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Value Stream Mapping Event UW-System TER Process October 20 – November 14, 2008

Value Stream Mapping Event UW-System TER Process October 20 – November 14, 2008. Participants. Future State Mapping Team. Combine Campus Objectives. Value Stream Mapping Objectives Improve Customer Service/Satisfaction Reduce TER Processing Time/ Improve turnaround time

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Value Stream Mapping Event UW-System TER Process October 20 – November 14, 2008

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  1. Value Stream Mapping Event UW-System TER Process October 20 – November 14, 2008

  2. Participants

  3. Future State Mapping Team

  4. Combine Campus Objectives Value Stream Mapping Objectives • Improve Customer Service/Satisfaction • Reduce TER Processing Time/ Improve turnaround time • Reduce TER error rate (ie. missing signature & documents) • Shorten the time to get reimbursement • Streamline the approval process/entire process • Educate the travelers

  5. Combine Campus Objectives Value Stream Mapping Objectives • Document the process so everyone can understand it • Review & enhance the TER form • Maintain compliance with internal controls • Simplify and Standardize the Travel Process • Approval for travel • Expenses incurred • Reimbursement

  6. Current State UW Eau Claire

  7. Current State UW Stout

  8. Current State UW Stevens Point

  9. Current State UW Green Bay

  10. Current State UW La Crosse

  11. TER Best Practices • Simplified, Online TER form • Tutorial/checklist for required TER information • Minimal travel authorizations • Simplify process • Uniform Travel Authorization Form • Electronic Work Flow/Signatures • Direct Deposit/ACH for Payments • Online Travel/TER Training • Per diems for travel • Reallocation of P-Card expenditures (Access Online) • Expanded use of Procurement Card

  12. Future State

  13. Future State

  14. Future State System Wide Action Items

  15. Project Metrics & Goals UW Eau Claire Travel Authorization TER Process

  16. Project Metrics & Goals UW Stout Travel Authorization TER Process

  17. Project Metrics & Goals UW Stevens Point

  18. Project Metrics & Goals UW Green Bay

  19. Project Metrics & Goals UW La Crosse Pre-Travel Post-Travel

  20. Benefits to Date • We now are able to: • Apply Value Stream Mapping to other processes • Better understanding of process differences between campuses • Identification of Best Practices at each Campus • Network with peers at other Campuses

  21. Anticipated Benefits • Shorter processing time • Satisfied customers • Reduce stress & frustration of staff • Increase efficiency of staff across campus • Reduce workload of staff • Reduce cost • Reduce carbon footprint

  22. Anticipated Benefits • Increased revenue as a result of more P-Card use • Better educated customers • Increase TER accuracy • More TER consistency across campuses

  23. Resources & Time How to accomplish the Future State? • Get management approval and continued support to go ahead with the improvement plan • Value Stream Manager to keep the Campus CBO’s/Steering Team updated on progress • Time and resources to implement • Allow the team time to meet on a regular basis to: • implement the remaining actions • drive continual improvement • DELIVER THE FUTURE STATE

  24. Thank You Questions?

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