Bi-Weekly CFE Updates

Update - March 18, 2015

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes,
and create training materials

  • This project is complete.

KU Regional Business Centers Implementation: to streamline job functions and improve business
processes

  • Support for the Libraries transitioned to the Campus Administration & Operations SSC on February 16th.
  • Initial leadership team meetings were held with the five professional school that will be supported by the College & Professional Schools SSC (CPS‐SSC). Process reviews were also completed.
  • The renovation of Strong 342 was completed to make room for the additional staff joining the CPS‐SSC on April 13th.
  • Renovation of the south 3rd floor of Carruth‐O’Leary started. This space will house the Education, Social, & Biobehavioral SSC.
  • myCommunity was selected as the platform for the Summer Pay Collection (SPC) System. A development site/proof‐of‐concept was configured and several presentations were made to the Campus Financial Officers and Budgeteers.

Update - January 15th, 2015

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes,
and create training materials

  • This project is complete.

KU Regional Business Centers Implementation: to streamline job functions and improve business
processes

  • Activity Assessments were administered for the schools of Business, Journalism, Social Welfare, and Pharmacy, as well as the Achievement & Assessment Institute.
  • The Summer Salary Working Group met to finalize requirements for the summer pay collection process.
  • The Campus Administration & Operations SSC (CAO-SSC) implementation team met with the Libraries to conduct a process review. Support for the Libraries will be provided by the CAO-SSC starting 2/16/15.
  • The following name changes were made to account for the new SSC model:
    • Liberal Arts & Sciences SSC is now College & Professional Schools SSC (CPS-SSC)
    • Biomedical Research SSC is now Pharmacy & Biomedical Research SSC (PBR-SSC)
    • Biobehavioral & Social Research SSC is now Education, Social, & Biobehavioral SSC (ESB-SSC)
    • Campus Administration & Operations SSC (CAO-SSC) will retain its name.
    • The SSC that will support the School of Engineering, the engineering related research centers, the Biodiversity Institute, and the two surveys has not yet been named.
  • The updated timeline as a result of the new SSC model is available here: http://ssc.ku.edu/ku-model-timeline

Update - September 5th, 2014

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes,
and create training materials

  • This project is complete.

KU Regional Business Centers Implementation: to streamline job functions and improve business
processes

  • Process reviews for the third wave of the Campus Administration & Operations SSC were completed.
  • The CAO‐SSC leadership team made staffing decisions for the third wave.
  • SSC leadership met with the Office of Research to discuss delegation of approval authority within the SSCs on sponsored projects and a variety of other topics related to research in the SSCs.
  • SSC leadership met with Dean Anderson to discuss challenges and things that are going well within the Liberal Arts & Sciences SSC. In addition, the chair and director survey used to measure the perceived effectiveness of SSC services was revised.
  • SSC leadership launched a project to revise the go‐live training program as well as develop a platform to deliver continuous training.

Update - June 27th, 2014

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes,
and create training materials

  • This project is complete.

KU Regional Business Centers Implementation: to streamline job functions and improve business
processes

  • Go‐Live preparation continued for the second wave of the Campus Administration & Operations SSC (CAO‐SSC), the Biomedical Research SSC (BR‐SSC), and the support of the Center for Research on Learning by the Biobehavioral & Social Research SSC (BSR‐SSC). Each of these transitions will occur on July 7th.
  • Met with staff in the Bioengineering Research Center to conduct a process review.
  • Met with the PIs in the Higuchi Biosciences Center to discuss the BR‐SSC implementation.
  • SSC Leadership met with the Comptroller and Purchasing Offices to discuss transaction processing issues and brainstorm potential solutions.

Update - June 13th, 2014

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes,
and create training materials

  • This project is complete.

KU Regional Business Centers Implementation: to streamline job functions and improve business
processes

  • The SSC implementation team has been focusing on the three SSC go‐lives described below.
  • The staff that will transition to the Campus Administration & Operations SSC for wave 2 were selected in preparation for go‐live. The staff members and their home departments are:
    • Krissie Druen, Information Technology
    • Cynthia Davis, Army ROTC
    • Sara Gillahan, Graduate Studies
    • Dina Lutz, Public Safety
    • Robert Racy, Continuing Education
    • Teresa Reiter, Office of Research
    • Carla Young, Information Technology
  • The Center for Research on Learning has become a center within the Life Span Institute. The Biobehavioral & Social Research SSC will provide support to CRL and Barbara Babcock has transitioned to this SSC as an HR Coordinator.
  • The staff that will transition to the Biomedical Research SSC from the Higuchi Biosciences Center were selected: Kathy Kiefer, Faith Gorden, Sandra Holland, Penny Anderson, Aimee Bergmann, Emily Ramsey, Diane Bracciano, and Peggy Huey. Peggy Williams, currently at the Recruitment and Onboarding Center, will transition to the BR‐SSC in time for go‐live. In addition, Dana Goble was hired as the SSC Accountant for this SSC.

Update - May 30th, 2014

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes,
and create training materials

  • This project is complete.

KU Regional Business Centers Implementation: to streamline job functions and improve business
processes

  • The Campus Administration & Operations SSC (CAO‐SSC) implementation team finished reviewing processes for the departments in wave 2.
  • The CAO‐SSC Leadership Team met and made staffing decisions for wave 2. Notifications are currently being sent to the impacted staff and directors.
  • The Biomedical Research SSC (BR‐SSC) implementation team met with HBC PIs of major program projects to discuss the SSC initiative.
  • The SSC Directors met with leadership from the Office of Research to discuss opportunities for further collaboration.
  • The Design Review Committee met and received project updates. Additionally, they reviewed the SSC departmental groupings to ensure they are organized as effectively as possible.

Update - February 21st, 2014

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes,
and create training materials

  • This project is complete.

KU Regional Business Centers Implementation: to streamline job functions and improve business
processes

  • The Biobehavioral & Social Research (BSR) SSC went live on February 3rd and Cindy Nau hosted a welcome breakfast for BSR staff.
  • The SSC implementation team hosted a training session for the Program Assistants in IPSR and LSI. Topics covered: how to contact the SSC, processes within the SSC, roles & responsibilities, etc.
  • First round interviews for the Biomedical Research (BR) SSC director were completed.
  • Pat Kuester and her search committee completed first round interviews with candidates for the Campus Administration & Operations (CAO) SSC finance & HR managers.
  • The SSC implementation team conducted several more activity assessments with groups that will be supported by the CAO‐SSC. The staffing proposal for wave 1 is being prepared for the CAO Leadership Team. The target go‐live date for wave 1 is April 7th.
  • SSC leadership attended several process improvement and metric related meetings for AR/Billing, ImageNow, BudCast, and 3G (graduate student appointments and tuition sponsorships).

Update - February 7th, 2014

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes,
and create training materials

  • This project is complete.

