Division of Finance &
Administration Reorganization
Glenn Ford, Vice President for Finance &
Administration/CFO
February 13, 2014
Vice President for
Finance and Administration
Conference Services,
Transportation
Solutions and Printing
& Mailing
Budget & Fiscal
Planning
OSU Shared Services
Capital Planning &
Development
Business Process
Reengineering
DIVISION OF
FINANCE &
ADMINISTRATION
February 2014
Conference Management
LaSells Stewart Center
Guistina Art Gallery
Campus Grounds Use
Commencement Ceremony
Motor Pool
Printing & Mailing / Campus Freight
Transit & Parking Services
Business Centers
AMBC Agricultural & Marine Sciences
ASBC Arts & Sciences
AABC Auxiliaries & Activities
BEBC Business & Engineering
FOBC Forestry, Oceanic & Atmospheric
HSBC Health Sciences Business Center
UABC University Administrative
Capital Administration
Capital Planning
Capital Projects
Infrastructure Work Group
Real Estate & Space Management
University GIS Services
University Land Use Planning
Athletics
University Housing &
Dining Services
External Financial Reporting
Integrated Financial Planning
Cash & Investment Management
Capital Financing & Debt Management
Taxation
Associate VP Finance
and Administration
Financial Accounting & Analysis
Office of Post Award Administration
Payroll
Procurement, Contracts &
Materials Management
Student Finance
Business Affairs
Long-Range Business &
Financial Planning
Capital Budgeting
Coordination with HECC, OEIB, DAS, LFO
Administrative Services Group
Administrative Services
Public Safety & Oregon State Police
Employee Relations
Classification & Compensation
Employment Services
Employee Benefits
Facilities Maintenance Operations
Risk Management / Environmental
Health & Safety
HR Systems & Technology
Learning & Organizational Development
Human Resources,
Facilities Operations,
Risk Management &
Public Safety
Executive Assistant
Strategic Evaluation of DFA Structure
• Strategic evaluation of the Division of Finance and
Administration focused on several key goals/issues:
oAbility to strategically support Mission & Strategic
Plan
oCapacity to serve a new independent Board
oEnhancement of our long-range integrated planning
capabilities
oContinued enhancement of customer service
oAlignment of expertise with areas of responsibility
oDevelopment of efficiencies
2
June 28, 2016
Widespread Communications Regarding Changes
• Sought advice and counsel from across the OSU
community
o Faculty Senate President
o Faculty Senate Executive Committee
o President
o Executive Vice President/Provost
o DFA Leadership Council membership (VPFA direct reports)
o President’s Cabinet
o Provost’s Council
o Deans & Vice Provosts
o Oregon University System (OUS) Vice Chancellor for F&A
o Other
3
June 28, 2016
Why Reorganization? Phase 1, October 2013
• Need to provide the long-term structure required to
support the University
• Enhanced integrated operating and capital planning
• Need to better align units with commonalities (i.e.,
self-support/service, capital planning, business
efficiencies)
4
June 28, 2016
Capital Planning &
Development
5
June 28, 2016
Capital Administration
Capital Planning
Capital Projects
Infrastructure Work Group
Real Estate & Space Management
University GIS Services
University Land Use Planning
Capital Planning and Development
• Capital Planning and Development
(CP&D) was housed under Campus
Operations and reported to the
Executive Director -- led by
Associate Director of CP&D
• Critical need for a transparent
long-range space plan, major
capital plan, and the development
of a long-range major capital
renewal (deferred maintenance)
plan for OSU as part of my focus on
integrated planning
6
June 28, 2016
Capital Planning and Development
• Promoted Kirk Pawlowski from Associate Director to
Executive Director with a direct reporting relationship to
the VPF&A
• He has extensive successful leadership experience in this
area:
o Assistant Vice Provost for Capital Resource Planning, UW
o Director of Facilities Planning and Real Estate, OHSU
o Director of Capital Planning and Development, WSU
o Senior Partner in the architectural firm SRG Partnership
o Licensed Architect and LEED Accredited Professional
7
June 28, 2016
Capital Planning and Development
• Executive Director of CPD/University Architect key areas
of responsibility include oversight of the following:
o Capital Administration
o Capital Planning
o Capital Projects
o Infrastructure Work Group
o Real Estate Management
o Space Planning & Management
o University Geographic Information
Systems (GIS) Services
o University Land Use Planning
8
June 28, 2016
Public Safety & Oregon State Police
Employee Relations
Classification & Compensation
Employment Services
Employee Benefits
Facilities Maintenance Operations
Risk Management / Environmental
Health & Safety
HR Systems & Technology
Learning & Organizational
Development
9
June 28, 2016
Human Resources,
Facilities Operations,
Risk Management &
Public Safety
Facilities Operations, Public Safety & Risk Management
• Now report to Dave Blake, Assistant Vice President for Human
