Organizational simplification proposals advance

Read the reports outlining the implementation of shared services centers and the proposal to automate timekeeping »

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Two proposals from the organizational simplification initiative of Operational Excellence moved forward today, as final approval was granted for the implementation of shared services centers on campus and a proposal to automate timekeeping via an online system will now move on to a final decision by the executive committee.

By 2012, information technology, finance and human resources will be consolidated into about eight shared service centers for academic and administrative units after the decision this afternoon by the executive committee.

The campus currently spends at least $185 million annually for information technology, human resources and finance employees, according to Moira Perez, initiative manager and chief administrative officer of the Graduate Division. The centers are expected to save the campus between $20 million and $30 million annually.

The team will move forward with hiring a project implementation team, which will include an implementation manager, project manager, communications coordinator, two to three business process analysts and an executive assistant and events coordinator, according to the team's business case. Of the total $1.45 million cost of the project, $700,000 will fund the implementation team each year for the temporary, two-year positions.

The second proposal, which the coordinating committee approved to move to the executive committee, would begin standardizing the way the campus keeps track of time and implementing a short-term software system before the campus will be required to adopt a standard UC timekeeping system as part of systemwide streamlining efforts within three to four years.

Individual departments currently have their own systems for keeping track of the time staff work, contributing to inconsistent ways of monitoring attendance and vacation time, according to the project's request for resources proposal.

To prepare for the systemwide changes, the proposal suggests correcting current errors in department timekeeping records that may not comply with labor laws, union contracts or university policy as well as moving employees from semi-monthly pay to bi-weekly pay, noting that UC Berkeley is the only campus in the UC system continuing to use semi-monthly pay.

The total cost of the temporary system, including hardware maintenance and salary costs from fiscal year 2010-11 to 2014-15, is estimated at $4.42 million, which would be funded through Operational Excellence funds borrowed from the UC Office of the President, Information Services and Technology funds that are already allocated to timekeeping technology and student services funding.

In addition to approving the timekeeping proposal to move on to the executive committee, the coordinating committee was informed that the shared services team decided to withdraw its proposal to implement online course evaluations from Operational Excellence, instead looking to continue the project separately, according to Operational Excellence communications manager Bill Reichle.

"This idea preexisted Operational Excellence, and the reason they wanted the project to come under OE was for funding to help pay for the project," Reichle said. "But I think they wanted to study the information further and not have the project conflict too much with OE."


Alisha Azevedo covers academics and administration. Contact her at [email protected]

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