KU Regional Business Centers Implementation: to streamline job functions and improve business
processes

  • Staff in the Liberal Arts and Sciences SSC that support the Natural Sciences & Mathematics are still going through training.
  • The Biobehavioral & Social Research SSC went live on February 3rd. The SSC staff are:
    • Kevin Teel, Grant Specialist
    • Betty Guder, Grant Specialist
    • Deb McAferty, Grant Specialist
    • Deb Limones, Grant Specialist
    • Josh Myers, Grant Specialist
    • Debbie Kramer, HR Coordinator
    • Samantha Peterson, Accountant
  • The search committee scheduled interviews for the director of the Biomedical Research SSC.
  • Pat Kuester, director of the Campus Administration & Operations SSC (CAO‐SSC) continued to meet with VPs and directors that will receive services from this SSC.
  • The implementation team for the Campus Administration & Operations SSC started the Activity Assessment with staff in the relevant departments.

Update - January 15th, 2014

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes,
and create training materials

  • This project is complete.

KU Regional Business Centers Implementation: to streamline job functions and improve business
processes

  • The staff from Natural Sciences and Mathematics moved into the LAS‐SSC on December 16th. Training started immediately and will continue through February. Meetings between SSC staff, department chairs, and department staff started.
  • Several process meetings were held with staff in IPSR and LSI to prepare for the February 3rd transition date for the Biobehavioral and Social Research SSC (BSR‐SSC). A draft communication plan was developed. The unit/center assignments for the BSR‐SSC grant specialists were made.
  • The director position for the Biomedical Research SSC was posted.
  • The Design Review Committee met to review the implementation progress of the project.12th.
  • The SSC continues to utilize BudCast reports in their monthly meetings with chairs/directors. In addition, the SSC continues to work with the Budget Office to make improvements to the reports based on feedback from chairs/directors and PIs.

Update - December 10th, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes,
and create training materials

  • This project is complete.

KU Regional Business Centers Implementation: to streamline job functions and improve business
processes

  • The two research vacancies were filled in preparation for the transition of the Natural Sciences & Math staff to LAS‐SSC: David Lytle from RGS and Leslie Hudson from HBC will transition to the LAS‐SSC on December 16th.
  • Interviews were conducted for the Campus Administration & Operations SSC (CAO‐SSC). Pat Kuester, currently the Director of Finance and Planning at the KU School of Law, was selected for the position. Pat will transition into her new role on January 6th.
  • Nick Stevens and Cindy Nau met with IPSR and reviewed the processes that will occur in the Biobehavioral & Social Research SSC (BSR‐SSC).
  • The BSR‐SSC posted an accountant position. The position will close Thursday, December 12th.
  • Jason Hornberger and Nick Stevens met with leadership from RGS and HBC to discuss the implementation of the Biomedical Research SSC (BR‐SSC).

Update - November 25, 2013

KU Shared Service Center – Build the Foundation:   evaluate job functions, redesign business processes, and create training materials

  • This project is complete

KU Regional Shared Service Center Implementationto streamline job functions and improve business processes

  • The SSC team continues to meet with the Budget Office and Huron Consulting to make refinements to BudCast.  Reports that will provide Chairs/Directors with budget status information are complete.  LAS-SSC staff will start to meet with Chairs/Directors immediately.
  • The Wave 4 staff met to prepare for their transition to the LAS-SSC on December 16th.
  • Finalist interviews for the Campus Administration & Operations (CAO-SSC) SSC Director were held.  On campus interviews were scheduled with the stakeholders of the CAO-SSC.
  • The SSC team met with leadership from LSI and IPSR to plan the implementation of the Biobehavioral & Social Research SSC (BSR-SSC).
  • The SSC leadership team attended a conference to gain an understanding of other shared services in the private sector, public sector, and higher education.

Update - November 8th, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes,
and create training materials

  • This project is complete.

KU Regional Business Centers Implementation: to streamline job functions and improve business
processes

  • The departmental assignments for wave 4 were finalized and communicated to staff and chairs/directors. The implementation date for wave 4 was changed to December 16th.
  • The SSC team met with the area center staff to discuss ways to streamline and better integrate
    processes.
  • The Communication Ambassadors met. A copy of the presentation can be found here:
    http://cfe.ku.edu/ssc/documents.php
  • Cindy Nau, the BSR‐SSC Director, started on October 28th. Implementation planning is
    underway.
  • Several vacancies were filled in LAS: Shirani Gonzales will provide HR support for wave 4, Nanik
    Rahayu will provide finance support for wave 4, Brauna Doidge will provide HR support for
    wave 2.
  • The initial interviews for the CAO‐SSC Director were completed. Finalist interviews are being
    scheduled.

Update - October 25, 2013

KU Shared Service Center – Build the Foundation:   evaluate job functions, redesign business processes, and create training materials

  • This project is complete

KU Regional Shared Service Center Implementationto streamline job functions and improve business processes

  • The managers of the LAS-SSC and the SSC project team met to brainstorm ways that metrics could be used to ensure SSC success, track staff performance, etc.
  • The LAS-SSC received training from KUCR related to processing grant transactions.
  • Dean Anderson and Karla Williams administered a live poll and a follow-up survey at the CLAS Chair & Director meeting to identify issues faced by units as a result of the SSC transition.
  • The LAS-SSC research staff will be located in 345 Strong.  Existing research staff currently located in 50 Strong as well as research staff transitioning with Wave 4 will move to 345 around the December 10th go-live date.
  • Karla Williams, Mark Reynolds, and the LAS-SSC managers completed their initial meetings with the Wave 4 Chairs/Directors.
  • Cindy Nau was selected as the director of the Biobehavioral and Social Research SSC.  Cindy currently works at the Department of Commerce as the Executive Director of the Kansas Works Board.  She starts on October 28th and implementation planning for the BSR-SSC will begin immediately.
  • Interviews for the director of the Campus Administration and Operations SSC continued.

Update - October 14, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • This project is complete.

KU Regional Business Centers Implementation: to streamline job functions and improve business processes

  • Karla Williams and Mark Reynolds hosted open forums for wave 1 and wave 2 chairs/directors.
  • SSC leadership met with the BudCast team to finalize the financial reports for chairs/directors. These reports will hopefully be available in mid to late October. This team is also working on ways to drive Chartfield1 utilization as well as provide grant reports with forecasted salaries.
  • Karla Williams, Mark Reynolds, and the LAS-SSC managers started meeting with chairs/directors in Natural Sciences and Mathematics to discuss the transition to the SSC and the reconfiguration of responsibilities remaining in the departments.
  • The Design Review Committee met and received updates regarding the status of the SSC initiative.
  • SSC Leadership, IPSR, and LSI met with the two finalists for the Biobehavioral and Social Research SSC. An announcement should be made soon.

Update - September 27, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • This project is complete.

 

KU Regional Shared Service Center Implementation: to streamline job functions and improve business processes

  • The Life Span SSC was renamed the Behavioral and Social Research SSC (BSR-SSC) to represent both the Life Span Institute and the Institute for Policy & Social Research as its customers.
  • The search committee for the BSR-SSC director finished the first round of interviews with candidates.
  • The LAS-SSC continued to work through process issues with the Hall Center and the Area Centers.
  • The managers of the LAS-SSC hosted an all staff pizza party.
  • SSC Leadership met with the BudCast team to finalize the reports that will provide fund balances and projections for chairs and directors. These reports should be available within the next few weeks. In addition, several members of the LAS-SSC met to brainstorm ways to utilize chartfield1 in the financial system to eliminate shadow systems and still provide reports to chairs/directors.
  • The search committee for the Campus Administration & Operations SSC (CAO-SSC) director met to select candidates to interview.

