Campus Service Cooperative - Minnesota State University, Mankato

Report
“Creating Big Ideas”
Campus Service Cooperative
Colin Dougherty
Tuesday, August 9, 2011
Campus Service Cooperative
• Transformation
• Innovation
• Best Practices
• Service Levels
• Leadership
• Quality
• Metrics
• Compliance
A focus on efficient and transformational delivery of
services, while maintaining the distinct educational
mission of each college and university.
Our Heritage…
Our Future…
Slide 4
Campus Service Cooperative
Initiative Update
 Strategy Update
 Initial Activities
 Future Direction
Slide 5
Campus Service Cooperative
People
Innovation
Value
• Career development and
growth
• Process transformation
• Economic savings
• Talent acquisition
• Metrics for productivity,
quality, and compliance
• More efficient delivery
with existing resources
• Succession planning
• Internal and external
best practices
• Reinvestment of savings
in education mission
• Continuity planning
• Service levels benefiting
students, faculty, and
staff
Slide 6
Campus Service Cooperative
Scope
People & Financial Resources
Faculty
Other employees
Total MnSCU
9,300
6,400
15,700 FTE
Goods, Services, and Construction
$ 750
$ 450
$ 1,200 MM
$ ~ 400 MM
Finance
Academic
and Student
Affairs
Information
Technology
Services
Government
Relations
Internal
Auditing
Human
Resources
Other
Teams
Slide 7
Campus Service Cooperative
Function
Metro
Outstate
Total
Finance
Finance
173
269
442
Human
HumanResources
Resources
84
79
163
Financial
FinancialAid
Aid
72
125
197
Total
Total(FTE)
329
473
802
Top Opportunities
 Finance: Accounts receivable, accounts payable, and procurement
 Human Resources: Payroll, retirement processing, and workers’
compensation
 Financial Aid: Loan processing and direct lending
Slide 8
Campus Service Cooperative
Board of Trustees
Chancellor
Universities
Community and
Technical Colleges
System Office
Campus Service Cooperative
•
Vision: A focus on efficient and transformational delivery of services, while
maintaining the distinct educational mission of each college and university
•
Delivery of shared services to the colleges, universities, and system office
•
Cooperative members subscribe to its services through service level
agreements, metrics reporting, and sharing of savings realized through
efficient execution
Slide 9
Campus Service Cooperative
Steering Committee
 President Robert Musgrove - Pine Tech
 Colin Dougherty – Finance
 President Richard Davenport - Mankato  Linda Skallman – Human Resources
 President John O’Brien – North Hennepin  Sheila Reger – Human Resources
 Pat Nordick – M State
 Nancy Joyer – General Counsel Office
 Keith Balaski – MCTC
 Al Finlayson – IT Services
 Mike Uran – St. Cloud State University
 Steve Gednalske –Sourcing and Tax
 Chris Halling – Financial Aid
Slide 10
Campus Service Cooperative
Technology
 Launch by leveraging existing systems and applications
 Indentify and prioritize new technology investments as common
processes are developed and optimized, not before
 Include financial resources in business plan for future ITS needs
Slide 11
Campus Service Cooperative
Real Estate
 Campus options throughout the
state
 Pilots
 Operations
 1312 Harmon Place, Minneapolis
 Process Transformation
 Best Practices
 Pilots
 Operations
Slide 12
Initial Activities
Campus Service Cooperative
Payroll
• Anoka Tech
 Requested help in January
 Conducted workshop at Harmon Place
 Anoka Tech payroll moved to the
Cooperative in February
• Office of the Chancellor
 Launched effective May 24th pay period
• Pine Tech
 Planned go-live July 19th
16 locations have payroll processed by the Campus Service Cooperative!
Office of the Chancellor
Slide 14
Campus Service Cooperative
Direct Loans
• Pine Tech fully operational
 Summer processing complete
• Establishing best practices for loan certification and
processing
• Monitor and refine in preparation for Fall semester
 Students First initiative to automate certification
• In discussion with additional colleges
Office of the Chancellor
Slide 15
Campus Service Cooperative
Account Reconciliation
• Increased demand for reconciliation services
• Potential offerings
 Bank reconciliation
 MAPS to MnSCU
 Payroll/HR default
• First client -- Normandale Community College
• Preliminary discussions with multiple campuses
Office of the Chancellor
Slide 16
Campus Service Cooperative
Human Resources
• SWIFT Position Control Number (PCN) updates
 PCN’s required update due to conversion to SWIFT
•
•
•
Roughly 24,000 records updated
No mass update capability provided by MMB
Had to be complete by fiscal year-end
 MCTC took leadership role
 Updates completed centrally
•
•
Temporary positions for existing employees
Reduced training time and improved accuracy
Slide 17
Campus Service Cooperative
Sourcing
 History of success
 Mattresses for Residents Halls
 Other recent deals
 Front-Line Conference @ Alexandria
 The Price Is Right!
 Guess the savings!
 Significant potential benefit
 System spends ~ $400MM on goods, services, and construction
 Savings realized range from 10% to 50%+
Slide 18
Campus Service Cooperative
Sourcing Team
Deb Benz
Winona State University
Steve Gednalske
Campus Service Cooperative
Jeff Kuiper
Southwest Minnesota State University
Belinda Lindell
Bemidji State University
Jim Morgan
Office of the Chancellor, Facilities
Michael Noble-Olson
Minneapolis Community and Technical College
Michael Nordby
Campus Service Cooperative
Dave Peasley
Metropolitan State University
Nathan Sorenson
Office of the Chancellor, ITS
Lisa Sparks
St. Cloud State University
Wayne Wolden
M State
Slide 19
Campus Service Cooperative
Additional Activities In Process
• Accounts Payable definition
 Purchase Order and P-Card processing
• Accounts Receivable definition
• Financial Aid Fraud Prevention
• Grant Management
• Workers’ Compensation
Slide 20
Campus Service Cooperative
Applicability
Coop
Hybrid Campus Maturity
Finance (442 FTE)
Payroll
Accounts Payable
Purchase card processing
Sourcing
Accounts Receivable
Grant management
Reconciliations
Institutional Research
Grant research and writing
Human Resources (163 FTE)
HRIS assignments and verification
Workers' compensation processing
Retirement processing
Recruitment and on-boarding
Benefit administration
Classification and compensation
Financial Aid (197 FTE)
Direct lending
Fraud prevention
Award packaging
Default management
Exit counseling
Cooperative applicability criteria:
> No impact on educational mission
> Limited local expertise needed
> Benefits realized by specialization
> Scalable
> Opportunity for best practices
> Stated demand from customers
Timing
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Now
Q1 FY12
Q1 FY12
Now
TBD
TBD
Q4 FY11
TBD
TBD
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TBD
TBD
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TBD
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Now
Q1 FY12
TBD
TBD
TBD
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Strong fit
Moderate fit
Weak fit
Comments
Anoka Tech, OOC, Pine Tech
System-wide
Normandale first customer
Pine Tech
Maturity: Service offering readiness for use

