DRAFT Business Function Initiatives College of Medicine December 18, 2012 Open Forum
DRAFT Agenda Overview • Current projects • – Research Administration – Surgical Pilot – Finance/Procurement Next Steps • Questions/Feedback • 2
DRAFT Overview 3
DRAFT Overview Why now? • Planned versus reactive ― Multi-year strategic initiative • Financially sound • Prepare for coming constraints • Allow time to transition and adapt 4
DRAFT Overview What do we need to change? • More than 30 distinct administrative offices • Many staff required to be generalists • Relatively low volume of a high variety of tasks • Competing responsibilities • Accommodate continuing growth Department A Department B Department C Mission-specific support Mission-specific support Mission-specific support Finance/Procurement Finance/Procurement Finance/Procurement HR HR HR Billing Billing Billing Research Admin Research Admin Research Admin 5
DRAFT Overview What would a different model look like? • Share common services across multiple units • Allow staff to specialize, develop expertise • Increase effectiveness through standardization Department A Department B Department C Mission-specific support Mission-specific support Mission-specific support Integrated Business Unit Finance/ Research HR Clinical Billing Procurement Admin 6
DRAFT Overview • Universities/Academic Medical Centers across the nation are looking to create efficient operations and standardize transaction processes through Shared Services. • Create integrated business units to allow a group of departments to share common business and administrative functions, such as Finance, Payroll, Human Resources, and Procurement. • Meet the unique needs of our departments and colleges by developing specialists in business functional areas. • Organizations like Cornell University, Emory University, University of New Hampshire, University of California system, and more are moving toward some form of shared services centers. • Our shared service model is referred to as an Integrated Business Unit, or IBU. 7
DRAFT Overview Key benefits for the organization and employees: • Enhance time management: Staff can concentrate their time in a job field such as HR, Finance, or Research Administration functions. • Increase job satisfaction: Staff will develop more advanced skills in a few areas and have more defined roles and tasks, which will enhance professional development and job fulfillment. • Improve cross coverage: Provide better coverage of staff and services across departments and reduce instances of being short-staffed. • Improve efficiencies: By developing subject matter expertise and standardizing processes, the IBU will increase overall efficiency and achieve better quality. • Enhance customer satisfaction: Improve customer service to faculty, staff and students. 8
DRAFT Current projects Research Administration • Pilot in several basic science departments • Planning to start for college-wide implementation Surgical IBU • Pilot for Finance/Procurement beginning implementation phase 9
DRAFT Research Administration 10
DRAFT Research Administration Research Operation Overview The College of Medicine research enterprise includes 33 departments/centers. On an annual basis, approximately 1,090 proposals were submitted to external grants agencies, and 1,070 research accounts were active to manage the research grants. Departments/ Centers* Total # of Proposals 1,090 # of Active Research 1,070 Accounts # of Departments 33 * Centers include Rural Kentucky Healthcare (7H060) Data Source: Research Administration office 11
DRAFT Research Administration Project Overview The COM and associated departments/divisions are undertaking an analysis of their • research administration functions in an effort to identify opportunities for facilitation of regulatory compliance, enhanced efficiencies, standardization, and cost improvements. • A study of the research administration function, including interviews with personnel and analysis of current organization structure, was undertaken. Approach • Worked closely with COM research leadership. • Conducted interviews, round table discussions, faculty online survey and open forums. • Performed Activity Analysis for staff in 33 departments, centers, and College Grants Officers (CGO). Performed workload benchmarking analysis. • Outcome • Proposed model for the creation of research administration service unit to build and enhance expertise in research administration personnel. • Potential activities to be performed by the service units/pods are listed on the next slide. 12