Update - September 16, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • This project is complete.

KU Regional Business Centers Implementation: to streamline job functions and improve business processes

  • The staff that transitioned with Wave 3 completed their initial training.
  • The search committee began interviews for the director of the SSC that will support the Life Span Institute and the Institute for Policy & Social Research.
  • The managers in the LAS-SSC attended a performance management training provided by Human Resources.
  • Nick Stevens met with representatives from HR and Huron to discuss opportunities to track metrics for the Personnel Action Form (PAF).
  • SSC Leadership is working with the College Dean’s Office and the Budget Office on modifications required to BudCast to increase adoption within the LAS-SSC and beyond.

Update - September 3, 2013

KU Shared Service Center – Build the Foundation:   evaluate job functions, redesign business processes, and create training materials

  • This project is complete.

KU Regional Shared Service Center Implementationto streamline job functions and improve business processes

  • On August 12th, the LAS-SSC hosted a welcome breakfast for the staff that transitioned to support the International and Interdisciplinary Studies Areas, the Hall Center, the School of Public Affairs and Administration and the College Dean’s Office (Wave 3).
  • The Wave 3 staff started training on all the financial, research, and HR related processes and policies the SSC is responsible for.
  • The Communication Ambassador’s met on August 15th.  The slides from the meeting are posted at: http://cfe.ku.edu/ssc/documents.php
  • Karla Williams continued to meet with Chairs/Directors from Wave 3.
  • Karla Williams and the SSC Managers hosted meetings with the staff remaining in the Wave 3 departments to discuss the roles and responsibilities of the SSC and to answer questions regarding process.
  • The LAS-SSC Advisory Board met to discuss and review the status of the SSC implementation, LAS-SSC performance metrics, etc.
  • SSC Leadership continued meeting with the Hall Center to finalize transaction processes.

Update - August 19, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • This project is complete.

KU Regional Shared Service Center Implementation: streamline job functions and improve business processes

  • Karla Williams continued to meet with the Chairs/Directors from the International and Interdisciplinary Studies units that will transition to the SSC in mid-August.
  • Karla Williams hosted the second roles and responsibilities meeting with the Chairs/Directors from the International and Interdisciplinary Studies units.
  • SSC Leadership met with representatives from HR to discuss the role of the SSC in keying funding changes into HR/Pay.
  • Representatives from the SSC, HR, and Huron met to discuss metrics related to recruitment, onboarding, and the Personnel Action Form.
  • Nick Stevens met with representatives from Procurement Services and the Comptroller’s Office to discuss proposed changes to the T&E module.
  • Director positions for the Life Span SSC and the Campus Administration & Operations SSC were posted. Both positions close August 23rd and are viewable at http://employment.ku.edu.

Update - August 5, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • The research training program was finalized with RGS.
  • Position descriptions, training materials, and all of the initial processes for the SSCs have been created.  The project to build the foundation for SSCs was completed this period.

KU Regional Shared Service Center Implementation: streamline job functions and improve business processes

  • Nick Stevens, Karla Williams, and Michelle Ginavan Hayes completed the LAS-SSC process review with the Hall Center.
  • Karla Williams continued to meet with the Chairs/Directors from the International and Interdisciplinary Studies units that will transition to the SSC in mid-August.
  • SSC Leadership met with RGS to discuss a process for sharing sponsored project documents between the two entities.
  • Karla Williams hosted the first roles and responsibilities meeting with the Chairs/Directors from the International and Interdisciplinary Studies units.
  • The staff that transitioned as part of Wave 2 continued their initial SSC training.
  • Sonja Stockwell, originally from the School of Business, was hired as the HR Program Assistant to support the units in Wave 3.
  • Jama Lickteig, originally from the Department of Psychology, was hired as the Accounting Specialist that will support the College Dean’s Office from the SSC.  Amanda Temple, an external candidate, was hired as the Accounting Specialist to support the School of Public Affairs and Administration.

Update - July 22, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • The Design Review Committee met and received status updates on the progress of the overall SSC project.

KU Regional Shared Service Center Implementation: streamline job functions and improve business processes

  • On July 1, Karla Williams hosted a welcome brunch and go-live celebration for the staff transitioning from the Social & Behavioral Sciences (SBS) into the LAS-SSC.
  • Associate Dean Bob Goldstein and several members of the SSC implementation team met with the Chemistry department to discuss interaction of the Chemistry Stockroom with the LAS-SSC.
  • Associate Dean Jim Mielke and Huron Consulting continue to meet with Chairs/Directors in the SBS units to realign activities, rewrite position descriptions, etc.
  • Kristi Thompson and Karla Williams met with the clinics in the SBS division to discuss process flow for departmental deposits.
  • Karla Williams hosted an introductory staff meeting for the individuals transitioning from the International and Interdisciplinary Studies units.
  • Dean Anderson sent a survey to all the Wave 1 Chairs/Directors asking them about the challenges they still face in the department as a result of the SSC staffing shift and any issues they are having with the LAS-SSC.
  • Nick Stevens, Karla Williams, and Michelle Ginavan Hayes met with the Hall Center to review processes and plan for their transition into the SSC in mid-August.
  • The SSC implementation team and leadership from the Life Span Institute met to draft a position description for the Life Span SSC Director and also to review the SSC process flows.

Update - July 8, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • The SSC Implementation Team hosted staff from the Medical Center to discuss the KU-L Shared Service Center project.  The purpose of the meeting was to share lessons learned, explain the KU-L SSC model, etc.
  • The Communication Ambassador’s met on June 27th.  The slides from the presentation can be found here: http://cfe.ku.edu/ssc/documents.php
  • The SSC team met with representatives from Huron to provide feedback on the potential for BudCast to provide financial reports to PIs for sponsored projects.

KU Regional Shared Service Center Implementation: streamline job functions and improve business processes

  • Jason Hornberger and Nick Stevens met with leadership from the Life Span Institute to discuss preliminary plans for the Life Span SSC.
  • The SSC implementation team continued to plan for the wave 2 go-live on July 1st.
  • Karla Williams held the second and final roles and responsibilities meeting with chairs/directors in the Social and Behavioral Sciences.  The purpose of this meeting is to communicate the services provided by the SSC, introduce SSC staff to chairs, provide information related to contacting the SSC, etc.
  • On June 25th, Karla Williams and the respective SSC managers held a pre-implementation meeting with the SBS staff.
  • Karla Williams and the managers of the LAS-SSC hosted an end of the fiscal year celebration for the current LAS-SSC staff.

