OneFinance@Iowa is part of the TIER@Iowa project

This is one way in which the University of Iowa is responding and adapting to the changing landscape of higher education, including the unique needs of our students and community. We were provided the opportunity to self-implement our own plans, which have been approved by the Board of Regents. We are carrying out those plans and tracking our progress. The UI is fortunate to have this opportunity to control and create our own destiny, and the involvement and support of the campus community is critical to the success of these plans.

University Financial Shared Services will be a virtual centralized department of transaction experts, with staff located close to their customers in colleges and units. It will measure and monitor outcomes against Key Performance Indicators (KPIs) to ensure improved timeliness, quality and service.


College of Dentistry Success Story

UI TIER: Beta site for University Shared Services leads to faster supply delivery, savings

Weston Marling, with Financial Shared Services, processes an order for Dental Assistant Lisa Harless

Weston Marling, with Financial Shared Services, processes an order for Dental Assistant Lisa Harless. Photo by Sean Kelley

By: Office of Strategic Communication | 2015.10.05 | 09:43 am

As associate dean for finance and facilities at the University of Iowa College of Dentistry and Dental Clinics, Scott Arneson is responsible for the business and financial administration of his college.

And, when the college was faced with four early-retirement requests among its administrative support staff earlier this year, Arneson decided it was the ideal time for the College of Dentistry to volunteer as a beta site for the University Shared Services organization.

To reduce overall administrative costs and minimize redundancies and errors across campus, UI finance leaders proposed a project to implement a University Shared Services Model. The project, OneFinance@Iowa, aims to utilize and leverage current technology and best practices by engaging highly trained staff to provide exceptional, streamlined financial services and improve quality across campus.

"Weston has taken on more of the direct ordering, which allows me to spend more time in the clinic with patients."
—Lisa Harless, College of Dentistry

As part of the beta site, University Shared Services reassigned Weston Marling, from Central Accounts Payable, to the College of Dentistry, where he’s handled travel, purchasing, and accounts-payable transactions for the Endodontics; Operative Dentistry; Oral Pathology; Radiology and Medicine; and Preventive and Community Dentistry departments full time since June 15.

“In essence, we are being provided every service we were getting before with one less full-time equivalent employee because of Weston’s experience,” Arneson says. “More efficiency is gained by Weston working on a specific set of transactions and tasks, where before, we had employees with wider job responsibilities constantly switching from one unrelated task to another.”

The new model of providing services has sped up the ordering and delivery process, while also helping the College of Dentistry save money.

“Through his understanding of contracts and more-specialized procurement training, Weston has found ways for us to utilize university contracting to get better pricing on some of our supply items,” Arneson added.

Perhaps most importantly, the shift in workflow has moved ordering responsibilities away from dentistry staff who were hired to focus on patient care.

“Weston has taken on more of the direct ordering, which allows me to spend more time in the clinic with patients,” says Lisa Harless, a dental assistant in the UI College of Dentistry’s endodontics department.

Arneson estimates the Financial Shared Services Model will save the College of Dentistry $50,000 annually.

“The College of Dentistry is a great partner, embracing change and helping the project team gain valuable experience which, in turn, enables the successful implementation of Shared Services across campus,” says Debby Zumbach, project leader for University Shared Services and interim assistant vice president for Business Services.

In addition to the savings achieved by the UI College of Dentistry, UI Accounts Payable and Travel also estimates savings of $50,000 annually, due to the improved accuracy of travel-expense reimbursements and procurement-card reconciliations.

Upcoming Events

February 2016

Implementation of University Shared Services first pilot with the Office of the Vice President for Research and Economic Development


Past Events

October 9, 2015

Financial Advisory Committee meeting

Attendees: Scott Arneson, Lori Cranston, Audra Haddy, Erin Herting, Ricahard Hichwa, Denise Hyche, Selina Martin, Dave Ricketts, Joyce Ruplinger, Scott Seagren, April Tippett, John Watkins, Dani Weber, Amy Welter

October 1, 2015

HR & FN meeting

HR and Finance discussed opportunities for joint implementations

Attendees: Debby Zumbach, Dani Weber, Cheryl Niemeyer, Vicky Smith, Sue Sager, Dick See

September 29, 2015

University Shared Services Implementation team meeting


September 25, 2015

Office of the Vice President for Research and Economic Development implementation team meeting

