Rapid Process Redesign II (RPRII) Project
Top Identified Business Process Improvements
Team Charge Information
Idea/Process
Roles Implementation
Team Charge


ML Osante/OC
5/29/2016/10:16 AM
D:\291221555.doc
Identify basic roles that UCSD employees and
affiliates commonly need to assume in the
course of conducting University business. For
this purpose, roles should be:

based on common business needs in units
across campus;

defined as a cluster of tasks requiring
access to campus business systems, along
with the appropriate context in which those
tasks are to be performed;

limited in number;

designed to permit the assignment of
multiple roles to one person and the
assignment of multiple people to one role;

designed to be broadly applicable instead
of being unit- or person-specific; and

designed to allow a certain amount of
customization of basic roles when
necessary and appropriate.
Team Leader
Karen Andrews,
Physics
Team Roster
Chris De Rosa, ACT
Anne Footer, MPL
Diane Hamann, Academic
Senate
Kurt Jensen, VC OfficeHealth Sciences
Gabe Lawrence, ACT
Debbie Rico, BFSControllers Office
Carolyn Sheehan, MAE
Bill Wood, ACT
Assess existing role assignment system(s) and
recommend:

where controls should be placed to allow
appropriate access checks without creating
inordinate barriers or undue delays; and

what functionality is required to make the
system(s) more broadly usable.

Identify opportunities to expand the use of
1 of 6
Rapid Process Redesign II (RPRII) Project
Top Identified Business Process Improvements
Team Charge Information
Idea/Process
Team Charge
Team Leader
Team Roster
roles to access campus systems, and
prioritize these based on the cost/benefit of
each.
Payroll Expense Transfer (PET)
COEUS Conversion Upgrade
ML Osante/OC
5/29/2016/10:16 AM
D:\291221555.doc

Review the 2006/2007 SPEAR EPET team
work flow process

Identify transactional requirements and
applicability of existing ENPET processes to be
utilized for PETs

Recommend and make changes to the SPEAR
EPET work flow process.

Develop an on-line process that streamlines the
existing PET process by allowing departmental
personnel to directly enter selected DOPE
transactions

Develop a plan to migrate current Coeus data
to the upgraded Coeus system with minimal
impact to current data quality/integrity

Develop clear documentation that describes the
purpose of each Coeus field and clearly
identifies other business processes that rely on
the data in those fields

Identify central office and departmental Coeus
& data reporting requirements and a timeline for
creating & deploying those reports
Wayne
Farquharson, IGPP
Marianne
Generales,
Research Affairs
Mojgan Amini, ACT
Greg Buchanan, AMAS
Jennifer Bougeois, Sea Grant
Ashley Clipson, BFS-OPAFS
Nini Cruz, BFS-Payroll
Heather Grassi, Pathology
DeAndra Green, Research
Affairs
Jaqueline Hoopengardner,
ECE
Lin Majors, Health Sciences
Kathy Smith, Orthopaedic
Surgery
Marlene Trivino, BFS-General
Accounting
Joni Ciarletta, ECE
Jason DeFay, Research
Affairs
Robert Dias, ACT
Lynelle Gehrke, OCGA
Elizabeth Meier, SIO
Alma Palazzola, OPAFS
Nancy Roberts,
Neurosciences
Andrea Rollins, HSSPO
2 of 6
Rapid Process Redesign II (RPRII) Project
Top Identified Business Process Improvements
Team Charge Information
Idea/Process
Travel Enhancements
ML Osante/OC
5/29/2016/10:16 AM
D:\291221555.doc
Team Charge

Identify appropriate and timely training methods
for department and central office staff

Develop a strategy for the phased deployment
of the Coeus Proposal Development Module to
departments that includes testing, user training
and appropriate internal controls sufficient to
ensure high data quality/reliability

Develop, test and implement a proposal
electronic work flow system in conjunction with
departments (e.g. proposal routing, review and
approval)

Develop appropriate user agreements, policies
and procedures, and training plans for
department Coeus users

Develop plans and timelines for the deployment
of Coeus compliance modules including IRB,
IACUC, ESCRO and COI.

