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Enhancing Efficiency with AP Shared Services Project

Learn about the University of Missouri's AP Shared Services Project, how it impacts campus departments, goals, challenges, and team members involved. Explore the timeline, structure, and principles guiding the initiative.

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Enhancing Efficiency with AP Shared Services Project

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  1. University of Missouri AP Shared ServicesKick Off Meeting September 2013

  2. Why Shared Services is important Explain the AP Shared Services Project History and Current Status Introduce the AP Shared Service Management Team Discuss how this will impact Campus Departments Discuss Challenges or Potential Issues Goals for Today

  3. 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 Why AP Shared Services?

  4. Goals Improve efficiency and consistency Maintaining quality customer service to campus departments Scope Back Office AP Activity within the Campus Accounting Offices PO, Non-PO and T&E Payments Vendor Create and Maintenance All Four Campuses and UM System A/P Evaluation Process Overview

  5. Accomplished by: Current State Evaluation of Campus Accounting AP Function Desired Future State that considered: Business process redesign Leveraging automation Merging back office A/P support activities Service level agreements A/P Evaluation Process Overview continued…

  6. 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 A/P Project Team

  7. 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 A/P Project Team Principles

  8. 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 Project History

  9. Current State for AP

  10. Approved Future State for AP

  11. 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 Implementation Time Line and Plan Overview

  12. 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.

  13. 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

  14. 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

  15. AP Processing Challenges Non-Resident Alien Payments Standardized Forms Scanning/Imaging PO Invoices Known Challenges: • Payments requiring contracts • Express Checks • Hold Checks • Enclosures

  16. Next Steps • Develop Non-PO Pilot Group • Finalize Website • Campus Training for Non-PO Implementation – Scanning and/or Imaging Transactions

  17. 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/

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