Attendees: Wendy Loney, Joe Elder, Sarah Tallman, Cheryl Reardon, Dick See, Debby Zumbach, Sue Sager, Cheryl Niemeyer, Vicky Smith, Dani Weber


September 16, 2015

Athletics Beta Site meeting

Attendees: Greg Davies, Mary Curtis, Debby Zumbach, Dani Weber


September 14, 2015

Office of the Vice President for Research and Economic Development implementation team meeting

Attendees: Wendy Loney, Joe Elder, Sarah Tallman, Cheryl Reardon, Dick See, Debby Zumbach, Sue Sager, Cheryl Niemeyer, Vicky Smith, Dani Weber


September 11, 2015

Financial Advisory Committee meeting

Attendees: Scott Arneson, Lori Cranston, Audra Haddy, Erin Herting, Ricahard Hichwa, Denise Hyche, Selina Martin, Dave Ricketts, Joyce Ruplinger, Scott Seagren, April Tippett, John Watkins, Dani Weber, Amy Welter


September 9, 2015

University Staff Council meeting

Debby Zumbach presented University Shared Services Update


September 1, 2015

University Shared Services Team meeting

Team reviewed financial transaction data

Attendees: John Watkins, Dani Weber, Renee Funk, David Stenersen


August 31, 2015

Discussion of Shared Services transitions in the College of Dentistry

Very positive feedback was given from the departments and their Department Heads


August 26, 2015

Follow up on Beta Shared Services with Athletics External Relations

Attendees:  Mary Jo Kinney, Dani Weber, Debby Zumbach, Sue Sager


August 25, 2015

Shared Services Funding Discussion

Attendees: Susan Klatt, Terry Johnson, Audra Haddy, Ted Welter,  Selina Martin


August 21, 2015

TIER benchmarking: Kansas University

Jason Hornsberger, Assistant Vice Provost  and  Joe Monaco, Associate Director of Public Affairs/Interim Director of Strategic Communications shared their experiences regarding their implementation of shared services


August 20, 2015

 Office of the Vice President for Research and Economic Development TIER Listening Post


August 19, 2015

Office of the Vice President for Research and Economic Development implementation team meeting

Attendees: Wendy Loney, Joe Elder, Sarah Tallman, Cheryl Reardon, Dick See, Debby Zumbach, Sue Sager, Cheryl Niemeyer, Vicky Smith


August 18, 2015

Discuss Staffing Process and Joint HR/FN01 data

Attendees:  Debby Zumbach, Kevin Ward, Dick See


August 11, 2015

TDR and Cash Deposits at Beta Site College of Dentistry meeting

Discussed the possibility of adding account review and Edeposits to the menu of services at College of Dentistry

Attendees: Audra Haddy, Selina Martin, Scott Arneson, Dani Weber, Sara Jedlicka


August 6, 2015

TIER Management Team Meeting

Attendees: Barry Butler, Terry Johnson, Rod Lehnertz, Jeneane Beck, Debby Zumbach, Steve Fleagle, Kevin Ward, Cheryl Reardon, Terri Goren, Joe Brennan


July 20, 2015

TIER Communication Committee Benchmarking call with Robin Jager from Cornell College

Robin Jager discussed Cornell's current shared services model


July 24, 2015

University Shared Services Project Team Meeting

Attendees: Hans Hoerschelman, Selina Martin, Denise Hyche, John Watkins, Renee Funk, Rodney Anderson, Dani Weber,  Sue Sager, Sara Jedlicka, Ben Barreras,


July 23, 2015

Athletics Beta site meeting

Attendees: Mary Curtis, Greg Davies, Debby Zumbach, Dani Weber


July 22, 2015

Office of the Vice President for Research and Economic Development implementation team meeting

Discussed University Shared Services Pilot in VPR

Attendees: Wendy Loney, Joe Elder, Sarah Tallman, Cheryl Reardon, Dick See, Debby Zumbach, Sue Sager


July 17, 2015

Shared Services staffing meeting

Attendees: Debby Zumbach, Josey Bathke, Diana Leventry, Audra Haddy, Sue Sager, Hans Hoerschelman, Laura McLeran, Cheryl Reardon