Update - June 24, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • The Design Review Committee has approved a change to the campus SSC model. For SSC related services, the Institute for Policy & Social Research (IPSR) will align with the Life Span SSC that is scheduled for a spring 2014 implementation.
  • The results of the Customer Satisfaction Survey have been posted.
  • An executive summary of the research process flows related to SSCs was presented to RGS leadership.
  • A subset of the SSC implementation team met with representatives from Huron and Information Technology to compile requirements for the 3G (GRA, GTA, GA) processes in ImageNow.
  • Several individuals from the SSC team and RGS visited UC-Berkeley to discuss their SSC model.

KU Regional Shared Service Center Implementation: streamline job functions and improve business processes

  • Karla Williams hosted a roles and responsibilities meeting with Wave 2 Chairs/Directors. The purpose of this meeting is to communicate the services provided by the SSC, introduce SSC staff to chairs, provide information related to contacting the SSC, etc.
  • Karla Williams and Kristi Thompson continued meeting individually with Wave 2 chairs/directors to discuss departmental specific needs.
  • The SSC implementation team continues to plan for the Wave 2 go-live on July 1st.
  • Training sessions for the Wave 2 staff were scheduled. Staff training will occur the first 3-4 weeks of July.
  • Associate Dean Bob Goldstein and Mark Reynolds started meeting with the Chairs/Directors from Wave 4 that will shift staff to the SSC.

Update - June 10, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • Training feedback from Wave 1 staff was distributed to training facilitators so adjustments can be made in preparation for Wave 2.
  • Nick Stevens met with Patrick Woods in the College Dean's Office to finalize requirements for a Common Scholarship Application Form. Development will begin soon.
  • The implementation team is compiling results from the customer satisfaction survey. The team is hoping to post the results the week of June 10th – 14th on the CFE website.

KU Regional Shared Service Center Implementation: streamline job functions and improve business processes

  • Karla Williams held a staff meeting with Wave 2 staff and communicated departmental assignments.
  • Jim Mielke and Mark Reynolds met with the Wave 2 (Social and Behavioral Sciences) staff to discuss how the departmental roles will change and respond to questions about the transition. The Chairs in the Social and Behavioral Sciences have been focused on redrafting job descriptions to reflect the changes to staff responsibility.
  • Marsha Haufler and Mark Reynolds met with the Wave 3 Chairs/Directors that will shift staff to the SSC.
  • Marsha Haufler and Karla Williams met with staff from Wave 3 that will transition to the SSC. Those staff members are:
    • Judy Farmer, Finance (from Center of Latin American Studies)
    • Jessie Yoon, Finance (from Kansas African Studies Center)
    • Cathy Swenson-Tucker, Research (from Center for Russian, East European, & Eurasian Studies)
  • Karla Williams hosted an open house in the SSC on Tuesday, May 28th. Roughly 75 people attended.
  • Kristi Thompson and Joel Hood were hired as the final two Finance Managers for the LAS-SSC. Joel will transition between now and the end of the fiscal year and Kristi will start June 10th.
  • Training sessions for the Wave 2 staff are partially scheduled. Training is provided by a number of departments on campus in the areas of customer service, finance, research, and human resources.

Update - May 24, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • A meeting with the leadership team from RGS was held to discuss the integration of designated research centers and SSCs.
  • The research processes that will be utilized in the SSC were reviewed with staff from RGS in preparation for the LAS Wave 2 go-live. Several revisions were identified and the processes will be updated by May 31.
  • The training program for SSC research staff was finalized and presenters from RGS, the SSC, and other units on campus were identified.

KU Regional Service Centers Implementation: streamline job functions and improve business processes

  • Based on interviews with chairs, transaction data, and feedback from staff, the LAS SSC Leadership Team met and finalized the staffing for Wave 3. Meetings with chairs/directors and staff shifting to the SSC will occur before May 24.
  • Meetings were held with groups of chairs from Wave 1 to identify issues and create solutions for the departmental gaps.
  • As a lesson learned from Wave 1, meetings were held with chairs from Waves 2, 3, and 4 to try and proactively plan for the departmental gaps created by shifting staff to the SSC. The meetings will continue from now until each respective wave goes live.
  • Transition planning was conducted to outline all tasks necessary for Wave 2 go-live on July 1.
  • Karla Williams, LAS-SSC Director, met with the chairs/directors from Wave 2 to discuss the transition of staff to the SSC; learn more about the inner workings of each department; etc.
  • Jody Milford was hired as the LAS-SSC HR Manager. Jody will transition into her new role over the next several weeks. As a result of Jody's transition, the SSC will immediately post a HR Coordinator position.

Update - May 13, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • The Communication Ambassadors met on April 25th for an overall update on the LAS-SSC. In addition, there was a Q&A session with the Wave 1 staff that have already transitioned. The presentation can be found here.
  • The Wave 1 staff completed an evaluation survey for the training they received. The feedback in this survey will be used to make adjustments to the training for future waves/SSCs.
  • The 3G (Graduate Teaching Assistant, Graduate Research Assistant, and Graduate Assistant) appointment and eligibility validation processes were included in the scope of ImageNow Phase III. This project will include a redesign of the current 3G process and workflow automation via ImageNow and is targeted to go-live for the spring 2014 semester.
  • Under Dean Anderson’s leadership, a small team has been formed to focus on solving the departmental gaps in the College created by the SSC transition. The goal is to create an immediate plan to alleviate the gaps in Wave 1 as well as create a proactive plan for Waves 2-4.

KU Regional Service Centers Implementation: streamline job functions and improve business processes

  • Michelle Ginavan Hayes was selected as the LAS-SSC Research Manager. Michelle will transition over the next several weeks from her current role at Research and Graduate Studies. Michelle’s initial focus will be to finalize the research processes which were developed last fall, and to establish clear communication and expectations between PIs, departments, the SSC and KUCR staff.
  • The search committees for the LAS-SSC HR and Finance Managers met and selected candidates to interview. Initial interviews for both positions should be complete by May 10th.
  • Meetings were held with the staff and business managers in Wave 4 to gain additional insight into the processes and activities currently happening in these units. The results of these interviews will be shared with the CLAS Leadership Team on May 13th.
  • The LAS-SSC Advisory Board met on April 22nd to discuss the Service Level Commitment and performance metrics that will insure the success of the SSC. The members of the Advisory Board are:
    • Karla Williams, Director, Liberal Arts and Sciences Shared Service Center
    • Sally Utech, Associate Director, Hall Center for the Humanities
    • Susan Mercer, Associate Director, Institute for Policy & Social Research
    • Mary Anne Jordan, Chair, Visual Art
    • Marc Greenberg, Chair, Germanic Languages and Literatures
    • David Mechem, Assistant Professor, Geography
    • Jill Kuhnheim, Director, Center for Latin American and Caribbean Studies
    • Craig Lunte, Chair, Chemistry
    • Jim Mielke, Associate Dean, College of Liberal Arts & Sciences
    • Mark Reynolds, Director of Finance and Planning, College of Liberal Arts & Sciences.

