Deliverables and Timeline

The Colleges/large administrative units have been charged with the task of consolidating business transaction processing at the college level.  This task will involve moving financial transaction processing activities out of the departments and into a college-managed operation, as well as redefining the role of the departmental administrative managers. 

June 1, 2003 is the date on which the Colleges/large administrative units are expected to outline their pre-implementation plan for this reorganization to the Workforce Planning Team and the Division of Financial Affairs.  This document provides a framework for the Colleges to use when crafting their reports. 

 Pre-implementation Plan

 Initial Steps

This is a brief description of what efforts and initial steps have been made at the College to move towards the reorganization.  

• What are the plans for the College to analyze the targeted financial transactions (e.g., utilizing committees, focus groups, etc...)? 
• How does the College plan to engage the various levels of the Unit in terms of disseminating and collecting information (e.g., "town hall meetings," one-on-one meetings, newsletters, etc...)? 
• What is the rollout plan for when the various groups will receive further information?

 Staffing Plan

What is the proposed staffing plan for financial transaction activities in the consolidated business center?

• What will be the organization of the business center? 
• How will the job descriptions of the various roles in the business center and in the department be further defined relative to the general job descriptions provided by the DFA? 
• How will the unit go about selecting the staff for the new business center? 
• What is the plan for logistical concerns regarding the business center such as space, technology, and training? 

 Management of Business Center

How will the unit establish specific performance criteria, review, and oversight procedures for the business center? 

 Targeted Cuts

The university directive is that colleges must eliminate positions by consolidating business transaction processing and financial management and administration within the unit. 

• How will the unit define who is currently involved in financial management and transaction processing? 
• How does the unit plan to make the decisions necessary to achieve the targeted cuts? 
• What is the timeline for the unit to implement these reductions in staff?

 Impact on Unit Administrative Operations

• Review general administrative staffing levels beyond those required for financial processing and explain whether this staffing level can be reduced as a result of implementing a transaction processing center.
• Describe how, if at all, the responsibilities of administrative positions that continue to exist outside of the business center will change as a result of the implementation plan.  What will be needed to support the change in roles?

 Major Obstacles to Implementation

What are the major obstacles and risks moving forward with the pre-implementation plan? 

 Anticipated Impact of Implementation

Do you anticipate improvement in service to end users, internal controls, and policy compliance as a result of implementing a transaction processing center and redefining related position responsibilities? If so, how can this improvement be measured? If not, what concerns do you have and how might these be addressed?

 Timeline

• What and when are the key milestones that the college has set for the reorganization? 
• What measures have been put into place to ensure critical deadlines will be met?