1. Forging a Digital Evolution Israel Ruiz, Vice President for Finance

2. Mission The mission of MIT is to advance knowledge and educate students in science, technology, and other areas of scholarship that will best serve the nation and the world in the 21st century. Evolving Services MIT VPF

3. Forging a Digital Evolution Aligning Services to Meet MIT’s Needs Working for the 21 st Century  Facilitate connections in a digital age  Enhance MIT’s ability to serve the global community  Support ground-breaking research programs  Enable experienced-based learning  Strive to provide administrative services with the excellence for which MIT is known

4. Forging a Digital Evolution Innovating for the 21 st Century “Heirs to a legacy of innovation” -President Barack Obama -Oct. 23, 2009

5. Forging a Digital Evolution “From the department’s perspective, Personnel activities were paper intensive…” Academic Staff Appointment Process (ASAP) MIT’s Reengineering, 1992 “The Institute has the opportunity to become the showcase for best practices in administrative services and systems, while also implementing sustainable solutions, and is urged to pursue a bold vision of achieving a Digital MIT.” Administrative Process Working Group Institute-wide Task Force, 2009 Breaking the Cycle of Innovation Forging a Digital Evolution

6. Forging a Digital Evolution Momentum From the Task Force Digital MIT The goal is to be able to soon recognize MIT’s processes as best practices for administrative services and systems in a university setting: modern, digital, customer centric. - Institute-wide Planning Task Force Final Report Forging a Digital Evolution

7. Forging a Digital Evolution Apply to Other Projects User Advisory Group Cross-departmental Sponsors Pilot Diverse Steering Group User Input User-based Development Process Pilot Phased Launch Learn from Project, Refine Model A Model for Modernization Collaboration in Action Forging a Digital Evolution

9. Digital MIT

10. Evolution Is Under Way Electronic Paystubs Travel Modernization Project Evolution of Cashier Function SAPWeb Request for Payment Appointment Process Redesign Electronic W2s 2011 396K paper paystubs issued 396K paper paystubs issued 50K processed manually 50K processed manually 28K checks deposited 28K checks deposited 17K processed manually 21K paper W2s issued 21K paper W2s issued 32K reports processed; $42M spend Current Volume (Annual)

11. Goal: streamline and modernize Travel and RFP processes Fill out E-Report Fill out E-Report Auto Audit Auto Audit Direct Deposit Direct Deposit Soon Fill out Paper Report Fill out Paper Report Mail Manual Audit Manual Audit Manual Process Manual Process Paper Check Paper Check Mail Deposit Check Deposit Check 2010 Reimbursement Process Evolution Is Under Way Travel & Reimbursement

12. Evolution Is Under Way Online Travel Booking & Reimbursement

13. Evolution Is Under Way Electronic Paystubs

14. Evolution Is Under Way Electronic Request for Payment (RFP)

15. Evolution Is Under Way Appointment Process Redesign

16. Evolution is Under Way Electronic Paystubs Travel Modernization Project Evolution of Cashier Function SAPWeb Request for Payment Appointment Process Redesign Electronic W2s 2011 Phased Rollout: Mar-December Phased Rollout: Mar-December Launch: Before End of Summer Launch: Before End of Summer Pilot: May, Jun MIT-wide: Jul Pilot: May, Jun MIT-wide: Jul Transition: Mar-Jun Window Closes: Jun 30 Transition: Mar-Jun Window Closes: Jun 30 Pilot: Under Way MIT-wide: Early Fall Pilot: Under Way MIT-wide: Early Fall Available by Open Enrollment Available by Open Enrollment

17. 21st century. Evolving Services MIT VPF

18. Forging a Digital Evolution Partners in Evolution ProjectKey VPF Contact Appointment Process Redesign Robin Elices relices@mit.edurelices@mit.edu, 617-324-4603 Electronic Paystubs Gerry O’Toole gotoole@mit.edugotoole@mit.edu, 617-253-6067 Evolution of Cashier Function Cheryl Whelan cwhelan@mit.educwhelan@mit.edu, 617-253-5426 SAPWeb Request for Payment Janet Sparks jsparks@mit.edujsparks@mit.edu, 617-253-2775 Office of the Vice President for Finance | NE49-3 rd and 4 th floors, 600 Technology Square | Cambridge, MA 02139 | Campus Map >>Campus Map >>