1. Office of the Vice President for Finance Massachusetts Institute of Technology Excellence Through Partnership VPF Community Forum December 9, 2008

2. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Agenda Strengthening partnerships across MIT 2:35 Israel Ruiz Vice President for Finance Working together for shared success 2:50 Robin Elices Senior Director, Office of the Vice President for Finance Payroll update 3:05 Gillian Emmons Director of Accounting Services & Controller Training Alignment Team 3:25 Margaret Ann Gray Director, Organization & Employee Development Colleen Leslie Assistant Director, Office of Sponsored Programs Networking & questions for Travel and Procurement areas 3:40 Après Forum

3. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Strengthening partnerships across MIT Israel Ruiz, Vice President for Finance

4. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Evolving Format Topics of interest Après Forum Let us know your thoughts Two-way conversation

5. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Current situation presents a tremendous opportunity to work together to support MIT’s mission of excellence in research, education and service A Transformational Opportunity

6. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 “Even the biggest problem can be cracked by a small well-designed intervention. That’s where you and your creativity come in.” Muhammad Yunus MIT’s Commencement 2008 Speech

7. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Guiding Principles Fostering Productive Partnerships Delivering the 2011 Experience Today Achieving Excellence in Customer Satisfaction

8. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Delivering the “2011 Experience” Today The “2011 Experience” is the framework adopted by VPF as a way to refer to the goal of achieving operational excellence by the 150th anniversary of MIT.

9. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Delivering High Value Services Expand connectivity and productive partnerships across MIT Simplify and automate processes and workflows Develop clear and consistent policies, standards, and guidelines Eliminate complexity to achieve operational excellence Focus on delivering reliable services of high value (save community time and money)

10. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Complexity vs. Simplicity The Laws of Simplicity / John Maeda Reduce Simplest way to achieve simplicity is through thoughtful reduction Reduce Simplest way to achieve simplicity is through thoughtful reduction Organize Organization makes a system of many appear fewer Organize Organization makes a system of many appear fewer Time Savings in time feel like simplicity Time Savings in time feel like simplicity Learn Knowledge makes everything simpler Learn Knowledge makes everything simpler

11. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Working together for shared success: P r o c e s s r e d e s i g n p r o j e c t s Robin Elices, Senior Director, Office of the Vice President for Finance

12. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Process Redesign Projects Appointment Process Redesign Vacation Tracker for Sponsored Research Staff SAPWeb Request for Payment (RFP) Late Salary Distribution Change Requests Travel Credit Card Additional Opportunities

13. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Overarching Goals Transform Processes Achieve new level of community satisfaction Positive Impact On daily lives of end users Seamless Experience Easy and logical transition from DLC tasks to centralized tasks

14. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Guiding Themes Thoughtful Implementation Gather Input CollaborateListen

15. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Appointment Process Redesign Automation of faculty and staff HR/payroll transactions Collaborative effort between VPF, HR and IS&T User group formed to assure community needs are met Process appointment transactions through SAPWeb Data verification to assure accuracy Workflow for approval and routing to Payroll Integrated with SAP to eliminate duplicate data entry

16. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Timeline 200820092010 Appointment Process Redesign

17. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Vacation Tracker for Sponsored Research Direct entry of vacation time by SRS staff members Tools available for vacation administrators Access through SAPWeb & integrated with SAP Pilot Phase (Sloan, CSAIL, MTL, Biology) Available to community in Spring Term

18. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Timeline 200820092010 Appointment Process Redesign SRS Vacation Tracker

19. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 SAPWeb Request for Payment Form (RFP) Electronic processing of 50,000 RFPs annually Expedite time to reimbursement Direct deposit for faculty, staff and students Hand carrying forms and checks eliminated Project launched December 2 Project completion targeted fall 2009 DLC User Advisory Group being formed to assure needs are met

20. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Timeline SRS Vacation Tracker Request for Payment 200820092010 Appointment Process Redesign

21. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Late Salary Distribution Change Requests Improve overall processes and provide outreach to DLCs Expedited review within VPF eSDS window synchronized with certification period Improved Late Change Form: Smart form on VPF server User inboxes to track history of late change requests Link to SAPWeb Usability testing now in progress Pilots in January and then available Institute wide

22. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Timeline Late Salary Distribution SRS Vacation Tracker Request for Payment 200820092010 Appointment Process Redesign

23. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Travel Credit Card Provide travel credit card with corporate pay Evaluate integrated travel expense reporting systems User evaluation session held October 7 Determine timeline and financial impact Procurement card replacement

24. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Timeline Travel card Travel Expense Reporting 200820092010 Late Salary Distribution SRS Vacation Tracker Request for Payment Appointment Process Redesign

25. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Additional Opportunities Working to identify additional opportunities We want to hear from you! Continue to seek your input; assure new processes meet your needs Thank you to participants! Contact Us Robin Elices, relices@mit.edurelices@mit.edu Janet Sparks, jstezzi@mit.edujstezzi@mit.edu Scott Rolph, srolph@mit.edusrolph@mit.edu

26. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 MIT Community Office of the Vice President for Finance Office of the Vice President for Finance Shared Success

27. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Payroll update Gillian Emmons, Director, Accounting Services & Controller

28. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Agenda Changes in Payroll and the HR/Payroll Service Center Payroll Stabilization Effort – Status Updates – Certification and Late Changes

29. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Changes New staff Brian Roberts, Interim Payroll Manager James Walsh, Payroll Supervisor Laurie Farinella, Payroll Processing Leslie Wright, Business & Technical Lead (new role) Darren Scartissi, Distribution/Time Admin (new role) Scott Ball, Business Analyst New processes/activities Web Grad Aid feed went live in late September Improved feed of Student Biographical Data from MITSIS to SAP Process for communicating with DLCs on payroll overpayments Team to address “open tickets” strengthened and re-focused

30. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Update on System Stabilization

31. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Organizational Changes for HR/Payroll – In the planning stages Led by the Vice Presidents of Finance, HR, and IS&T Goals: –Stronger links among the three groups –More rapid system stabilization –A sustainable system of operations and on-going enhancements

32. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Certification Update Sponsored and recoverable accounts 100% certified for quarters through 12/31/2007 – thanks to everyone for getting this done Next task – Q3 and Q4, FY 2008 and Q1, FY 2009 Don’t forget to certify this month, for the quarter ending September 30, 2008

33. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Late Changes Two years into the new process now Common reasons for late change requests –Late sponsor approval –DLC/cross DLC communication issues –Late information from PIs –Staff medical leaves and staff turnover Common reasons for delay in processing late change requests –Explanations don’t provide enough detail to meet audit requirements Late change team chartered to look at the process – improve turnaround, look for ways to reduce volume of changes

34. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Number of Late Changes Submitted and Resolved

35. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Preview – Accomplishments of the Late Change Team ESDS deadline extended by 30 days –Current cutoff for FY09 Q1: December 31st Create a new interactive form –Easier for the DLC to complete –Ensures that the explanations will be complete and meet audit requirements –Pilot launch in January –Community rollout slated for February 1 st For more information, contact late_change@mit.edu

36. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Questions? Contact: Payroll@mit.edu Brian Roberts at robertsb@mit.edu Gillian Emmons at gemmons@mit.edu

37. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Training Alignment Team Margaret Ann Gray, Director, Organization & Employee Development Colleen Leslie, Assistant Director, Office of Sponsored Programs TAT’s mission: To align and enable Institute-wide training for world-class work

38. Training Alignment Team (TAT) December 9, 2008 Training Alignment Team TAT is unique in collaborating across departments to align with each other and with key stakeholders SPONSORS Alison Alden, VP for HR Claude Canizares, VP for Research Michelle Christy, Director for OSP Jerry Grochow, VP for IS&T Israel Ruiz, VP for Finance Terry Stone, EVP Bill Van Schalkwyk, Director EHS MEMBERS & DEPARTMENTS EHS – Bill Van Schalkwyk* Pam Greenley Laurie Veal HR – Margaret Ann Gray* Meg Chute IS&T – Kate Kibbee Carol Trainor OSP – Colleen Leslie* VPF – Robin Elices Meg Benson TAT – John Roberts Jane White * indicates TAT co-lead

39. Training Alignment Team (TAT) December 9, 2008 Two Parts of TAT’s Vision A well-trained workforce exemplifies MIT’s renowned administrative excellence in support of research and education MIT staff have the skills, knowledge and motivation to do world-class work worthy of MIT

40. Training Alignment Team (TAT) December 9, 2008 Decision Criteria A set of principles by which we evaluate decisions today and throughout the lifespan of these efforts Risk Breadth of impact Stakeholder input Strengthening training effectiveness Interdisciplinary nature Sustainability Integration of training with talent management

41. Training Alignment Team (TAT) December 9, 2008 Role-Based & Interdisciplinary Programs Infrastructure Improvements World Class Work @ MIT Strengthening Training Effectiveness TAT Strategies - Building Blocks for World Class Work at MIT

42. Office of the Vice President for Finance Massachusetts Institute of Technology VPF Community Forum December 9, 2008 Food, networking, questions for Procurement and Travel Après Forum