Update - April 30, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • The Design Review Committee met to review the analysis of how research positions are structured and funded across campus. Based on the diverse nature of research centers, the implementation team will continue to evaluate the needs of each research center as they transition to the SSC model.
  • A team lead by Brenda Maigaard, Assistant Vice Provost for Financial Aid and Scholarships, met to review possible software solutions to provide enhanced tracking abilities and projections for scholarships. The goal of this team is to provide enhanced information to the Chairs and Directors to facilitate scholarship decisions.

KU Regional Service Centers Implementation: streamline job functions and improve business processes

  • The search committee for the LAS-SSC Research Manager interviewed candidates from the strong pool of internal applicants for this position. The committee is working with the goal of having this individual in place by June 1.
  • Search committees were formed for both the LAS-SSC HR Manager and LAS-SSC Finance Manager positions. These internal searches will close on Friday, April 26. The final LAS-SSC finance manager will be hired this fall.
  • Meetings were held with the staff in the CLAS Social and Behavioral Sciences who have been identified to transfer to the SSC:
    • Andy Anderson, Finance (from Communication Studies)
    • Carol Archinal, Finance (from Anthropology)
    • Jo Eis Barton, Finance (from Center for Research Methods & Data Analysis)
    • Connie Leonard, Finance (from Political Science)
    • Monica McKinney, Finance (from Applied Behavioral Science)
    • Mary Strickell, Finance (from Psychology)
    • Marilyn Figuieras, Human Resources (from Speech-Language-Hearing)
    • Michelle Lowrance, Human Resources (from Economics)
    The individuals who will transition from the School of Public Affairs & Administration, the Hall Center for the Humanities and IPSR are yet to be determined. Wave 2 staff will transition to the SSC the first week in July. Over the next few months we will be working with Wave 2 departments to redefine job descriptions of the staff who will remain in the departments to directly serve the academic mission of the department.
  • The CLAS Leadership Team met for an initial discussion of the potential staff for Waves 3 and 4. Based on the discussions, additional fact-finding meetings will be held to ensure that all aspects of the work currently performed in the departments are understood. Information gathering will include:
    • Interviews with department staff and business managers
    • Benchmarking of workloads across other KU departments

Update - April 15, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • The Communication Ambassadors met on March 27th for an update on the LAS Wave 1 transition and discussion of progress to date. The presentation can be found here.
  • The Design Review Committee met to discuss the implications of moving staff funded on restricted sources to the SSC. The Committee has asked for detailed analysis of the current state to ensure that the ramifications of the course of action are duly considered.
  • The implementation team continues to examine the Wave 1 transition; identifying lessons learned which can be applied to future SSC implementations. Key lessons include:
    • Initial training will be spread over a longer timeframe providing staff with more time to focus on transitioning support for their new departments.
  • Planning for the reorganization of staff within the departments will begin in advance to allow for a successful transition of departmental activities before the SSC goes live.

KU Regional Service Centers Implementation: streamline job functions and improve business processes

  • Three manager positions were posted for the LAS-SSC (HR Manager, Research Manager, and Finance Manager). Once these positions are filled, the only remaining LAS-SSC manager position will be a third Finance Manager. All interested staff are encouraged to apply. More information is found here.
  • The LAS-SSC staff continue to settle into their new roles and are embracing the opportunity to deepen their knowledge of the new departments that they are serving.
  • The SSC staff have completed their initial training and are fully shifting their focus to the task of serving their units. Ongoing training and education will continue throughout the year.
  • The amount of time that some SSC staff are spending in their former departments to train the new staff taking over their administrative responsibilities is wrapping up.
  • SSC staff members and the LAS Finance Manager, Ruth Allenbrand, are completing their initial meetings with wave 1 Chairs and Directors to discuss unit needs and set the foundation for collaboration moving forward.
  • At the end of next week, the SSC expects to have the work fully transitioned from all units and will assess the revision of system access for department staff. We will be changing the system access for department staff to reflect their needs in the system based on revised job duties.
  • Associate Dean Jim Mielke met with the Wave 2 Chairs that will contribute staff to the SSC.
  • The College Leadership Team completed individual meetings with Chairs/Directors and met to discuss the staffing for waves 3 and 4. Based on the items that have surfaced, the committee is going to conduct additional meetings with department staff, chairs and directors to ensure all facets of the department are considered for these critical decisions.

Update - April 1, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • The Implementation Team has continued work with the central offices to finalize Memorandums of Understanding outlining the role of the SSC versus the central offices.
  • The implementation team has identified the initial Key Performance Indicators for the SSC and will work with central offices to determine the feasibility of extracting the necessary data from systems.
  • As work is coming to the SSC, staff are testing new processes and systems and making changes as needed to fit with the departments' and central offices' needs. Recent changes to processes included:
    • Working with the Bursar's Office to refine the deposit policy to provide for entry of the deposit into PS within 24 hours of the bank bag being deposited at the Bursar
    • Developing a process to enable multiple Chairs served by one Accounting Specialist to have differing self-approval limits in KUPPS
  • The Scholarship Committee met to continue work to develop scholarship tracking and projection tools and a single digital scholarship application. Systems will be evaluated over the coming weeks, including the opportunity to enhance the capabilities of Datamart to meet current needs.

KU Regional Service Centers Implementation: streamline job functions and improve business processes

  • Karla Williams and Jolene Fairchild have held meetings with Wave 1 Chairs, Directors and staff to share the roles and responsibilities of the Wave 1 staff and discuss how staff will communicate with their departmental counterparts and Chairs and Directors. Much of the material from these meetings was shared with the Communication Ambassadors, and is available online
  • On March 18th, the first staff members transitioned to the LAS-SSC! Staff are settling into Strong 50 and embracing their new roles. The first week focused on training of new processes and systems.
  • The SSC web site is now live, offering forms, information and contact email/phone numbers for the SSC.
  • Associate Deans Liz Kowalchuk and Anne Cudd worked with the Wave 1 Chairs and Directors to address the gaps created in the departments by shifting staff to the SSC. Because the snow days delayed these meetings, some staff in the SSC continue to spend significant time in departments to train staff taking over their responsibilities related to the department academic mission.
  • The CLAS Leadership team is meeting with the Chairs and Directors of the Wave 3 and 4 departments (International and Interdisciplinary Programs and Natural Sciences and Mathematics).
  • Jolene Fairchild and Karla Williams led an information session for the staff in the Natural Sciences and Mathematics; this also provided staff in these departments an opportunity to participate in a survey to provide information about future work preferences.

Update - March 18, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • The Implementation Team met with Kristi Billinger to discuss the job descriptions and activities for the SSC post-award research administration activities. As the team turns their attention to Wave 2 of the LAS-SSC, continued discussion with KUCR is necessary to finalize the post-award research administration processes and procedures.
  • A team of staff from Central HR and the College Dean's office met with the Implementation Team to review the HR processes to be used in the SSC. Processes were finalized and will be shared with the staff and Chairs of the Wave 1 areas over the next few weeks.
  • A team of staff from Payables Service, Internal Audit and the College Dean's office met with the Implementation Team to review the finance processes to be used in the SSC. Processes were finalized and will be shared with the staff and Chairs of the Wave 1 areas over the next few weeks.
  • Because the proposed revisions to the GRA, GTA and GA process will not be complete prior to the go live of the first two waves of the SSC, a small team met to discuss any modifications to the current process which are required due to the shift in staff. A communication path was established between the SSC and the departments; this will be communicated to the Wave 1 departments over the coming weeks and shared via the SSC web site.

