1. University of Missouri AP Shared Services Kick Off Meeting
September 2013

2. Goals for Today Why Shared Services is important
Explain the AP Shared Services Project History and Current Status
Introduce the AP Shared Service Management Team
Discuss how this will impact Campus Departments
Discuss Challenges or Potential Issues

3. Why AP Shared Services? Operational Excellence Initiative
Shared Accountability and Governance not Centralization
Accountable to the Campus and Departments
Standardization of Similar Processes
Technology is Currently Available
AP Processing is Not Mission Critical

4. A/P Evaluation Process Overview
Goals
Improve efficiency and consistency
Maintaining quality customer service to campus departments
Scope
Back Office AP Activity within the Campus Accounting Offices
PO, Non-PO and T&E Payments
Vendor Create and Maintenance
All Four Campuses and UM System

5. A/P Evaluation Process Overview continued…
Accomplished by:
Current State Evaluation of Campus Accounting AP Function
Desired Future State that considered:
Business process redesign
Leveraging automation
Merging back office A/P support activities
Service level agreements

6. A/P Project Team Cross Campus Accounting & Procurement Team
Tracy Greenup, UMC
Paul Toler, UMC
Bob Crutsinger, UMKC
Andy Lamar, S&T
Ernie Cornford, UMSL
Jennifer Alexander, UM System
Bobbi Walker, UM System
Ryan Rapp, UM System

7. A/P Project Team Principles
Customer service must meet or exceed current levels for A/P
Considerate to staff as part of any transition that may occur
Communicate with end-users early and often during the project
Take ownership of the changes and be a positive promoter on our campuses

8. Project History August 2012 – AP Back Office Evaluation Kick Off
December 2012 – Finalized Current State Evaluation
March 2013 – Developed Future State Recommendation
April 2013 – AMC Approved Plan for AP Shared Service Center to be established on the Columbia Campus
May – August 2013 – Implementation Planning
August 2013 – Begin Implementation

9. Current State for AP

10. Approved Future State for AP

11. Implementation Time Line and Plan Overview
Sept Campus Kick Off Meeting
Oct 2013 – Identify Non-PO Pilot Departments
Oct 2013 – PO Implementation
Oct – Nov 2013 – Non-PO Pilot Training
Nov 2013 – Mar 2014 – Non-PO Pilot Implementation
Dec 2013 – T&E and Vendor Create Implementation
Jan – Mar 2014 Non-PO Training
Apr – Jun 2014 – Non- PO Implementation

12. AP Shared Services – How does this impact campus departments?
What Changes:
Vouchers will have to be scanned similar to T&E
Contact for process questions or problems
PO, T&E, and Vendor Create should have a limited impact
What Does Not Change:
Policies will be the same
Authority for Approval of Campus Payments
The Service Center is responsible for processing transactions in compliance with UM System and Campus policies and procedures. Questions regarding the appropriateness of payment will still be a campus responsibility.

13. AP Shared Services Center Infrastructure
9.5 FTE allocated to processing transactions
ACD Call Center established for tracking inbound and outbound calls
Remedy Ticketing implemented to track all communication between end users and shared services staff
Shared Services website development

14. AP Shared Services Team
Angela Carmichael, Procurement/PO Processing
Kathy Samuel, Administrative Assistant
Olga Jurkevic, Office Support Associate
Rita Wells, Non-PO Vouchers, T&E and Vendor Maintenance
Laura Bradshaw-Straub, Administrative Associate I
Anantha Gopalaratnam, Accounting Services Specialist
Lori Campbell, Office Support Associate
Dennis Johnson, Office Support Associate
Jayme Palmgren, Office Support Associate
Tammy Bedford, Office Support Associate

15. AP Processing Challenges
Non-Resident Alien Payments
Standardized Forms
Scanning/Imaging
PO Invoices
Known Challenges:
Payments requiring contracts
Express Checks
Hold Checks
Enclosures

16. Next Steps Develop Non-PO Pilot Group Finalize Website
Campus Training for Non-PO Implementation – Scanning and/or Imaging Transactions

17. Questions? http://www.umsystem.edu/president/sharedservices/ Ryan Rapp
Associate Controller
University of Missouri System
Tracy Greenup
Assistant Director Business Services
University of Missouri-Columbia
Rita Wells
Business Manager I
Angela Carmichael
Administrative Associate II
Operational Excellence Initiative Website