CSU Synergy

Shared Services Conference Presentation Links and Information

Planning Track

  • Choices and Caveats: an Overview of the UC Strategic Investment Program (UCSIP) and How to Apply for Funding Consideration (.pptx)
    Session will provide an overview of the UC Strategic Investment Program (UCSIP). The speaker will go over the role of the Capital Markets Finance group. Participants will learn about the C3 Cross Campus Collaboration financing mechanism, which allows for zero interest loans to be able to launch efficiency initiatives. Participants will also learn about the application process, the timeline and what is required by the applicant group/campus.

    Contact Information:
    Sandra Kim
    Executive Director, Capital Markets Finance
    UC Office of the President

  • Designing & Implementing a Campus Shared Resource for the Academic-Research Customer (.pdf)
    The speakers will discuss their respective experiences with setting up and running a campus shared service for high performance computing as well as an internal storage Cloud. What worked, what didn’t and how the ultimate direction and success of these services were influenced by, and in response to, user (faculty and researcher) feedback.

    Contact Information:
    Richard Moore
    Research Cyberinfrastructure Project Manager and Deputy Director, San Diego SuperComputer Center
    UC San Diego

    Bill Labate
    Director
    Research Technology Group, Institute for Digital Research and Education
    UCLA

  • Initiating Transformational Change: The CSU Procure-to-Pay Initiative (.pptx)
    The California State University Procure to Pay (P2P) Shared Services Initiative seeks to leverage the success of implementing the Common Financial System and improve the efficiency and effectiveness of processes to purchase and pay for goods and services. A transformational redesign of P2P processes is being considered which is very similar to those now common in the private sector and currently being adopted successfully by other higher education institutions. These changes would seek to:
    • Implement a common process approach across the university
    • Deploy a common system to support common processes
    • Implement shared services
    • Enable strategic procurement
    • Support movement to electronic invoicing and payments
    • Provide metrics for managing services and promote continuous improvement
    This transformation effort would be a multi-year project and require significant investment in time and financial resources. Some aspects of the proposed design, such as expanded strategic sourcing and wider use of electronic payment options, are already underway. Once fully implemented, proposed changes represent an overall cost savings opportunity of tens of millions of dollars per year.

    Contact Information:
    Michael P. Redmond
    Sr. Dir, CO Budget and Special Initiatives
    CSU Chancellor's Office
    http://www.calstate.edu/Synergy

    Larry Furukawa-Schlereth
    VP Administration and Finance
    Sonoma State University

  • Pursuing Common IT Services: Case Studies from CSU and UC (.pdf)
    Three locations, two segments of California's higher education system, and a shared goal - delivering common IT services in support of operational effectiveness and business efficiency. In this session, UC and CSU IT leaders will share their perspectives on the work needed to define and deliver IT services across multiple locations. How did these institutions approach the design, deployment and support of these common services? What was similar? What was different? Every institution's journey to shared services will reflect the needs and opportunities of their stakeholders, but the process used can effectively build on what's been done by others.

    Contact Information:
    Mark Crase
    Chief Technology Officer
    CSU Office of the Chancellor

    Mark Cianca
    Interim CIO
    UC Office of the President

  • Shared Services: What It Is, What It Isn’t, And What It Can Be (.pptx)
    Keynote address.

    Contact Information:
    Phil Searle
    Founder and CEO, Chazey Partners

  • UCPath Center - Implementation Phase: Updates from the “Trailblazers” (.pdf)
    The UCPath Project is one of the largest shared service projects within the public sector. Upon implementation, UCPath (University of California Payroll, Academic personnel, Timekeeping and HR) will provide one-stop service for over 190,000 employees across the ten University of California campuses and five Medical Centers. The first phase of the project is scheduled to go live on July 1, 2014 and will bring on several locations representing approximately 65,000 employees. Please join Gayelea Allison, Bryant Bailess, and Jim Leedy as they review their progress to date in starting up the UCPath Center. This discussion will focus on everything from facilities build out, development of business process maps, standard operating procedures, staffing models, case management & workflow management, to culture for an organization estimated to be over 450 employees upon final deployment.

    Contact Information:
    Jim Leedy
    Executive Director, UCPath Center
    UC Office of the President

    Gayelea Allison
    Operations Director, UCPath Center
    UC Office of the President

    Bryant Bailess
    Customer Service Director, UCPath Center
    UC Office of the President

Operational Improvement Track

  • Centralized support for Service Desk and Desktop across UCSF Campus and Medical Center – A Case Study (.pptx)
    In June 2010, UCSF’s Chancellor charged the Schools and Campus to move forward with “Operational Excellence,” a program with a mandate to achieve effective, efficient and consistent levels of administrative services that are reliably available to all departments. This presentation will cover the history of the Operational Excellence initiative at UC San Francisco and one of its five major components, the consolidation of IT support across the campus, medical center and professional schools. We will review the impact to the IT Service Desk, discuss the current state and follow with the implementation of the consolidation of Desktop Support. We will cover issues and challenges faced throughout consolidation, as well as lessons learned. We will present our joint vision for the future and how we are integrating our two services (e.g., through staff rotations, joint management) to improve effectiveness.