KU Regional Service Centers Implementation: streamline job functions and improve business processes

  • Ruth Allenbrand has accepted the position of the first Finance Manager with the Liberal Arts & Sciences Shared Service Center. Ruth's 13 years of experience in the CLAS Budget Office, as well as her knowledge of the needs of the College departments made her stand out as the top candidate among a very strong pool of candidates. In this position she will continue to support and assist the staff serving the College in providing excellent customer service to those departments.
  • The renovation of the LAS-SSC space (Strong 50) is nearing completion, with carpet installation completed on Friday. Computers and desks will be moved in early next week.
  • The Associate Deans in the College continue to work with their departments to prepare staff who will transition into different departmental roles as work migrates to the SSC. This process will be a transition over the next several weeks, and the SSC Director and Implementation Team will work with the departments transitioning to make staff available to provide training and support during the shift.
  • Members of the Implementation Team met with Associate Dean Bob Goldstein to begin to discuss the staffing for Wave 4 (the Natural Sciences and Mathematics) of the LAS-SSC.
  • The CLAS Leadership Team met to review the potential staff for the units of the College included in Wave 2 of the LAS-SSC. Questions were generated which the team is following up on prior to finalizing staff selections.
  • Jolene Fairchild and Karla Williams led an information session for the staff in the International and Interdisciplinary Programs; this also provided staff in these departments an opportunity to participate in a survey to provide information about future work preferences.
  • The Implementation Team continues to review transactional and staffing data to finalize the number of staff to be shifted into the LAS-SSC. The current focus has shifted to wrapping up Wave 2 and beginning the Wave 3 and 4 areas: International and Interdisciplinary Programs and the Natural Sciences and Mathematics.
  • The Research Leadership Team (for SSC staffing decisions related to the research centers) met to begin to review the staffing needs for the Hall Center and IPSR.
  • The LAS-SSC website is complete and is currently being migrated to production by KU IT. We look forward to sharing this once it is live.

Update - March 4, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • The team continues to meet with relevant stakeholders to redesign SSC-related processes in the areas of travel, scholarships/fellowships, and graduate appointments. The specific focus over the past two weeks has been an addition to the travel expense process to enable staff to attach receipts to expense records via email, in addition to using the bar code scanning system.
  • The implementation team met to review initial Key Performance Indicators (KPIs) for the financial and human resources functions of the SSC. The next step will be to set a baseline of the current performance to measure changes against.

KU Regional Service Centers Implementation: streamline job functions and improve business processes

  • Progress continues on the construction in Strong 50, with expected completion of the space for the March 18th Wave 1 go-live.
  • A search committee from the College and other stakeholder groups completed interviews of the internal candidates for the first LAS-SSC Finance Manager position.
  • The Design Review Committee met to identify the Advisory Board members from the nominations submitted by the leaders of the College, IPSR and the Hall Center. The slate of members and alternates will be finalized in the next two weeks.
  • The CLAS Leadership Team met with each of the Chairs and Directors in the Wave 2 areas to gain insight into the level of SSC support required by each department.
  • Meetings with the clinic directors and clinic staff, coupled with analysis of the transaction data, enabled the implementation team to determine the activities which will remain in the departments and those activities that will shift to the SSC.
  • The implementation team continues to provide data to Dean Anderson to inform staffing support decisions for the academic related activities within the College (i.e. support for those tasks that are not moving to the Shared Service Center). The team met with the CLAS Associate Deans for an information sharing session.
  • Appointments to the research leadership team (the team that will make staffing decisions for the Hall Center and IPSR) are complete. The team includes:
    • Rodolfo Torres, Associate Vice Chancellor for Research and Graduate Studies
    • Kristi Billinger, Assistant Vice Chancellor for Research and Graduate Studies
    • Victor Bailey, Director of the Hall Center for the Humanities
    • Sally Utech, Associate Director of the Hall Center for the Humanities
    • Steven Maynard-Moody, Director of the Institute for Policy and Social Research
    • Susan Mercer, Associate Director of the Institute for Policy and Social Research
    • Jason Hornberger, Assistant Vice Provost for Shared Service Centers
    • Karla Williams, Director of the Liberal Arts and Sciences SSC
    • Nick Stevens, Project Director for the SSCs
    • Mark Reynolds, CLAS Budget Director
  • Karla Williams is working with the central units to make sure that SSC staff have the necessary system access on March 18th to serve the departments that they support.
  • Karla Williams and members of the Implementation Team are meeting regularly with the Procurement Team to coordinate the KUPPS go-live for the first wave of the LAS-SSC .

Update - February 17, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • The training plan that will be used to train staff is complete for the first Wave of the Liberal Arts and Sciences (LAS)-SSC; most individual training owners have finalized dates and are preparing materials.
  • The team continues to meet with relevant stakeholders to redesign SSC-related processes in the areas of travel, scholarships/fellowships, and graduate appointments.
  • A cross-functional group has been assembled to develop scholarship tracking tools and Datamart reports to support the process of awarding scholarships. These tools will be piloted in the LAS-SSC. A subgroup is also working to develop a single, electronic scholarship form for applicants.
  • The SSC Steering committee reviewed the staffing timeline for the LAS-SSC, governance model, organizational structure of the SSC, job descriptions for each functional area of the SSC, customer satisfaction survey, and training plan. Comments from the Steering Committee are being collected and incorporated.

KU Regional Service Centers Implementation: streamline job functions and improve business processes

  • Interviews for the first Finance Manager position within the LAS-SSC are underway. The Search Committee had an extremely strong pool of candidates from the University to consider.
  • The Implementation Team continues to review transactional and staffing data to finalize the number of staff to be shifted into the LAS-SSC. The current focus is on the Wave 2 areas: the Hall Center, the Institute for Policy and Social Research (IPSR) and the Social and Behavioral Sciences departments.
  • Jolene Fairchild and Karla Williams led an information session for the staff in the Social and Behavioral Science Departments; this also provided staff in these departments an opportunity to participate in a survey to provide information about future work preferences.
  • The CLAS Leadership Team met to begin to identify staff for the second wave of the SSC. Over the next two weeks, team members will meet with Chairs to gather additional information about each department. The staff selected for the second wave will transition to the SSC in July.
  • The implementation team continues to provide data to Dean Anderson to inform staffing support decisions for the academic related activities within the College (i.e., support for those tasks that are not moving to the Shared Service Center).
  • A research leadership team to make staffing decisions for the Hall Center and IPSR is in the process of being formed. Appointments will be finalized before the next update.
  • Karla Williams and members of the Implementation Team are meeting regularly with the Procurement Team to coordinate the KUPPS go-live for the first wave of the LAS-SSC.

