Forging a Digital Evolution

1. Israel Ruiz, Vice President for Finance Forging a Digital Evolution

2. MIT Evolving Services VPF Mission The mission of MIT is to advance knowledge and educate students in science, technology, and other areas of scholarship that will best serve the nation and the world in the 21st century.

3. Aligning Services to Meet MIT’s Needs • Working for the 21st Century • Facilitate connections in a digital age • Enhance MIT’s ability to serve the global community • Support ground-breaking research programs • Enable experienced-based learning • Strive to provide administrative services with the excellence for which MIT is known

4. Innovating for the 21st Century • “Heirs to a legacy of innovation” • President Barack Obama • Oct. 23, 2009

5. Breaking the Cycle of Innovation Forging a Digital Evolution “From the department’s perspective, Personnel activities were paper intensive…” Academic Staff Appointment Process (ASAP) MIT’s Reengineering, 1992 “The Institute has the opportunity to become the showcase for best practices in administrative services and systems, while also implementing sustainable solutions, and is urged to pursue a bold vision of achieving a Digital MIT.” Administrative Process Working Group Institute-wide Task Force, 2009

6. Momentum From the Task Force Forging a Digital Evolution Digital MIT The goal is to be able to soon recognize MIT’s processes as best practices for administrative services and systems in a university setting: modern, digital, customer centric. - Institute-wide Planning Task Force Final Report

7. Collaboration in Action Forging a Digital Evolution User Advisory Group A Model for Modernization Pilot Pilot Diverse Steering Group Learn from Project, Refine Model User-based Development Process Phased Launch User Input Apply to Other Projects Cross-departmental Sponsors

9. Digital MIT

10. Evolution Is Under Way Current Volume (Annual) Electronic Paystubs Travel Modernization Project Evolution of Cashier Function SAPWeb Request for Payment Appointment Process Redesign Electronic W2s 396K paper paystubs issued 32K reports processed; $42M spend 28K checks deposited 50K processed manually 17K processed manually 21K paper W2s issued 2011

11. Goal: streamline and modernize Travel and RFP processes Evolution Is Under Way Travel & Reimbursement Reimbursement Process Fill out Paper Report Mail Manual Audit Manual Process Paper Check Mail Deposit Check 2010 Fill out E-Report Auto Audit Direct Deposit Soon

12. Evolution Is Under Way Online Travel Booking & Reimbursement

13. Evolution Is Under Way Electronic Paystubs

14. Evolution Is Under Way Electronic Request for Payment (RFP)

15. Evolution Is Under Way Appointment Process Redesign

16. Evolution is Under Way Electronic Paystubs Travel Modernization Project Evolution of Cashier Function SAPWeb Request for Payment Appointment Process Redesign Electronic W2s Launch: Before End of Summer Phased Rollout: Mar-December Transition: Mar-Jun Window Closes: Jun 30 Pilot: May, Jun MIT-wide: Jul Pilot: Under Way MIT-wide: Early Fall Available by Open Enrollment 2011

17. MIT Evolving Services VPF 21st century.

18. Partners in Evolution Office of the Vice President for Finance | NE49-3rd and 4th floors, 600 Technology Square | Cambridge, MA 02139 | Campus Map >>