Develop a long-term strategy for managing
Coeus activities at UCSD that includes regular
communication with stakeholders in order to
ensure that UCSD’s Coeus system is dynamic,
sustainable and responsive to the needs of its
users.
MyTravel
Team Leader
Faye McCullough,
BFSDisbursements
Team Roster
Lenore Eyer, IGPP
David Grayson, ECE
Lori Guardiano, Center for
Research and Biological
3 of 6
Rapid Process Redesign II (RPRII) Project
Top Identified Business Process Improvements
Team Charge Information
Idea/Process
Team Charge




Add functionality for all travel situations so that
paper TEV’s are not needed
Allow for specific modifications to address
customer needs
Improve integration points with the base IFIS
Travel Accounting Module
Incorporate with TravelLink (seamless ‘one’
process)
Team Leader
Systems
Denise Marlin, School of
Medicine
Dawn Mcdevitt, Travel and
Team Resource
Tim Morse, ACT and Team
Resource
Will Rivera, CASPO
Dan Seibert, ACT and
Team Resource
Trinidad, BFS
Payroll
Ron Block, ACT
Dawn Buttrell, VC officeStudent Affair
Barbara Carstens, SDSC
Dee Chilcoat, ACT
Kharyn Loteyro,
CASPO/SIO
TravelLink


Team Roster
and Travel
Modify Going on a Trip to simplify obtaining an
event number
Add data elements to interface Travel Accident
Insurance to UCOP
Event Planning System (EPS)

On-Line Timesheets
ML Osante/OC
5/29/2016/10:16 AM
D:\291221555.doc
Modify ECManager, online tool for the Express
Card for the redistribution of charges from
default index and account codes assigned to a
card, to accommodate post reconciliation
process
Develop a web based application that allows
employees to electronically submit and obtain
supervisor approval for timesheets. Development
of this application will be predicated on the
development and deployment of roles and workflow
being developed by the Roles Tiger Team and ACT
4 of 6
Rapid Process Redesign II (RPRII) Project
Top Identified Business Process Improvements
Team Charge Information
Idea/Process
Team Charge
Team Leader
Team Roster
Tom Piroli, BFS-Payroll
Ray Rodriguez,
Compensation/HR
Dave Simonson, Moores
Cancer Center
Entertainment/Event Planning
Quick Wins
ML Osante/OC
5/29/2016/10:16 AM
D:\291221555.doc
Design and implement a comprehensive web
application of the Entertainment process that
encompasses the processing and payment of
entertainment, business meetings, and
programmatic activities expenses.

Evaluate all the above opportunities
determining feasibility of the suggested
change.

Develop an implementation timeframe for
each opportunity. It is expected the team
will work with the appropriate ‘experts’ to
explore and evaluate each opportunity and
identify their “best guess” as to when
implementation can occur.
Dawn Mcdevitt
Dawn Buttrell, Chancellor
Office- Student Affairs
Andy Koudriavtsev,
CASPO- SIO
Denise Lewis, MPL-SIO
Faye McCullough, BFS
Disbursements and Travel,
Travel and Team Resource
Tim Morse, ACT and Team
Resource
Kyle Nakanishi, MBRD SIO
Steve Ross, Jacobs School
of Engineering
Lashon Smith, Travel
Dan Seibert, ACT and
Team Resource
Allisa Becker, ACT
Kian Colestock, ACT
Bob Colio, BFS General
Accounting
Jennifer Davis, IOD/SIO
Adam DiProfia, Engineering
Kathy Farrelly, SVCAA
Anna Gheissari, VC officeResearch
Allison Kibble, ACT
5 of 6
Rapid Process Redesign II (RPRII) Project
Top Identified Business Process Improvements
Team Charge Information
Idea/Process
Team Charge

Team Roster
Implement identified “quick win”
opportunities.












ML Osante/OC
5/29/2016/10:16 AM
D:\291221555.doc
Team Leader
STIP Distribution Process
Construction Project Documents
Policies and Procedures- electronic
notification
Classification Specifications for job
titles
Volunteer Graduate Students
Financial Link Module- too slow
Ledgers-eliminate paper copy
NGN, General Liability Monthly Reports
–eliminate paper, electronic version
instead
SDG&E billing
Purchase Order-Change order system
Photocopying
Training Justification and anticipated
costs
6 of 6