University of Missouri
AP Shared Services
Kick Off Meeting
September 2013
1
Goals for Today
1. Why Shared Services is important
2. Explain the AP Shared Services Project History and
Current Status
3. Introduce the AP Shared Service Management Team
4. Discuss how this will impact Campus Departments
5. Discuss Challenges or Potential Issues
2
2
Why AP Shared Services?
 Operational Excellence Initiative
 Shared Accountability and Governance not Centralization
 Accountable to the Campus and Departments
 Standardization of Similar Processes
 Technology is Currently Available
 AP Processing is Not Mission Critical
3
3
A/P Evaluation Process Overview
Goals
1. Improve efficiency and consistency
2. Maintaining quality customer service to campus departments
Scope
1. Back Office AP Activity within the Campus Accounting Offices
2. PO, Non-PO and T&E Payments
3. Vendor Create and Maintenance
4. All Four Campuses and UM System
4
4
A/P Evaluation Process Overview continued…
Accomplished by:
1. Current State Evaluation of Campus Accounting AP
Function
2. Desired Future State that considered:




Business process redesign
Leveraging automation
Merging back office A/P support activities
Service level agreements
5
5
A/P Project Team
Cross Campus Accounting & Procurement Team
 Tracy Greenup, UMC
 Paul Toler, UMC
 Bob Crutsinger, UMKC
 Andy Lamar, S&T
 Ernie Cornford, UMSL
 Jennifer Alexander, UM System
 Bobbi Walker, UM System
 Ryan Rapp, UM System
6
6
A/P Project Team Principles
 Customer service must meet or exceed current levels for
A/P
 Considerate to staff as part of any transition that may
occur
 Communicate with end-users early and often during the
project
 Take ownership of the changes and be a positive promoter
on our campuses
7
7
Project History
 August 2012 – AP Back Office Evaluation Kick Off
 December 2012 – Finalized Current State Evaluation
 March 2013 – Developed Future State Recommendation
 April 2013 – AMC Approved Plan for AP Shared Service Center to be
established on the Columbia Campus
 May – August 2013 – Implementation Planning
 August 2013 – Begin Implementation
8
8
Current State for AP
9
9
Approved Future State for AP
10
10
Implementation Time Line and Plan Overview
 Sept2013 - Campus Kick Off Meeting
 Oct 2013 – Identify Non-PO Pilot Departments
 Oct 2013 – PO Implementation
 Oct – Nov 2013 – Non-PO Pilot Training
 Nov 2013 – Mar 2014 – Non-PO Pilot Implementation
 Dec 2013 – T&E and Vendor Create Implementation
 Jan – Mar 2014 Non-PO Training
 Apr – Jun 2014 – Non- PO Implementation
11
11
AP Shared Services – How does this impact
campus departments?
What Changes:
 Vouchers will have to be scanned similar to T&E
 Contact for process questions or problems
 PO, T&E, and Vendor Create should have a limited impact
What Does Not Change:
 Policies will be the same
 Authority for Approval of Campus Payments
The Service Center is responsible for processing transactions in compliance with UM
System and Campus policies and procedures. Questions regarding the appropriateness of
payment will still be a campus responsibility.
12
12
AP Shared Services Center Infrastructure
 9.5 FTE allocated to processing transactions
 ACD Call Center established for tracking inbound and outbound
calls
 Remedy Ticketing implemented to track all communication
between end users and shared services staff
 Shared Services website development
13
AP Shared Services Team
 Angela Carmichael, Procurement/PO Processing
 Kathy Samuel, Administrative Assistant
 Olga Jurkevic, Office Support Associate
 Rita Wells, Non-PO Vouchers, T&E and Vendor
Maintenance
 Laura Bradshaw-Straub, Administrative Associate I
 Anantha Gopalaratnam, Accounting Services Specialist
 Lori Campbell, Office Support Associate
 Dennis Johnson, Office Support Associate
 Jayme Palmgren, Office Support Associate
 Tammy Bedford, Office Support Associate
14
14
AP Processing Challenges
Known Challenges:

Payments requiring contracts

Non-Resident Alien Payments

Express Checks

Standardized Forms

Hold Checks

Scanning/Imaging

Enclosures

PO Invoices
15
15
Next Steps
1. Develop Non-PO Pilot Group
2. Finalize Website
3. Campus Training for Non-PO Implementation – Scanning and/or
Imaging Transactions
16
16
Questions?
Ryan Rapp
Associate Controller
University of Missouri System
Tracy Greenup
Assistant Director Business Services
University of Missouri-Columbia
Rita Wells
Business Manager I
University of Missouri-Columbia
Angela Carmichael
Administrative Associate II
University of Missouri-Columbia
Operational Excellence Initiative Website
http://www.umsystem.edu/president/sharedservices/
17
17