Defined and/or implemented

Definition in process

In queue/on hold
Slide 21
Phase 1
Finance (442 FTE)
Payroll
Accounts Payable
Purchase card processing
Sourcing
Accounts Receivable
Reconciliations
Human Resources (163 FTE)
HRIS assignments and verification
Workers' compensation processing
Retirement processing
Recruitment and on-boarding
Benefit administration
Classification and compensation
Financial Aid (197 FTE)
Direct lending
Fraud prevention
Award packaging
Default management
Exit counseling

 Operational
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 Deployment in process
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 Expressed interest
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Southwest Minnesota State University
South Central College
Saint Paul College
Rochester Community & Technical College
Riverland Community College
Ridgewater College
Pine Technical College
Northland Community & Technical College
Northeast Higher Education District
North Hennepin Community College
Normandale Community College
MN West Community & Technical College
Minnesota State University, Mankato
Minnesota State University Moorhead
M State
Minnesota State College - Southeast Tech
MCTC
Metropolitan State University
Lake Superior College
Inver Hills Community College
Hennepin Technical College
Fond du Lac Tribal & Community College
Dakota County Technical College
Century College
Central Lakes College
Bemidji State/NW Technical College
Anoka-Ramsey Community College
Anoka Technical College
Alexandria Tech. and Community College
Campus Service Cooperative
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Slide 22
Future Offerings
Accreditation
ADA
Adaptive/assistive technology
Automated transcripts on demand
Bookstore e-commerce site
Compliance
Contract writing
Copy Center
Diploma printing and production
Enrollment management
Grant management
Grant research and writing
Institutional Research
Pell Grant processing
Phone bank fundraising
Study abroad
Test proctoring
Textbook rental
Workers' Comp risk mitigation
Workers' Comp routine claims


Winona State University
St. Cloud Technical & Community College
St. Cloud State University
Southwest Minnesota State University
South Central College
Saint Paul College
Rochester Community & Technical College
Riverland Community College
Ridgewater College
Pine Technical College
Northland Community & Technical College
Northeast Higher Education District
North Hennepin Community College
Normandale Community College
MN West Community & Technical College
Minnesota State University, Mankato
Minnesota State University Moorhead
M State
Minnesota State College - Southeast Tech
MCTC
Metropolitan State University
Lake Superior College
Inver Hills Community College
Hennepin Technical College
Fond du Lac Tribal & Community College
Dakota County Technical College
Century College
Central Lakes College
Bemidji State/NW Technical College
Anoka-Ramsey Community College
Anoka Technical College
Alexandria Tech. and Community College
Campus Service Cooperative



 Operational
 In Process Expressed interest
Slide 23
Future Direction
Campus Service Cooperative
Strategy and Delivery Approach
 Organic growth
 Focus on current, urgent needs
 Strong support from leadership
 Managing growth with solid execution
 High impact opportunities
 Driven by analysis of survey results
 Distinguish between
centralization
campus-based
activities
and
Slide 25
Campus Service Cooperative
Potential Services
Finance
• Payroll
• Accounts payable
• Accounts receivable
Human Resources
• HRIS assignments and
verification
• Workers’ compensation
processing
Financial Aid
• Direct lending
• Award packaging
• Default management
• Retirement processing
• Exit counseling
• Collaborative sourcing
• Recruitment and
on-boarding
• Fraud prevention
• Grant management
• Benefit administration
• Bank reconciliations
• Classification/
compensation
• Purchase card
processing
• Institutional research
Slide 26

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