administration of selected Best Practices.
The activities and related deadlines defined at the strategic planning retreat for the Best Practices Strategic Goal are:
Goals and Activities Deadlines
I. Best Practices identified and prioritized Year 1: by June 30, 2013 A. identify key processes
B. identify activities for our focus C. research
D. analyze
E. feasibility/validation
II. Action plan developed Year 2: by June 30, 2014
III. 100% implementation within FIAD of selected Best Practices.
Year 3: by June 30, 2015
Executive Summary
Activity Summary
The working group/team was assembled in July 2012 and met regularly throughout FY2013. The first order of business was to identify key processes within Finance and Administration (FIAD), evaluation criteria and finally, to identify target processes for the Best Practice initiatives. Once the target processes were identified, each team developed an initiative statement and key criteria to measure success. This work was completed by end of October 2012. The next steps included surveys/interviews with peer institutions and FIAD departments to identify industry best practices relative to the target processes and gap analysis was performed for each target process outlining the void between the IUPUI FIAD departments’ practices and the industry best practices. Finally, each initiative team developed recommendations for consideration by VC Rhodes.
Initiative Statements
Using those criteria, the three processes targeted for the FY2013-15 Best Practices strategic initiatives are: 1) employee online training and tracking database, 2) divisional new employee “onboarding” program and 3) standardized performance management process and system.
By end of October, an Initiative Statement was developed clearly stating the intention of each initiative. The three Initiative Statements are:
Centralize current employee electronic training programs to the university-wide enterprise training and tracking system (E Training).
Develop and implement a new employee onboarding program that will welcome and orient all new FIAD hires to IUPUI and FIAD. Maximize new employee success by making onboarding shared between new employee and IUPUI.
Implement an annual performance management program whereby every FIAD member has the opportunity for growth through a well-defined evaluation process based on clearly outlined performance standards and expectations. The required performance management program will strengthen the ability of Finance Administration to achieve its mission for excellent stewardship of human, physical, and fiscal resources.
Recommendations
After the first year of effort, the Best Practices Strategic Goals Team submits the following
recommendations for actions to be performed in Year 2 and Year 3. The “Initiative Teams’ Yr1 Reports” section in this report provides details about the teams’ efforts resulting in these recommendations. That section also includes detailed information about the survey/interview results and gap analysis.
Employee Electronic Training:
1. Meet with university E Training system “owners” to discuss concerns over accreditation tracking and other needed functionalities.
2. Identify key online training content providers for the university. Raise profile of E Training system beyond its current users by contacting key online training facilitators for the university.
3. Influence facilitators to transfer training content from current systems (i.e. Oncourse) to E Training system, providing necessary guidance and training aids. This influence would be contingent on better E Training functionality.
4. Each FIAD department develops training matrix for its positions, including both required and preferred training topics.
5. Facilitate E Training “training” sessions for FIAD training providers unfamiliar with E Training capabilities and formatting requirements. Upload existing and/or new FIAD content onto E Training.
New Employee Onboarding:
1. Develop a 1.5 day program for FIAD employees
Develop a short presentation about FIAD, include a welcome binder Incorporate presentations from each FIAD unit
Include introduction of Service with Distinction Principles
Include session to complete mandatory FIAD IT User Awareness Program Incorporate a short IUPUI ‘branding’ section in the program
Include a tour of IUPUI campus Include a new employee checklist Include online training on T.I.M.E.
2. Recommend the departments develop a comprehensive departmental orientation.
3. Develop “New Hire Survey” to be administered 3-4 weeks after start date and administered by HRA.
Performance Management:
1) Revise the current CFS performance management materials and process to include the Service with Distinction and OEO Diversity and Value components, also removing all CFS references and replacing it with FIAD. HRA will review the revised process to ensure alignment with university performance management goals and processes.
2) Upon review and approval, complete another level of inquiry through presentation of the sample FIAD process currently active on campus including sample forms, letters and training materials. Solicit feedback on the sample process to determine feasibility for use across all FIAD departments. Identify potential changes to the sample process to enable large scale use. 3) Expand the timeline for completion of this initiative; i.e., add one year, to get all job descriptions
up-to-date first prior to implementing the performance management program. A plan for this review and update will need to be created and implemented in collaboration with HRA. 4) Begin research on what other educational institutions are doing in terms of incentives and
rewards; assess the feasibility of integrating incentives and rewards program into the performance management process.
5) Create plan for staggered roll-out of program to FIAD; determine pilot group; determine pilot time.
Appendix
Yr 1 Meeting Schedule: (full team)
August 1, 2012 October 10, 2012 October 30, 2012 January 09, 2013 February 7, 2013 March 7, 2013 May 3, 2013 June 6, 2013 July 19, 2013Note(s):
1) At end of Year 1 activities, Juletta Toliver joined the team to represent the Office of Finance. Camy Broeker transitioned off the team at that time.
2) All questions and feedback can be directed to the Team Lead, Gabrielle Bovenzi,
[email protected] or 274-5981.
Team Members
Rachele Beach Campus Facility Services [email protected]
Gabrielle Bovenzi Office of VC Finance and Administration [email protected]
Rebecca Bratt Environmental Health and Safety [email protected]
Camy Broeker Office of Finance [email protected]
Isabelle Fawcett Human Resources Administration [email protected]
Sharon Grohowski Auxiliary Services [email protected]
Angie Hill Auxiliary Services [email protected]
Annette Hill Office of VC Finance and Administration [email protected]
Sara Peterson Campus Facility Services [email protected]
Diane Sweeney IUPD Indianapolis [email protected]
Carleen Thompson Human Resources Administration [email protected]