    Contact Information:
    Julie Cox
    Director, Service Desk
    UCSF Medical Center

    Sian Shumway
    Director, Customer and IT Field Services
    UCSF

  • Data Driven Strategies: Case Studies in Shared Services from Systemwide Procurement (.pptx)
    Both the UC and CSU provide their campuses with system-wide and strategically sourced contracts. The means by which each system addresses those strategic sourcing opportunities is changing from a manual data gathering activity to one using automation and formal spend analytics. This session will explore the evolution of spend analytics in both systems and how normalized and enriched data is bringing business intelligence to the world of procurement and setting the stage for managing the performance metrics in a shared services environment.

    Contact Information:
    Bill Cooper
    Chief Procurement Officer
    UC Office of the President
    Tom Roberts
    Director of Contracts and Procurement
    CSU Chancellor’s Office

  • A New Approach to Campus Shared Services “Pricing:” UC Berkeley’s Funding Model (.pptx)
    In order to navigate the evolving financial landscape and make more strategic financial decisions in support of Access and Excellence, Berkeley has committed to redefine, rationalize and improve the overall financial management processes on campus. The CSS Funding Model is a tangible example of this overall effort towards financial efficiency.

    Participants will learn how the UC Berkeley Campus Shared Services Team approached and solved the ‘funding’ problem. The speaker will discuss the financial challenges to implementing the funding model and how the solution will help to standardize the cost of service delivery, minimize the distortions of past funding decisions, create incentives that align with institutional goals, and distribute savings back to campus.

    Contact Information:
    David DeClercq
    Finance Director, Campus Shared Services
    UC Berkeley

Management Track

  • Bringing Disparate Systems Together: the CSU Common Financial System (.pdf)
    Implementation of the CSU Common Financial System (CFS) for Fiscal Year 2011-12 represents a significant synergistic success. Redundant campus-based financial system modifications were eliminated, baseline functionality for campuses was improved, and now a single database is used to manage the financial records of the University. Development, maintenance and operation of the system is managed at a single point, including any modifications or upgrades to the Oracle PeopleSoft™ baseline code, saving the CSU millions of dollars in systems installation, upgrade and maintenance costs. The data warehouse installed with the CFS has also greatly improved the efficiency and effectiveness of financial reporting system-wide.

    Contact Information:
    Jessie Lum
    Chief Information Systems Officer
    CSU Chancellor’s Office

    Laurence Furukawa-Schlereth
    VP, Administration & Finance
    Sonoma State University

  • Change Leadership: Engaging Customers and Employees (.pdf)
    Organizational change presents significant challenges - and opportunities. Strong executive support, active communication and transparency are among the keys to successfully navigating - and leading - through the change. Participants will learn some of the most effective strategies and some "lessons learned" from the different perspectives of the speakers. Discussion will include campus culture, issues of organizational trust, and some unusual but effective tactics to really engage at the right level with both customers and all employees.

    Contact Information:
    Cynthia Teniente-Matson
    VP, Administration/CFO
    CSU Fresno

    William Reichle
    Business Relations Manager, Operational Excellence
    UC Berkeley

  • Shared Service Centers: After Go-Live Considerations and Lessons Learned (.pdf)
    This session will share the experience of UC San Francisco and UC Davis in planning, implementing, and recalibrating their respective shared service centers. Participants will learn many of the critical measures and factors to consider when planning and implementing a shared service center such as effective operational structure, efficient process execution, space/facility planning and allocation, measurement, and key performance indicators). Tactically participants will learn one process improvement methodology and approach utilized at UC Davis to effectively recalibrate the implemented shared services center HR, Payroll, and Finance related processes.

    Contact Information:
    Jill Goldsmith
    Program Manager, Program Management Office
    UC San Francisco

    Bryan Collins
    Lead Business Process Analyst, Organizational Excellence
    UC Davis

  • What’s Next in Shared Services? Future Trends (.pptx)
    First, this session will examine shared services trends in business over the past 20+ years, with a special focus on trends specific to the public sector (including higher education and healthcare). Content will include a look at broader trends in shared services both in the US and other countries (e.g. Canada, UK, Mexico, Ireland, Other EU Countries), and what can be derived from correlations in these trends and the relative maturity of operational shared services models. Based on these observations and some “lessons learned,” we will examine what the future looks like in shared services, how we are likely to get there from here, and why this is so important. Session will include open Q&A time.

    Contact Information:
    Phil Searle
    Founder and CEO
    Chazey Partners