Rapid Process Redesign (RPR) Project Top Identified Processes/Ideas Team Charge Information Idea/Process Effort Reporting (PAR forms) Entertainment ML Osante/OC 5/29/2016/10:16 AM D:\291230981.doc Team Charge Document functionality of PAR system Identify payroll information that results in miscalculations within PAR system & devise a means to alert users of the PAR document of these miscalculations Develop an interface between the PAR and PPS systems to correct input, and when possible, to improve accuracy of output and improve efficiencies Review and confirm regulatory and PAR system issues related to streamlining reporting requirements, i.e. less frequency of reporting Further clarify ancillary issues surrounding the PAR process, such as who is authorized to attest to PAR information on behalf of a P.I. or researcher Enhance current web-based applications for entertainment activities Review current policy and modify according to streamlined process improvements Review policy and action requiring exceptions to policy approval Assess and evaluate delegated authority levels and streamline approval processes, while assuring accountability Team Leader Team Roster Dan Gilbreath, BFS-OPAFS Rick Espinosa, ACT Howard Goldman, BFSOPAFS Maureen O’Connor, Medicine Erika Wilson, Medicine Faye McCullough, BFS-Disbursements Kathy Farrelly, VCAA Tina Ivany, ACT Dawn McDevitt, BFS-Travel Robin Posner, BFS-Disb Ronni Russell, Bio Science Dana White, Inst Molecular Bio 1 of 5 Rapid Process Redesign (RPR) Project Top Identified Processes/Ideas Team Charge Information Idea/Process Financial Link Development Financial Reconciliation (PWRuP) ML Osante/OC 5/29/2016/10:16 AM D:\291230981.doc Team Charge Consult with campus users (and non-users) to identify barriers to FinancialLink use Identify most useful and efficient features and best practices of Financial Link Determine mechanisms to best communicate information about Financial Link to campus Enhance current tools to increase effectiveness and reduce the need for shadow systems Determine training needs: in particular, if current training available is working and identify better training methods and opportunities where appropriate Determine if PWRuP concepts can be deployed for full campus implementation by July 1, 2003 Develop the framework for full campus implementation Develop and communicate training opportunities Recommend policy changes to accommodate increased risk taking where appropriate Team Leader Team Roster Carole Ring, Political Science Joni Ciarletta, ECE Christina Colmenar, Med Grp Lin Majors, SOM-Dean’s Off Andrina Marshall, Pharm Barbara Mendeas, Math Donna Mulcahy, Staff Ed Minerva Nelson, SIO Laura Osante, BFS-Controller Bill Wood, ACT Deborah Rico, BFSController’s Office Michael Bloom, SOM Wayne Farquharson, SIO Kathy Farrelly, VCAA Elazar Harel, ACT Mary Hart, Super Computer Pat Jordan, SIO Lyle Kafader, ACT David Meier, AMAS Minerva Nelson, SIO Helen Olow, IGCC 2 of 5 Rapid Process Redesign (RPR) Project Top Identified Processes/Ideas Team Charge Information Idea/Process Invoice Approvals Job Descriptions ML Osante/OC 5/29/2016/10:16 AM D:\291230981.doc Team Charge Evaluate the potential for a web-based electronic routing and approval invoice process with the delivery mode via Financial Link (PDF) provided by IDOCS. This will facilitate a common look and feel approach to transaction approvals, which is the long-term vision. This will also facilitate the creation of a universal transaction approval log within FinancialLink, and support audit trail requirements by allowing comments to be added to the document or be associated with the document Explore and determine privacy issues Consider efficiencies in the current manual process Assess authorization/signature policy issues as needed Conduct usability study on UCR’s job builder tool Create a streamlined master job descriptions library for campus utilization Enhance on-line Job Description application with standardized list of tasks and skills, categorized by function, to help the user build their job descriptions Revise associated reclassification policies and approval processes Team Leader Team Roster Katrina Albrandt, BFS-Systems Alicia Cole, BFS-Disb Rick Espinosa, ACT Ellen Henry, BFS-Disb Tim Morse, ACT Jayne Reynolds, BFS-Systems Rich Uriarte, Chem & BioChem Judy Johnson, Human Resources Anne Cressey, Geo Science KC Davis, Human Resources Maureen Harden, Library Lydia Ikeda, Repro Med Stephanie Wong, Medicine 3 of 5 Rapid Process Redesign (RPR) Project Top Identified Processes/Ideas Team Charge Information Idea/Process Leave Activity Summary Reports (LASRs) Paper Use and Disposition Payroll Expense Transfers (PETs) ML Osante/OC 5/29/2016/10:16 AM D:\291230981.doc Team Charge Determine if current distribution of LASR’s can be eliminated and modified Explore the possibility of providing one-time and historical data to employees and managers using existing systems and identify where timekeeping data is housed Determine what is necessary to print vacation and sick leave data on employee pay stubs Develop a listing/inventory of current paper documents. Recommend paper document elimination where appropriate. Identify available electronic resources relative to proposed eliminated hard copies. Identify current UCSD business practices where paper based communications can be reduced or eliminated Identify transactional requirements and applicability of existing ENPET processes to be utilized for PETs Review/streamline approval requirements in order to reduce or eliminate unnecessary approvals Develop an on-line process that streamlines the existing PET process and permits direct entry by departmental personnel of selected PET transactions Team Leader Team Roster Cynthia Harrison, Housing and Dining Services Ron Block, ACT Scott Drummond, BFS-Payroll Loretta Smith, Bio Eng Carole Ring, Political Science Don Peters-Coville, Chemistry Steve Ross, Jacob School of Engineering Steve Lopez, Cellular Molec Med Nini Cruz, BFS-Payroll Howard Goldman, BFSOPAFS Lyle Kafader, ACT Julie Mann, Pediatrics Ericka Moore, Medicine Anne Pratarelli, BFS-Payroll 4 of 5 Rapid Process Redesign (RPR) Project Top Identified Processes/Ideas Team Charge Information Idea/Process Recruitment Travel ML Osante/OC 5/29/2016/10:16 AM D:\291230981.doc Team Charge Review options for reducing cycle time of hiring process while maintaining the integrity of the hiring pool Identify both sides of screening users: those that require no screening of hiring pool to those that require substantial screening Integrate and automate job description and employment requisition processes to reduce redundant entries and improve efficiencies Evaluate if web-based screening templates would streamline hiring process turnaround Examine and recommend changes to current policies and practices to incorporate streamlining Travel process Review and streamline approval, transaction, and paper-flow processes Determine appropriate levels of accountability Team Leader Team Roster Pat Wong, Human Resources Marty Backer, ACT Jennifer Davis, SIO Nancy Hartley, Math Valerie Markham, SOM Joan Turner, Bio Sciences Faye McCullough, BFS-Disbursements Bob Barile, Computer Science Elazar Harel, ACT Dawn McDevitt, BFS-Travel Barbara Stewart, Sociology 5 of 5