DRAFT Research Administration Many of you were engaged in the research administration review through interviews, round table discussions, faculty online survey and open forums. Research Administration Interview List Rhonda Sewell, Emergency Medicine Amy Atkerson, Behavioral Science Teri Walters, Internal Medicine Marcia Ballard, Markey Cancer Center Jenell Johnson, Pediatrics Sharon Catlett, Family Practice Carl Reason, Shared Office – Post-Award Saundra Stinnett, Biochemistry Kelley Secrest, Shared Office – Pre-Award Joe Wiley, Pediatrics Chris Barkley, Behavioral Science Debbie Davis, Pre-Award Mary Fern Waechter, Aging Brett Short, Pre-Award Beth Yost, Markey Cancer Control Program Jennifer Miles, Post-Award Susan Stark, COM Central Office Rebecca Scott, Post-Award Christy Anderson, COM Central Office Dr. Carl Leukefeld, Behavioral Science Laura Harris, Shared Office, Grant Office Dr. Beth Garvy, Microbiology, Immunology & Molecular Genetics Alicia Colliver, Markey Cancer Center Dr. Michael Reid, Physiology Darin Cecil, CVRC Dr. Roger Humphries, Emergency Medicine Julie Combs, SCoBIRC Dr. Linda Van Eldik, Anatomy and Neurobiology Beverly Stalion, Aging Dr. Jayakrishna Ambati, Ophthalmology Gary Cornell, Neurology/Neurosurgery Rachel Putty, Biochemistry 13
DRAFT Research Administration Potential activities to be performed by the shared service unit: Category Survey Function Proposal/ Budget Development Pre-Award eIAF Review, Tracking, and Follow-up Progress Report Review/JIT Receipt of PADRs/File Establishment Dept. Ledger Set-up Post-Award WBS Reconciliation/Encumbrances Procurement Flag issues Faculty & Staff Training Other Research Travel Reimbursement Review Administration Other Miscellaneous Research Administration Activities 14
DRAFT Research Administration – Next Steps 1 Create an implementation team Develop timeline 2 3 Effective communication http://www.mc.uky.edu/medicine/research/researchadministrationreview.asp 15
DRAFT Surgical IBU Pilot 16
DRAFT Surgical IBU Pilot Project Overview • The Surgical Departments include Surgery, Kentucky Neuroscience Institute, Obstetrics/Gynecology, Ophthalmology, Orthopedics, and Otolaryngology. • A study of the Surgical Departments, including interviews with personnel, analysis of current organization structure, and benchmarking of staffing needs, was completed. • The Surgical IBU model was well-planned and thoughtfully designed. Surgical IBU Implementation Process Formed the Steering Committee, comprised of all Department Chairs from the Surgical • Departments, and charged with strategic decision-making and implementation. • Formed Task Forces, comprised of departmental and enterprise administrative personnel, for the following functional areas: Billing, Finance, Facilities, Human Resources (HR) and Implementation. IBU Location and Opening Date • The IBU will be located in K005 in Kentucky Clinic. The start date is approximately in February 2013, it is dependent upon space renovations, job postings, and position filling. 17
DRAFT Surgical IBU Pilot – Finance/Procurement Finance/Procurement Task Force Members The Task Force was comprised of administrative personnel from the Surgical Departments, Dean’s Office, UKHC Enterprise, and KMSF. Members John Allen, Chair Dijana Zaimovic, Department Administrator, Ob-Gyn Assoc Department Administrator, Surgery Teresa Centers Raleigh Jones, MD Director, EVPHA Finance Chair, ENT Pauline Mills Richard Maher/Gary Cornell, Assoc Department Administrator, Department Administrator, KNI Orthopaedics Pat Reid, Trish Polly, Department Administrator, Ophthalmology Assistant Dean of Finance, Dean's Office Darrell Griffith/ Katerina Molina KMSF 18
DRAFT Surgical IBU Pilot – Finance/Procurement IBU – Finance/Procurement Pilot • The pilot will integrate high volume transactional activities by using standardized processes and efficient systems to deliver consistent, high quality services. − High volume transactional activities example – the 6 surgical departments processed over 36,000 UK and KMSF accounting documents in FY12. • The IBU will be responsible for processing the transactional activities, a few examples include: Payment Request Document (PRD): • Enter PRD in SAP system • Get appropriate electronic approval • Scan documentation and attached to PRD in SAP • Deal with missing documentation, inappropriate purchases, etc. Pro-cards : • Edit to correct cost center in SAP • Obtain signature of editor and approver 19
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