Excellence Through Partnership
VPF Community Forum
December 9, 2008
Office of the Vice President for Finance
Massachusetts Institute of Technology
Agenda
Israel Ruiz
Vice President for Finance
Robin Elices
Senior Director, Office of the
Vice President for Finance
Gillian Emmons
Director of Accounting
Services & Controller
Strengthening partnerships across MIT
2:35
Working together for shared success
2:50
Payroll update
3:05
Training Alignment Team
3:25
Networking & questions for Travel and
Procurement areas
3:40
Margaret Ann Gray
Director, Organization &
Employee Development
Colleen Leslie
Assistant Director, Office of
Sponsored Programs
Après Forum
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
Israel Ruiz, Vice President for Finance
Strengthening partnerships
across MIT
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
Topics of
interest
Two-way
conversation
Evolving
Format
Après Forum
Let us know
your thoughts
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
A Transformational Opportunity
Current situation presents a tremendous
opportunity to work together to
support MIT’s mission of excellence in
research, education and service
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
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
VPF Guiding Principles
Fostering Productive
Partnerships
Delivering the 2011
Experience Today
Achieving Excellence in
Customer Satisfaction
Office of the Vice President for Finance
Massachusetts Institute of Technology
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.
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)
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
Complexity vs. Simplicity
Reduce
Organize
Simplest way to achieve
simplicity is through
thoughtful reduction
Organization makes
a system of many
appear fewer
Time
Learn
Savings in time
feel like simplicity
Knowledge makes
everything simpler
Office of the Vice President for Finance
Massachusetts Institute of Technology
The Laws of Simplicity / John Maeda
VPF Community Forum
December 9, 2008
Robin Elices, Senior Director, Office of the Vice President for Finance
Working together for shared success:
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
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
Overarching Goals
Seamless Experience
Positive Impact
On daily lives of
end users
Easy and logical transition
from DLC tasks to
centralized tasks
Transform Processes
Achieve new level of
community satisfaction
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
Guiding Themes
Collaborate
Gather
Input
Listen
Thoughtful
Implementation
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
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
Timeline
2008
2009
2010
Appointment Process Redesign
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
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
Timeline
2008
2009
2010
Appointment Process Redesign
SRS Vacation Tracker
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
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
Timeline
2008
2009
2010
Appointment Process Redesign
SRS Vacation Tracker
Request for Payment
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
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
Timeline
2008
2009
2010
Appointment Process Redesign
SRS Vacation Tracker
Request for Payment
Late Salary Distribution
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
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
Timeline
2008
2009
2010
Appointment Process Redesign
SRS Vacation Tracker
Request for Payment
Late Salary Distribution
Travel card
Travel Expense Reporting
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.edu
•Janet Sparks, jstezzi@mit.edu
•Scott Rolph, srolph@mit.edu
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
MIT Community
Shared Success
Office of the Vice
President for Finance
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
Gillian Emmons, Director, Accounting Services & Controller
Payroll update
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
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
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
Update on System Stabilization
500
Opened
Resolved
Total Open
All Open
400
300
200
100
0
Office of the Vice President for Finance
Massachusetts Institute of Technology
2008-11
2008-09
2008-07
2008-05
2008-03
2008-01
2007-11
2007-09
2007-07
2007-05
2007-03
2007-01
2006-11
2006-09
2006-07
-100
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
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
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
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
Number of Late Changes
Submitted and Resolved
70
60
50
40
Submitted
30
Resolved
20
10
0
Apr-08 May-08 Jun-08 Jul-08 Aug-08 Sep-08 Oct-08 Nov-08 Dec-08
Month and Year
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 1st
• For more information, contact late_change@mit.edu
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
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
TAT’s mission:
To align and enable Institute-wide training for world-class work
Margaret Ann Gray, Director, Organization & Employee Development
Colleen Leslie, Assistant Director, Office of Sponsored Programs
Training Alignment Team
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008
Training Alignment Team (TAT)
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
MEMBERS & DEPARTMENTS
EHS – Bill Van Schalkwyk*
Pam Greenley
Laurie Veal
HR – Margaret Ann Gray*
Meg Chute
IS&T – Kate Kibbee
Carol Trainor
Terry Stone, EVP
OSP – Colleen Leslie*
Bill Van Schalkwyk, Director EHS
VPF – Robin Elices
Meg Benson
TAT – John Roberts
Jane White
* indicates TAT co-lead
December 9, 2008
Training Alignment Team (TAT)
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
December 9, 2008
Training Alignment Team (TAT)
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
December 9, 2008
Training Alignment Team (TAT)
TAT Strategies - Building Blocks for
World Class Work at MIT
Role-Based &
Interdisciplinary
Programs
Infrastructure
Improvements
Strengthening
Training
Effectiveness
December 9, 2008
World Class
Work
@ MIT
Après Forum
Food, networking, questions for
Procurement and Travel
Office of the Vice President for Finance
Massachusetts Institute of Technology
VPF Community Forum
December 9, 2008