Q: What is the mission of the University Wide Shared Services Model?
A: The mission of the University‐Wide Financial Shared Services Model is to utilize and leverage the current technology and best practices. The model will engage highly trained staff to provide exceptional, streamlined financial services in an efficient and accurate manner in order to reduce overall administrative costs by minimizing redundancies and improving quality across campus.
Q: Two models are discussed in the Deloitte Recommendation. Why was the University-Wide model selected for the University of Iowa?
A: The University-Wide model was recommended and approved for all of the Regent Institutions by the Board of Regents. The University-Wide model has the potential for greater savings to the universities.
Q: Have certain savings targets been mandated?
A: Savings targets have been suggested. The Deloitte FN-01 business cased identified a potential of $3.9M in annual savings, with the College of Medicine included. This savings potential is being verified by Chazey Partners.
Q: Why is the College of Medicine no longer included?
A: The University of Iowa Health Care system has an existing multi-year savings target which includes the College of Medicine.
Q: How will staff be selected to be included in the University Shared Services (USS) department?
A: The methodology for determining who will join USS still needs to be developed and will be part of the Design Phase of the project.
Q: How will the University justify ongoing growth for new units/areas and functions?
A: A plan will need to be developed to ensure growth is handled by the USS department and to ensure additional positions are not created outside of USS for the same type of services.
Q: Will the USS staff be required to sign confidentiality agreements?
A: The USS implementation plan will include the specifics of what needs to be addressed to ensure integrity of transactions. Services Partnership Agreements (SPA) will be used to facilitate the level of service provided to the departments and to incorporate the expectations of both parties in order to ensure success.
Q: There is a lot of crossover with HR shared services transactions, how will this group relate to the other group for HR?
A: Coordination plan is being developed between the Project Leads and TIER leadership to ensure success.
Q: What happens if savings expectations are not achieved?
A: Chazey has been tasked with verification of savings and project plans. Once the savings and our plan has been validated, we will make every effort to achieve these savings.
Q: What if savings are achieved but the model is not working?
A: The goal of shared services is to achieve a state of optimization in which services are provided at a higher level than currently received. The Services Partnership Agreement will address how services that fall short of expectations will be handled. Adjustments will be made and we will seek to continually improve processes.
Q: Who was included in the survey?
A: The project team determined which specific classifications currently handled financial transactions via their access to financial systems. Once the classifications were selected, all employees in those positions were sent surveys.
Q: If staff were not available during the time of the survey, how do we include their data?
A: The project team will be developing a plan to collect additional survey data as well as verify the results.
Q: Can departments request a file of their survey results?
A: At this time, the project team and Chazey Partners are still analyzing the data. It is our preference that we work with departments in the near future to verify the data and ensure its accuracy. Once that occurs, we will be happy to provide the data to departments.
Q: What specific transactions will be included in USS
A: Potential transactions include: Travel Expense Vouchers, Procurement card reconciliations, evouchers, purchasing requisitions, journal entries, pay-cvs and certain HR transactions. The final determination of transactions has not been determined.
Q: Will there be layoffs or a hiring freeze?
A: Concern for job security is understandable. But it is helpful to keep in mind that any reductions in the workforce are expected to take place through normal attrition and early retirements.
Q: Will shared services staff have a transaction quota?
A: A quota has not been mentioned.
Q: Will there be arrangements to prevent physical injuries for Shared services staff (carpel tunnel)?
A: Employee health concern would be the same as anywhere else on campus.
Q: Who will decide who goes to shared services?
A: Departments and shared services will discus at implementation time.
Q: Will FTE change from part time to full time?
A: There is no plan to ask employees to change hours worked at this time.
Q: Will staff have a say in if we want to go to shared services?
A: We plan to seek employee input where possible.
Q: Are there opportunities for promotion in shared services?
A: There may be opportunities once shared services is established.