Excellence Through Partnership

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Excellence Through Partnership

• VPF Community Forum
• December 9, 2008

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Agenda
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Strengthening partnerships across MIT

• Israel Ruiz, Vice President for Finance

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(No Transcript)
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A Transformational Opportunity
Current situation presents a tremendous
opportunity to work together to support MITs
mission of excellence in research, education and
service
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• Even the biggest problem can be
• cracked by a small well-designed intervention.
  Thats where you and your creativity come in.
• Muhammad Yunus
• MITs Commencement 2008 Speech

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VPF Guiding Principles
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Delivering the 2011 Experience Today

• The 2011 Experience is the framework adopted by
  VPF as a way to refer to the goal of achieving
  operational excellence by the 150th
  anniversary of MIT.

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Delivering High Value Services

• Expand connectivity and productive partnerships
  across MIT
• Simplify and automate processes and workflows
• Develop clear and consistent policies, standards,
  and guidelines
• Eliminate complexity to achieve operational
  excellence
• Focus on delivering reliable services of high
  value
• (save community time and money)

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Complexity vs. Simplicity
The Laws of Simplicity / John Maeda
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Working together for shared success Process
redesign projects

• Robin Elices, Senior Director, Office of the Vice
  President for Finance

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Process Redesign Projects
Appointment Process Redesign
Vacation Tracker for Sponsored Research Staff
SAPWeb Request for Payment (RFP)
Late Salary Distribution Change Requests
Travel Credit Card
Additional Opportunities
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Overarching Goals
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Guiding Themes
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Appointment Process Redesign
Automation of faculty and staff HR/payroll transactions
Collaborative effort between VPF, HR and IST
User group formed to assure community needs are met
Process appointment transactions through SAPWeb
Data verification to assure accuracy
Workflow for approval and routing to Payroll
Integrated with SAP to eliminate duplicate data entry
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Timeline
2008
2009
2010
Appointment Process Redesign
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Vacation Tracker for Sponsored Research
Direct entry of vacation time by SRS staff members
Tools available for vacation administrators
Access through SAPWeb integrated with SAP
Pilot Phase (Sloan, CSAIL, MTL, Biology)
Available to community in Spring Term
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Timeline
2008
2009
2010
Appointment Process Redesign
SRS Vacation Tracker
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SAPWeb Request for Payment Form (RFP)
Electronic processing of 50,000 RFPs annually
Expedite time to reimbursement
Direct deposit for faculty, staff and students
Hand carrying forms and checks eliminated
Project launched December 2
Project completion targeted fall 2009
DLC User Advisory Group being formed to assure needs are met
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Timeline
2008
2009
2010
Appointment Process Redesign
SRS Vacation Tracker
Request for Payment
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Late Salary Distribution Change Requests
Improve overall processes and provide outreach to DLCs
Expedited review within VPF
eSDS window synchronized with certification period
Improved Late Change Form Smart form on VPF server User inboxes to track history of late change requests Link to SAPWeb Usability testing now in progress Pilots in January and then available Institute wide
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Timeline
2008
2009
2010
Appointment Process Redesign
SRS Vacation Tracker
Request for Payment
Late Salary Distribution
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Travel Credit Card
Provide travel credit card with corporate pay
Evaluate integrated travel expense reporting systems
User evaluation session held October 7
Determine timeline and financial impact
Procurement card replacement
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Timeline
2008
2009
2010
Appointment Process Redesign
SRS Vacation Tracker
Request for Payment
Late Salary Distribution
Travel card
Travel Expense Reporting
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Additional Opportunities
Working to identify additional opportunities
We want to hear from you!
Continue to seek your input assure new processes meet your needs
Thank you to participants!
Contact Us Robin Elices, relices_at_mit.edu Janet Sparks, jstezzi_at_mit.edu Scott Rolph, srolph_at_mit.edu
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MIT Community
Office of the Vice President for Finance
Shared Success
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Payroll update

• Gillian Emmons, Director, Accounting Services
  Controller

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Agenda

• Changes in Payroll and the HR/Payroll Service
  Center
• Payroll Stabilization Effort Status
• Updates Certification and Late Changes