Resources, Facilities Operations, Risk Management, and Public
Safety
o Aligns public safety, emergency management, environmental
health & safety, and risk management
functions together with HR functions
o Dave has experience overseeing these
areas, as well as facilities operations,
in previous positions in the public and
private sector
• VPF&A retains dotted-line direct
oversight to Public Safety and the
Oregon State Police
10
June 28, 2016
Financial Accounting & Analysis
Office of Post Award Administration
Payroll
Procurement, Contracts &
Materials Management
Student Finance
11
June 28, 2016
Business Affairs
Procurement, Contracts & Materials Management
(PCMM)
• PCMM consists of:
o Procurement & Contract Services
(PaCS)
o Campus Recycling
o Surplus Property
• Moved under the umbrella of
Business Affairs, working directly
with Aaron Howell, Assistant Vice
President & Controller
• Aligned PCMM with other Business Services and e-commerce
functions
12
June 28, 2016
Conference Services,
Transportation
Solutions and Printing
& Mailing
13
June 28, 2016
Conference Management
LaSells Stewart Center
Guistina Art Gallery
Campus Grounds Use
Commencement Ceremony
Motor Pool
Printing & Mailing / Campus Freight
Transit & Parking Services
Transportation Services, Motor Pool, & Printing & Mailing
• Report to Kavinda Arthenayake, now Director of
Conference Services, Transportation Solutions and Printing
& Mailing Services
Conference Services
Campus Freight
Campus Grounds Use
14
June 28, 2016
Transportation Services, Motor Pool, & Printing & Mailing
• Strong customer service
focused leader
• Aligned transportation
solutions with conference
services
• Positions OSU to continue to
enhance customer service
for all constituents
15
June 28, 2016
Why Reorganization? Phase 2, January/February 2014
• Need to support new university governance structure as
OSU Board of Trustees assumes oversight responsibilities,
effective July 1, 2014
• OSU will take over responsibilities that were previously
handled by the Oregon University System (OUS)
Chancellor’s Office, including:
o Internal Audit, External Audit Liaison, Legislative Fiscal
Analysis, Coordination with Bond Rating Agencies, Board
Support
o Coordination with other universities regarding continuing
shared services
16
June 28, 2016
OSU Office of Internal Audit
• Patricia (Patti) Snopkowski, Chief Audit Executive
o Started December 1, 2013, with transition period with OUS
o Reports directly to the President as the audit function is a
Board function; will work closely with the DFA Leadership
team
• Oversee audit functions at OSU; support and assist OSU’s
overall compliance efforts
17
June 28, 2016
OSU Associate Vice President for Finance and
Administration
• Mike Green, Associate Vice President for F&A
o Reinstates a position last held by Nancy Heiligman
o Mike started on January 1, 2014
External Financial Reporting
Integrated Financial Planning
Cash & Investment Management
Capital Financing & Debt
Management
Taxation
Associate VP
Finance and
Administration
Business Affairs
18
June 28, 2016
OSU Associate Vice President for Finance and
Administration
• New responsibilities and governance structure (Board of
Trustees) will impact the way DFA serves the University
• Mike will play a key role in developing the infrastructure
necessary to support these changes including:
o External Financial Reporting
o Cash and Investment Management
o Capital Financing and Debt Portfolio Management including
coordination with rating agencies
o Management Reporting
o Liaison with the new University Shared Services Enterprise
o Integrated Financial Planning
o Taxation
19
June 28, 2016
OSU Director of Administrative Services
• Jan Lewis, Director of Administrative Services
o Began on February 1, 2014, with a transition period with
Oregon University System / Higher Education Coordinating
Commission (HECC)
o Previously, Assistant Vice Chancellor for OUS Budget
Operations
Long-Range Business &
Financial Planning
Capital Budgeting
Coordination with HECC, OEIB, DAS, LFO
Administrative Services Group
20
June 28, 2016
Administrative
Services
OSU Director of Administrative Services
• Position will support long-range debt and business planning.
Jan will be responsible for a number of areas including:
o Administrative Services Group (previously under Campus
Operations)
o Financial Planning
o Capital Budgeting
o Coordination with entities such as the:
o Higher Education Coordinating Commission (HECC)
o Oregon Education Investment Board (OEIB)
o Department of Administrative Services (DAS)
o Legislative Fiscal Office (LFO)
21
June 28, 2016
Strategic Evaluation of DFA Structure
• Key Goals:
oAbility to strategically support Mission & Strategic
Plan
oCapacity to serve a new independent Board
oEnhancement of our long-range integrated planning
capabilities
oContinued enhancement of customer service and
cost effectiveness
oAlignment of expertise with areas of responsibility
oDevelopment of efficiencies
22
June 28, 2016
QUESTIONS?
23