Copyright © 2013 by ScottMadden. All rights reserved. University of Florida Business Process Census Information Session April 2013

Copyright © 2013 by ScottMadden. All rights reserved. Business Process Census Background and Purpose Background  The University community is working together to support the initiative to move UF to top ten status; as such we are interested in understanding what is needed to effectively manage the administrative requirements of the institution  The University has undertaken several efforts to help evaluate key business processes  The Office of the Chief Financial Officer is launching the UF Business Process Census as the next step in increasing that understanding Purpose  Gain input from front-line employees who fulfill administrative roles on campus by better understanding the complexities of their day-to-day tasks and responsibilities within targeted functions: —Human Resources —Fiscal and Budgeting —Contracts and Grants —General Administrative  Use results of the census to: —Help shape business process improvements that are campus-wide —Support a college’s efforts if it chooses to implement shared services —Identify creative ideas to help support administrative functions in human resources, fiscal management, and grants administration 1

Copyright © 2013 by ScottMadden. All rights reserved. Business Process Census Approach 2 Select Sample Population Define Work Activities Communicate and Set Expectations Configure and Test Census Tool Deploy Census / Send Reminders Tabulate, Analyze, and Report  Identity sample colleges/departments/ units that are representative of the University on the whole: ̶ Heavy research ̶ All teaching and limited research ̶ Mix of teaching and research ̶ Administrative function(s)  Determine departments/units and colleges that fit within the strata  Evaluate employee headcount and volume of administrative transactions to finalize selection  Create functional work activity list and validate with subject matter experts related to: ̶ Human Resources ̶ Fiscal and Budgeting ̶ Contracts and Grants ̶ General Administrative  Communicate initiative to the deans and department/unit heads of selected population  Meet with department/unit heads to discuss plan and timeline  Identify employee names and titles, remove those that appear outside of scope, and validate list with departments/units  Conduct information sessions for employees  Load activity list and test results  Send census invitation ( link to each participating employee)  Send reminders to complete census within expected timeframe  Collect data  Tabulate work activities accomplished by participating staff  Delineate the nature of the work performed, specifically transactional activities in each function  Identify business process areas for further investigation

Copyright © 2013 by ScottMadden. All rights reserved. Business Process Census Timeline 3 Activity MarAprMay 3/113/183/254/14/84/154/224/295/6 Meet with department chairs / unit heads Finalize work activity list Conduct department information sessions Deploy census Compile data, analyze results, and create final reports

Copyright © 2013 by ScottMadden. All rights reserved. How Does the Census Work? The tool uses a tiered activity structure to prompt respondents to allocate time. An overall list of activities is available as a guide as are descriptions of each activity for reference. The following example shows how respondents progress through the census: 4 Select Functions; Allocate Time Select Tier 2 Activities; Allocate Time Allocate Time for Tier 3 Activities Select Tier 1 Activities; Allocate Time Step 1:Step 2: Step 3:Step 4: Respondents are directed to drill down within the activities they select and continue to allocate their time across detailed activities.

Copyright © 2013 by ScottMadden. All rights reserved. How Does the Census Work? (Cont’d) Key features to note within the census are highlighted below: 5 Click on notes to view additional clarifying information Click link to view or print entire activity list Navigate through census; save at any time and restart later Return to Fiscal Home Page at any time

Copyright © 2013 by ScottMadden. All rights reserved. How Does the Census Work? (Cont’d) We recommend that you print an activity list prior to entering your time in the census. A link to the activity list can be found on every page of the census as well as in the census invitation you will receive. Below is an example excerpt of the Fiscal Services activity list. 6

Copyright © 2013 by ScottMadden. All rights reserved. Why Use the Business Process Census Tool? The tool provides an efficient way to gain insight into the University’s administrative functions. 7 Information can be collected from employees involved with a function or across functions in a short time Time required from each respondent ranges from minutes to complete the census, dependent on breadth of responsibility Efficiency Validation rules within the tool are used to ensure that respondents provide time for all activities that are selected Additional validation occurs once the data is captured, to ensure all responses total a full or part-time FTE as appropriate Validation Data provides insight into key administrative functions and assists in identifying overall business process improvement opportunities Insight

Copyright © 2013 by ScottMadden. All rights reserved. Business Process Census Informational Website All participants will be invited to attend an information session. Within this invitation will be a link to an informational website, containing an overview, frequently asked questions, key dates, and a census link. 8

Copyright © 2013 by ScottMadden. All rights reserved. Business Process Census Informational Website (Cont’d) 9

Copyright © 2013 by ScottMadden. All rights reserved. Next Steps  Conduct remaining information sessions  Send census invitation to all participating employees on Tuesday, April 9 th  Receive invitation  Print census activity list and review details  Allocate time across activities (can be completed in one or more sittings)  Receive reminder notification (if applicable)  Save and submit the census by Tuesday, April 23 rd 10