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Changes

• New staff
• Brian Roberts, Interim Payroll Manager
• James Walsh, Payroll Supervisor
• Laurie Farinella, Payroll Processing
• Leslie Wright, Business Technical Lead (new
  role)
• Darren Scartissi, Distribution/Time Admin (new
  role)
• Scott Ball, Business Analyst
• New processes/activities
• Web Grad Aid feed went live in late September
• Improved feed of Student Biographical Data from
  MITSIS to SAP
• Process for communicating with DLCs on payroll
  overpayments
• Team to address open tickets strengthened and
  re-focused

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Update on System Stabilization
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Organizational Changes for HR/Payroll In the
planning stages

• Led by the Vice Presidents of Finance, HR, and
  IST
• Goals
• Stronger links among the three groups
• More rapid system stabilization
• A sustainable system of operations and on-going
  enhancements

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Certification Update

• Sponsored and recoverable accounts 100 certified
  for quarters through 12/31/2007 thanks to
  everyone for getting this done
• Next task Q3 and Q4, FY 2008 and Q1, FY 2009
• Dont forget to certify this month, for the
  quarter ending September 30, 2008

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Late Changes

• Two years into the new process now
• Common reasons for late change requests
• Late sponsor approval
• DLC/cross DLC communication issues
• Late information from PIs
• Staff medical leaves and staff turnover
• Common reasons for delay in processing late
  change requests
• Explanations dont provide enough detail to meet
  audit requirements
• Late change team chartered to look at the process
  improve turnaround, look for ways to reduce
  volume of changes

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Number of Late Changes Submitted and
Resolved
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Preview Accomplishments of the
Late Change Team

• ESDS deadline extended by 30 days
• Current cutoff for FY09 Q1 December 31st
• Create a new interactive form
• Easier for the DLC to complete
• Ensures that the explanations will be complete
  and meet audit requirements
• Pilot launch in January
• Community rollout slated for February 1st
• For more information, contact late_change_at_mit.edu

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Questions?

• Contact
• Payroll_at_mit.edu
• Brian Roberts at robertsb_at_mit.edu
• Gillian Emmons at gemmons_at_mit.edu

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Training Alignment Team
TATs mission To align and enable
Institute-wide training for world-class work

• Margaret Ann Gray, Director, Organization
  Employee Development
• Colleen Leslie, Assistant Director, Office of
  Sponsored Programs

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Training Alignment Team

• TAT is unique in collaborating across departments
  to align with each other and with key
  stakeholders

SPONSORS
Alison Alden, VP for HR Alison Alden, VP for HR
Claude Canizares, VP for Research Claude Canizares, VP for Research
Michelle Christy, Director for OSP Michelle Christy, Director for OSP
Jerry Grochow, VP for IST Jerry Grochow, VP for IST
Israel Ruiz, VP for Finance Israel Ruiz, VP for Finance
Terry Stone, EVP Terry Stone, EVP
Bill Van Schalkwyk, Director EHS Bill Van Schalkwyk, Director EHS
MEMBERS DEPARTMENTS
EHS Bill Van Schalkwyk Pam Greenley Laurie Veal
HR Margaret Ann Gray Meg Chute
IST Kate Kibbee Carol Trainor
OSP Colleen Leslie
VPF Robin Elices Meg Benson
TAT John Roberts Jane White
indicates TAT co-lead
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Two Parts of TATs Vision

• A well-trained workforce exemplifies MITs
  renowned administrative excellence in support of
  research and education
• MIT staff have the skills, knowledge and
  motivation to do world-class work worthy of MIT

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Decision Criteria

• A set of principles by which we evaluate
  decisions today and throughout the lifespan of
  these efforts

Risk Breadth of impact Stakeholder input Strengthening training effectiveness Interdisciplinary nature Sustainability Integration of training with talent management
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TAT Strategies - Building Blocks forWorld Class
Work at MIT
Role-Based Interdisciplinary Programs
World Class Work _at_ MIT
Infrastructure Improvements
Strengthening Training Effectiveness
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Food, networking, questions for Procurement and
Travel

• Après Forum