Goal 2 | Controller's Office

Goal 2: Facilitate Business Process Transformation and Enterprise Systems Implementation.

The Controller’s Office will lead and support efforts to transform and streamline the University's business processes in a way that will optimize enterprise systems implementations including, but not limited to, the Student, HRIS, Finance, and Facilities Management systems. The University's long term sustainability depends on timely and effective implementation of these systems over the planning period and beyond. Our efforts and objectives will include providing leadership and subject matter expertise to all relevant BPT and ESI teams.  A central component of our contribution is an internal assessment of Controller's Office resources which will enable us to lead change and facilitate the implementation of best practices within our functional areas and beyond.

SUPPORTING OBJECTIVES:

Develop a communication plan to engage and empower CCO employees for the impact of system implementation for CCO Central Offices, Financial Officers, and system users across the University.

Tasks For Success:
Status Task
not started yet

Organizational structure

  • Staffing for projects as well as continuing operations.
not started yet

Training plan for implementation and into the future

  • Resource requirements for training
    • Consider external trainers for system implementation
    • Train the trainer for continuing needs
  • Populations to be trained
    • CCO Central Office
    • General User training on CCO systems/processes
in progress checkmark Offer workshops and training to support business process review and positive change management
Enlist employees to be active in the business transformation process
in progress checkmark Provide links for accounting and internal control training.  Provide links to article on similar institutions that have gone through the business process transformation and enterprise system implementation process

completion of task checkmark  = Completed  |  in progress checkmark = In Progress | Ongoing Symbol= Ongoing

 not in progress sign = No Longer Applicable |  = Not Started

Provide oversight to the inventory, assessment, and reengineering of our current business processes and related policies for CCO functions across the University.

Tasks For Success:
Status Task

Review the systems – enterprise, departmental and shadow

not started yet

Review controls and compliance; assess usability and efficiency

not started yet

Benchmark policies and processes against comparable institutions

Develop a repository for a wish list of new system requirements
Recommend policy changes

completion of task checkmark  = Completed  |  in progress checkmark = In Progress | Ongoing Symbol= Ongoing

 not in progress sign = No Longer Applicable |  = Not Started

Provide oversight to the inventory, assessment, and categorization of data utilizing an enterprise-view for every CCO department, including general data needs across the University related to CCO functions.

Tasks For Success:
Status Task
not started yet

Determine data requirements to meet compliance and reporting needs

  • Identify and understand our data to enable informed decisions
not started yet

Develop universal terminology and consistent data

not started yet

Benchmark data requirements against comparable institutions

not started yet

Determine how to model data, consolidating old and new data

not started yet

Determine process for CCO regarding data management and governance

  • Determine data categorization for data elements and needs for access across CCO departments, Finance Offices, and departmental users

completion of task checkmark  = Completed  |  in progress checkmark = In Progress | Ongoing Symbol= Ongoing

 not in progress sign = No Longer Applicable |  = Not Started

Provide oversight to the development of the  prioritization for functional and control requirements, based on policy, processes and data, in collaboration with business partners.

Tasks For Success:
Status Task
in progress checkmark

Requirements analysis for RFP process for enterprise system replacements

in progress checkmark

Identify manual processes that could be automated through systems

  • Maintain gap analysis of needs not being met with new enterprise systems
in progress checkmark

Identify key integration points between enterprise and departmental systems

completion of task checkmark  = Completed  |  in progress checkmark = In Progress | Ongoing Symbol= Ongoing

 not in progress sign = No Longer Applicable |  = Not Started

Develop a continuous quality improvement program focused on sustaining and improving CCO systems and processes at both a unit and enterprise-level.

Tasks For Success:
Status Task
not started yet

Develop a review process for implementation and ongoing operations

not started yet

Create tools to gather customer feedback

not started yet

Focus on system integration issues to assure enterprise-level efficiencies/effectiveness

  • Monitor LionPath Project and HRIS implementation, especially for integrations impacting CCO offices, Finance Offices and departments beyond those directly involved in the projects

completion of task checkmark  = Completed  |  in progress checkmark = In Progress | Ongoing Symbol= Ongoing

 not in progress sign = No Longer Applicable |  = Not Started

Last Updated:

February 2016 -- Progress updates.