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University of Florida Business Process Census

University of Florida Business Process Census. Information Session. April 2013. Business Process Census Background and Purpose. Background

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University of Florida Business Process Census

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  1. University of FloridaBusiness Process Census Information Session • April 2013

  2. Business Process Census Background and Purpose • Background • The University community is working together to support the initiative to move UF to top ten status; as such we are interested in understanding what is needed to effectively manage the administrative requirements of the institution • The University has undertaken several efforts to help evaluate key business processes • The Office of the Chief Financial Officer is launching the UF Business Process Census as the next step in increasing that understanding • Purpose • Gain input from front-line employees who fulfill administrative roles on campus by better understanding the complexities of their day-to-day tasks and responsibilities within targeted functions: • Human Resources • Fiscal and Budgeting • Contracts and Grants • General Administrative • Use results of the census to: • Help shape business process improvements that are campus-wide • Support a college’s efforts if it chooses to implement shared services • Identify creative ideas to help support administrative functions in human resources, fiscal management, and grants administration

  3. Business Process Census Approach • Create functional work activity list and validate with subject matter experts related to: • Human Resources • Fiscal and Budgeting • Contracts and Grants • General Administrative • Identity sample colleges/departments/units that are representative of the University on the whole: • Heavy research • All teaching and limited research • Mix of teaching and research • Administrative function(s) • Determine departments/units and colleges that fit within the strata • Evaluate employee headcount and volume of administrative transactions to finalize selection • Communicate initiative to the deans and department/unit heads of selected population • Meet with department/unit heads to discuss plan and timeline • Identify employee names and titles, remove those that appear outside of scope, and validate list with departments/units • Conduct information sessions for employees • Send census invitation (email link to each participating employee) • Send reminders to complete census within expected timeframe • Load activity listand test results • Collect data • Tabulate work activities accomplished by participating staff • Delineate the nature of the work performed, specifically transactional activities in each function • Identify business process areas for further investigation

  4. Business Process Census Timeline

  5. How Does the Census Work? • The tool uses a tiered activity structure to prompt respondents to allocate time. An overall list of activities is available as a guide as are descriptions of each activity for reference. The following example shows how respondents progress through the census: Step 1: Step 2: Select Functions;Allocate Time Select Tier 1 Activities; Allocate Time Respondents are directed to drill down within the activities they select and continue to allocate their time across detailed activities. Step 3: Step 4: Select Tier 2 Activities; Allocate Time Allocate Time for Tier 3 Activities

  6. How Does the Census Work? (Cont’d) • Key features to note within the census are highlighted below: Return to Fiscal Home Page at any time Click on notes to view additional clarifying information Click link to view or print entire activity list Navigate through census; save at any time and restart later

  7. How Does the Census Work? (Cont’d) • We recommend that you print an activity list prior to entering your time in the census. A link to the activity list can be found on every page of the census as well as in the census invitation you will receive. • Below is an example excerpt of the Fiscal Services activity list.

  8. Why Use the Business Process Census Tool? • The tool provides an efficient way to gain insight into the University’s administrative functions.

  9. Business Process Census Informational Website • All participants will be invited to attend an information session. Within this invitation will be a link to an informational website, containing an overview, frequently asked questions, key dates, and a census link.

  10. Business Process Census Informational Website (Cont’d)

  11. Next Steps • Conduct remaining information sessions • Send census invitation to all participating employees on Tuesday, April 9th • Receive email invitation • Print census activity list and review details • Allocate time across activities (can be completed in one or more sittings) • Receive reminder notification (if applicable) • Save and submit the census by Tuesday, April 23rd

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