Organizational Excellence Project Request Form
Download, print and submit this form to request project support from the OE Team.
Dateline Coverage
June 15, 2012: SHARED SERVICES CENTER: Feedback forum June 27
Click here for links to all prior Dateline Articles on Organizational Excellence.
Shared Service Center Update emails
These updates are emailed to administrative staff in divisions to be served by the Shared Service Center.
This link also leads to prior update emails.
SSC Finance Feedback Forum on August 22
The Organizational Excellence team is hosting a Shared Services Center Finance customer feedback forum..
The forum will provide a structured format to solicit constructive feedback for the SSC Finance team and is scheduled from 1:30 to 3:30 p.m. Wednesday, August 22, in the AGR Room at the Buehler Alumni and Visitors Center. There are limited seats available, so register via the campus’s online enrollment system at lms.ucdavis.edu (search for “SSC” to find the forum). For registration assistance, contact Staff Development and Professional Services, (530) 752-1766 or sdps@ucdavis.edu.
Online Pre-purchasing System Town Hall August 16
The Administrative Application Development Initiative’s (AADI) Prepurchasing Steering Committee is happy to announce that the new Prepurchasing System is ready to be launched. A town hall meeting, with a system demonstration, is scheduled from 9 to 11 a.m. Thursday, Aug. 16, in 3001 Plant and Environmental Sciences Building.
The online Prepurchasing System is not a mandated tool. It will be available to any and every unit on campus that chooses to use it. The AADI is anxious to demonstrate this user friendly application and how it will meet your prepurchasing needs.
Since this system is Web-based, it will eliminate delivery of paper documents across campus. It features electronic approval routing as the orders move through different levels — all announced by an e-mail alert to the designated approver. (from August 2 Dateline)
SSC HR/Payroll Feedback Forum on June 27
The Organizational Excellence team is hostting a Shared Services Center HR/Payroll customer feedback forum.
The forum will provide a structured format to solicit constructive feedback for the SSC HR and payroll teams and is scheduled from 3 to 4:30 p.m. Wednesday, June 27, in the AGR Room at the Buehler Alumni and Visitors Center. There are limited seats available, so register via the campus’s online enrollment system (search for “SSC” to find the forum). For registration assistance, contact Staff Development and Professional Services, (530) 752-1766 or sdps@ucdavis.edu.
An SSC finance forum will be held in August.
UC Davis Shared Services Center "goes live"
As of at 8:00 a.m. on Tuesday, February 14, all administrative divisions at UC Davis are served by the UC Davis Shared Services Center for transactional work relative to finance, HR and payroll. Migration meetings were held during January and early February with division and department representatives to discuss work scope and transition. In addition, from February 6 through 13th, ServiceNow case management system training was provided to SSC staff and department initiators and approvers. Computer-based training is available for all staff through the campus learning management system. For questions about SSC services, please call 530-754-4SSC (4772).
Shared Services Center Announces Migration Schedule
The Shared Services Center (SSC) Pilot Program has begun! As of January 9, 2012, all departments in ARM and IET have been working with the SSC for accounts payable, purchasing, payroll and human resources transactions. While the official “go live” date is February 14, the leadership in ARM and IET agreed to participate in an initial Pilot Program to give the SSC an opportunity to work through processes and procedures with real transactions. In addition, payroll and travel and entertainment processing for the Offices of the Chancellor and Provost transitioned to the SSC on January 9.
Work from the remaining administrative divisions migrate to the SSC on the following schedule:
| Jan 31 | Office of Research (vice chancellor's office); Development & Alumni Relations; External Relations |
| Feb14 | Offices of the Chancellor & Provost; Student Affairs |
Shared Service Center Town Hall Meeting
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If you missed the Town Hall on Thursday, September 8, 2011, the event was webcast and can be viewed in its entirety on our Education and Outreach page. Scroll down to 'Webcasts'. The PowerPoint for this event can be found on the Education and Outreach page as well, under 'PowerPoint Presentations'. At this Town Hall, Chancellor Linda P.B. Katehi, Vice Chancellor John Meyer and Associate Vice Chancellor Karen Hull presented key decisions on the following:
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Shared Service Center (SSC) Process Lists
Visit our Tools and Resources page to view DRAFT SSC Future State Vision Process Lists. These documents are "works in progress" and subject to change.
University of California implements Working Smarter Initiative
Faced with diminishing state support, the University of California community has coalesced around administrative and operational effectiveness as a key tenet of long-term viability. Working Smarter brings together systemwide, regional and campus-level efforts under one umbrella with a strong commitment from the top: the University is committed to elevating its administrative operations to the same level of excellence as its academic and research enterprise. Within five years, the University will redirect $500 million from administrative costs to the academic and research missions; streamline operations to address state funding cuts and the need for commonality among the campuses; implement operational efficiencies that enhance the quality of services to students, faculty and staff; and build a sustainable financial model to carry the University forward.
Shared Service Center Project Officially Launches!
On January 31 and February 1, project teams for finance, human resources, information technology and payroll met for the first time to begin work on the implementation of a shared service center for five administrative divisions: Administrative and Resource Management, Information & Educational Technology, Offices of the Chancellor and Provost, Student Affairs and University Relations. Project teams are made up of subject matter experts from participating administrative divisions and central units. One of their first tasks is to decide which activities will move into the shared service center.
Over the next five months, the teams are expected to decide the work that will go to the shared service center, define the processes for the new center, map and streamline those processes, and develop a staffing model. They will also identify processes for immediate improvement that can be changed now to benefit the entire campus.
During this same time, the Shared Services Implementation Team will be securing technology to support the new operation. Where it makes sense, this technology will also be deployed to support the entire campus – with the goal of making service on the entire campus more efficient.
Contact your project team members or use the feedback link at the bottom of this page to provide input and feedback.
Voluntary Separation Program Approved for Davis Campus
The UC Office of the President has a approved a new voluntary separation program (VSP) for the Davis campus (excluding the School of Medicine). The VSP gives employees the opportunity to self-identify their willingness to voluntarily resign their UC Davis employment. Through this program, volunteers assist the university in addressing permanent budget reductions and help avoid involuntary layoff actions affecting colleagues who may not have similar flexibility. Under this program, employees can receive severance pay for voluntarily resigning subject to approval by UC Davis. (Read the January 14 UC Davis Dateline article.)
The VSP is just one element in the campus’s overarching strategy to assist the campus in addressing its budgetary challenges. In addition, the campus’s shared service center project is set to consolidate select finance, HR and IT functions for five administrative divisions over the next three years. The long-term savings attained through both of these efforts will be reallocated to teaching and research, student programs and high priority administrative initiatives as part of the chancellor's ongoing vision for organizational excellence.
For more information on the voluntary separation program, click here.
Your Feedback is Welcomed
Questions, suggestions and ideas are welcomed. All feedback will be reviewed, and responses will be shared via our Feedback webpage to inform further discussion and creative thinking regarding administrative synergies, efficiencies and service improvements. Your contributions to this initiative are much appreciated.