Update - February 4, 2013

KU Shared Service Center – Build the Foundation: evaluate job functions, redesign business processes, and create training materials

  • The training plan that will be used to train staff as they transition to the SSCs is nearly complete. The plan should be finalized before the next bi-weekly update.
  • The team continues to meet with relevant stakeholders to redesign SSC-related processes in the areas of travel, scholarships/fellowships, and graduate appointments. The team is also working closely with the Procurement Implementation team.
  • Customer satisfaction survey is finalized as a tool to help assess the level of satisfaction with services provided to campus. This will be an annual campus survey, beginning this February.
  • The SSC implementation plans were shared at the quarterly Grant Coordinators' meeting.
  • The Communication Ambassadors met to discuss recent SSC decisions and announcements. View the presentation (PDF)

KU Regional Service Centers Implementation: streamline job functions and improve business processes

  • The search for the first Finance Manager position within the LAS-SSC has closed. The search committee will begin reviewing applicants immediately.
  • The implementation team continues to provide data to Dean Anderson to inform staffing support decisions for the academic related activities within the College (i.e., support for those tasks that are not moving to the Shared Service Center).
  • The College Leadership Team met to begin planning to identify staff for the second wave of the College (Social and Behavioral Sciences). The wave will not transition to the LAS-SSC until July; however, staff will be identified over the coming week—providing staff who will move to the LAS-SSC the opportunity to apply for the SSC HR, Finance, or Research Manager positions.
  • Karla Williams, LAS-SSC Director, and Dean Anderson met individually with each of the staff that will be moving to the LAS-SSC in Wave 1.

Update - January 22, 2013

Progress made this reporting period:

  • The final activity list for the SSC has been approved by the Design review Committee. This list represents the activities that will move from the units to the SSC. As the implementation continues, the activities will continue to be evaluated, with changes being made based on lessons learned. The full list can be found here: http://cfe.ku.edu/documents/ssc/SSC_Activities_List.pdf
  • The LAS-SSC Leadership Team has spent the past month meeting with department chairs and program directors involved in Wave 1, reviewing transaction data and considering staff preferences to establish the staffing for this first shared service center. The staff members who will transition as part of Wave 1 have been identified; these staff members will provide finance and HR support for departments and programs in Wave 1 (the Humanities Division, the School of the Arts and the Honors Program):
    • Lene Brooke, Finance (from Film & Media Studies)
    • Rhonda Cook, Human Resources (from Spanish & Portuguese)
    • Jessica Fell, Finance (from History of Art)
    • Lee Goetz, Finance (from College Office & Visual Art)
    • Dawn Hawkins, Finance (from Dance)
    • Robin Holladay, Human Resources (from English)
    • Dana Ingkatanuwat, Finance (from Theatre)
    • Christina Ruiz, Finance (from Ermal Garinger Academic Resource Center)
    • Timothy Spencer, Finance (from Slavic Languages & Literatures)
  • The transition planning for the future waves of the College will continue as the Wave 1 units begin to be served by the LAS-SSC. It is anticipated that the order of transition and approximate target dates are as follows:
    • Division of Social and Behavioral Sciences, Hall Center for the Humanities and IPSR - July 2013
    • Division of International and Interdisciplinary Programs and College Administration - November 2013
    • Division of Natural Sciences and Math - December 2013
  • Karla Williams, LAS-SSC Director, continues to meet with Chairs and Directors to build relationships with the departments that she and her team will be working for.
  • Questions about the Shared Service Centers may be submitted through the CFE website, or emailed directly to Changing for Excellence.

Update - January 7, 2013

Progress made this reporting period:

  • The Design Review Committee met to discuss the final activity list for the Shared Service Center (SSC) and the structure of the Advisory Board for each SSC. The activity list was circulated for final review by the SSC Steering Committee.
  • The College Leadership Team met with each of the Chairs and Directors in the Humanities and Arts Departments as well as the Honors Program. Input was gathered to help make SSC staffing decisions. The Leadership Team met to consider the preferences of staff and the needs of both department and the SSC in making SSC staffing decisions.
  • The P2P Process Owners group met to discuss how changes to the payment process would impact the processing of payments for areas such as fellowships.
  • The SSC Steering Committee subgroup continued work on the SSC job descriptions.
  • Staff from KUEA met with the implementation team to provide input into process changes, training and workflow needs for the SSC.
  • Karla Williams, LAS-SSC Director, began meeting with Chairs and Directors in the College of Liberal Arts & Sciences to start to build relationships with the departments that she and her team will be supporting.
  • Questions about the Shared Service Centers may be submitted through the CFE website, or emailed directly to Changing for Excellence.

Update - December 26, 2012

Progress made this reporting period:

  • Nick Stevens accepted the position of Project Director for KU’s Shared Service Centers. Nick will serve as the Project Director for KU’s SSCs, completing the implementation over the next three years. Nick will work closely with the units to be served by the SSCs to ensure that each SSC meets the needs of the faculty and staff it serves.
  • Nick will transition from his role as the Assistant Vice Chancellor for Research and Graduate Studies during the month of December, assuming his position as Project Director full time on January 7. Nick’s initial role will focus on working with the implementation team to ensure as smooth a transition as possible for the departments and centers of the Liberal Arts and Sciences SSC.
  • The College has identified a Leadership Team, focused initially on the CLAS staffing of the Wave 1 areas. The team includes:
    • Danny Anderson, Dean, College of Liberal Arts and Sciences
    • Stuart Day, Chair, Department of Spanish and Portuguese, College of Liberal Arts and Sciences
    • Jolene Fairchild, College of Liberal Arts and Sciences Budget Officer
    • Holly Storkel, Professor, Department of Speech-Language-Hearing, Division of Social & Behavioral Sciences, College of Liberal Arts and Sciences
    • Lynn George, Recruitment Coordinator, HR
    • Bob Goldstein, Associate Dean for the Natural Sciences & Mathematics, College of Liberal Arts and Sciences
    • Kathy Pryor, Managing Director and Budget Officer Theatre Department, College of Liberal Arts and Sciences
    • Erin Spiridigliozzi, Assistant Dean for Faculty and Staff Affairs, College of Liberal Arts and Sciences
    • Karla Williams, Director, Liberal Arts and Sciences SSC
  • Jolene Fairchild and Karla Williams held an information session for the staff in the Wave 1 departments in the College. Staff completed a brief survey on the type of work that they prefer in the future.
  • Karla Williams, LAS-SSC Director, is setting up meetings with Chairs and Directors to start to build relationships with the departments that she and her team will be working for.
  • The SSC Steering Committee met to discuss training for SSC staff, their departmental counterparts and the faculty and staff they work with. The Committee also reviewed the outline of the Service Level Commitment, providing input on the areas to be covered.
  • A sub-group of the Steering Committee has met to refine the activity list for the SSCs. This group is also working on the job descriptions for the SSC staff.
  • Questions about the Shared Service Centers may be submitted through the CFE website, or emailed directly to Changing for Excellence.