July 10, 2015

College of Dentistry beta site meeting

Attendees: Dani Weber, Scott Arneson, Debby Zumbach

Meeting with Rape Victim Advocacy program to answer questions about Shared Services

Attendees: Debby Zumbach, Dani Weber, Sue Sager, Jennifer Carlson


July 7, 2015

University Shared Services implementation team meeting

Attendees: Debby Zumbach, Denise Hyche, Dani Weber, Selina Martin, Audra Haddy, John Watkins, Hans Hoerschelman, Rodney Anderson, Renee Funk, Sue Sager


July 6, 2015

Athletics beta site meeting

Attendees: Debby Zumbach, Dani Weber, Mary Curtis, Greg Davies, Sue Sager


July 1, 2015

University Shared Services implementation team meeting

Attendees: Debby Zumbach, Denise Hyche, Dani Weber, Selina Martin, Audra Haddy, John Watkins, Hans Hoerschelman, Rodney Anderson, Renee Funk, Sue Sager


June 26

Athletics beta site monthly check in meeting

Attendees: Debby Zumbach, Dani Weber, Mary Curtis, Greg Davies, Sue Sager


June 25, 2015

Received NCAA compliance training

Attendees: Lyla Clerry, Dani Weber, Brian Harken, Brian Wildemuth, Weston Marling


June 22, 2015

Began beta shared services at Athletics External Relations


June 15, 2015

Began beta shared services site at the College of Dentistry


June 11, 2015

Question-and-answer session with Athletics staff


June 9, 2015

The implementation team has a conference call with University of Kansas, Jason Hornberger, who is the Associate Vice Provost for Shared Services


June 4, 2015

Beta site staff will receive account training with Athletics


May 28, 2015

Meeting with the College of Dentistry which included Chairs and support staff from the four departments participating in the beta shared services unit attended for a question-and-answer session


May 27, 2015

Huron presented their findings and recommendations for the categories of food, scientific supplies, travel, audio visual, and print management


May 21, 2015

Joint Meeting for the TIER Advisory Board and TIER Leadership team


May 14, 2015

Debby Zumbach presented TIER updates at the HR Unit Rep Meeting


May 13, 2015

Debby Zumbach presented TIER updates at the Staff Council meeting


May 12, 2015

Sue Sager and Rachel Napoli, UI organizational change administrators, met with the FN-01 project team for introductions and to share ways in which they can provide help to us as change management consultants


May 11, 2015

Budget Officers Meeting - FileSpecial Budget Officers Meeting TIER May 2015


April 27, 2015

Began beta shared services site at the Athletic department


March 27, 2015 Chazey “To Be” Workshops

Attendees: Attendees: Debby Zumbach, Selina Martin, Audra Haddy, John Watkins, Dani Weber

“The basis of our involvement is to validate your plans to move forward, and as part of that we believe that doing the high-level design of what it could look like for UOI is integral to that.  It would not be the level such that you could move to the next phase and start to implement.  The next phase would be to flush out the finer details through consultation with campus departments and constituents so that you had concrete design elements that you could then build the solution.” Janet Garland, Chazey Partners


March 30, 2015 Interviews with Chazey Partners


February 12, 2015 Initial Meeting with Chazey Partners

Attendees: Debby Zumbach, Selina Martin, Audra Haddy, John Watkins, Dani Weber

Introductory meeting

  • Reviewed Activity Based Analysis criteria to be used in the Shared Services survey
  • Discussion to determine which individuals would receive the survey
  • Developed a communication plan regarding the survey
  • Upcoming process workshops-“As Is” workshop to be scheduled
  • Stakeholder Interviews to be scheduled

February 25, 2015 Shared Services Survey was sent to campus

Survey recipients were selected based on particular job codes 1,205 surveys were sent with a 89% completion rate


March 2, 2015 Chazey “As Is” Workshop for Finance

Attendees: Debby Zumbach, Dani Weber, John Watkins, Denise Hyche

Workshop to review current processes which included identifying opportunities, pain points, technology, projects and initiatives, metrics/KPI’s for the following:

  • Travel process flow
  • Procurement card processing
  • Purchase order and payment process

 

March 2, 2015 Chazey “As Is” Meeting with AFR for General Accounting

Attendees: Selina Martin, Steve Romont, Carolyn Gritton, Audra Haddy