Update - December 10, 2012

Progress made this reporting period:

  • The Process Improvement and Training Committees (PITCs) are finalizing process mapping and shifting their focus to training needs and the identification of key performance indicators.
    • The Travel and Expense PITC reviewed the developing SSC website. A subcommittee has developed a web form to facilitate communication with the SSC. The form is being refined to ensure easy options for faculty and staff to communicate travel needs with the SSC. While it is hoped that faculty and staff will find the form an easy method to reach the SSC, they may also communicate their travel needs through a phone call, e-mail or visit to the SSC.
    • The HR in the Departments PITC reviewed the developing SSC website and provided input on the HR content. The committee also provided input on HR training needs of SSC staff.
    • The Tuition and Scholarship PITC met to discuss the fellowship and award processes.
    • The Financial Analytics and Budget PITC met to discuss communication between SSC Accountants and the units that they serve. The committee discussed the need to set up norms for communications, but to expect that SSC Accountants will meet with Chairs, Directors, Deans and Budget Officers on a schedule that works best for the units that they work for. The committee also outlined the training needs for SSC staff, department staff and for the Chairs, Directors, Deans and Budget Officers that the SSC work for.
  • The web site for the LAS SSC is under development. Over the past several weeks, the Communication Leadership Committee and many of the PITCs have provided input on the design and navigation of the site.
  • The Communication Ambassadors met to discuss recent SSC decisions and announcements. The presentation shared can be found here: http://cfe.ku.edu/documents/ssc/Communication_Ambassadors_11-29-12.pdf.
  • The SSC Implementation Team continues to hold open office hours on Tuesday afternoons: please check the CFE SSC calendar for times and locations: http://cfe.ku.edu/documents/ssc/ssc-meeting-calendar.pdf.
  • Questions about the Shared Service Centers may be submitted through the CFE website at http://www.ku.edu/contact/, or emailed directly to Changing for Excellence.

Update - November 26, 2012

Progress made this reporting period:

  • The Liberal Arts and Sciences SSC has been assigned space in Strong Hall that will accommodate the full cohort of staff. The space is Strong Hall 50 (the former Student Financial Aid space), and it will accommodate 40-45 people. This is a rare space on campus that meets all of the criteria desired for the initial SSC:
    • Comfortable, welcoming space for staff to work—DCM will be making minor renovations to the space so that it will encourage collaboration and learning, but also give staff the privacy needed to focus on their work.
    • Space where the SSC staff can be located together, providing the opportunity for staff to learn from one another, sharing knowledge and experience and backing each other up.
    • Proximity to the departments, programs and centers that the shared service center staff works for.
  • The Steering Committee met to review the initial draft of position titles for the SSC. A subgroup of this committee is developing SSC job descriptions and identifying career paths for SSC staff. Discussions to date have led to a redefining of SSC leadership position titles:
  • The Process Improvement and Training Committees (PITCs) are finalizing process mapping, and shifting their focus to training needs and the identification of key performance indicators.
    • The Travel and Expense PITC has identified training for:
      • SSC staff, with a focus on learning new processes, understanding current policies and knowing where to go for support and information.
      • Departmental staff, with a focus on clear definition of the role of department staff and SSC staff.
      • SSC customers, with a focus on the methods to communicate with the SSC, what the SSC can provide for the departments and what areas the SSC staff can be an informational resource in.
    • The Tuition and Scholarship PITC completed work on the scholarship map, identifying the need for increased Datamart use. Stakeholder discussions recommend that the committee also focus on the development of a common scholarship form (with additional documents to meet unique needs).
    • The Billing and Receivables PITC continues work on a common dataset for invoicing, and has reached agreement on the internal billing process, recommending revisions to the SOV process to eliminate three steps. A pilot departmental deposit process was also finalized for the SSC.
    • The Payroll PITC was able to meet and carefully consider the opportunity to move the time and leave reviewer function to the SSC. The committee decided that this process should be piloted in the first wave of the implementation, giving strong consideration to the opportunity to provide departmental payroll staff with backup so that leave time can be taken. This plan will be reevaluated as we get closer to go-live based on the progress of the PS modifications.
  • The SSC Implementation Team continues to hold open office hours on Tuesday afternoons: please check the CFE SSC calendar for times and locations: http://cfe.ku.edu/documents/ssc/ssc-meeting-calendar.pdf.
  • Questions about the Shared Service Centers may be submitted through the CFE website at http://www.ku.edu/contact/, or emailed directly to Changing for Excellence.

Update - November 12, 2012

Progress made this reporting period:

  • Staff with the Institute for Policy and Social Research have completed the first stage of the activity assessment. Next steps on the assessment include a review of the information provided by each staff member (with an opportunity for further comment), followed by input from supervisors. All staff in the three areas making up the first SSC implementation, the LAS-SSC, have now completed the activity assessment. It is currently anticipated that activity assessments for the rest of campus will begin in the first quarter of next year.
  • The Process Improvement and Training Committees (PITCs) continue their careful examination of KU's existing transactional processes, drafting process maps which incorporate the SSC's role in the future design.
    • In addition to the pilot travel and expense process recently defined, the Travel and Expense PITC has identified a candidate honorarium process to pilot in the initial site. Work continues on the web travel and expense form, which will be shared this week with the Communication Ambassadors for input.
    • The Tuition and Scholarship PITC continues to review the scholarship, fellowship and award processes, identifying the role of the SSC staff. The committee identified the need for a technology solution for tracking and maintaining scholarship data.
    • A subcommittee of the Billing and Receivables PITC is considering the potential for a common dataset for invoicing which may offer an opportunity to streamline that process.
  • The Design Review Committee met, finalizing the staff position profile for SSC staff and providing input on the work of the Process Improvement and Training Committees. The staff position attributes for SSC staff can be referenced in the Communications Ambassadors presentation on the CFE SSC website: http://cfe.ku.edu/documents/ssc/Communication_Ambassadors_11-1-12.pdf.
  • The SSC Steering Committee met to discuss the preliminary data gathered in the activity assessments.
  • The search committee has completed the initial interviews for candidates seeking the SSC Project Manager position. Second interviews have been completed for the LAS SSC Manager position.
  • The College of Liberal Arts and Sciences has begun the search for a Director of Finance and Planning. This is a College position reporting to Dean Anderson; the individual hired will also work closely with the SSC staff. More information on the position is here: https://recruiting.ku.edu/.
  • The SSC Implementation Team continues to hold open office hours on Tuesday afternoons: please check the CFE SSC calendar for times and locations: http://cfe.ku.edu/documents/ssc/ssc-meeting-calendar.pdf.
  • Questions about the Shared Service Centers may be submitted through the CFE website at http://www.ku.edu/contact/, or emailed directly to Changing for Excellence.


"Main Phone & Fax"

Carruth SSC
​Phone: 
785-864-4169  
Fax:      785-864-5090

Eaton Hall SSC
​Phone:  785-864-7688  
​Fax:     
785-864-5185

O'Leary SSC
​Phone:  785-864-5058  
Fax:      
785-864-8818

Strong Hall SSC
​Phone:  785-864-4995
​Fax:     
785-864-5945