University of Missouri AP Shared Services Kick Off Meeting September 2013 1

Goals for Today

1. Why Shared Services is important 2. Explain the AP Shared Services Project History and Current Status 3. Introduce the AP Shared Service Management Team 4. Discuss how this will impact Campus Departments 5. Discuss Challenges or Potential Issues

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Why AP Shared Services?

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Operational Excellence Initiative

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Shared Accountability and Governance not Centralization

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Accountable to the Campus and Departments

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Standardization of Similar Processes

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Technology is Currently Available

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AP Processing is Not Mission Critical

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A/P Evaluation Process Overview

Goals

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Improve efficiency and consistency 2.

Maintaining quality customer service to campus departments

Scope

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Back Office AP Activity within the Campus Accounting Offices 2.

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PO, Non-PO and T&E Payments Vendor Create and Maintenance All Four Campuses and UM System

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A/P Evaluation Process Overview continued…

Accomplished by:

1. Current State Evaluation of Campus Accounting AP Function 2. Desired Future State that considered:  Business process redesign  Leveraging automation  Merging back office A/P support activities  Service level agreements 5

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A/P Project Team

Cross Campus Accounting & Procurement Team  Tracy Greenup, UMC  Paul Toler, UMC  Bob Crutsinger, UMKC  Andy Lamar, S&T  Ernie Cornford, UMSL  Jennifer Alexander, UM System  Bobbi Walker, UM System  Ryan Rapp, UM System 6

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A/P Project Team Principles

 Customer service must meet or exceed current levels for A/P  Considerate to staff as part of any transition that may occur  Communicate with end-users early and often during the project  Take ownership of the changes and be a positive promoter on our campuses 7

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Project History

 August 2012 – AP Back Office Evaluation Kick Off  December 2012 – Finalized Current State Evaluation  March 2013 – Developed Future State Recommendation  April 2013 – AMC Approved Plan for AP Shared Service Center to be established on the Columbia Campus  May – August 2013 – Implementation Planning  August 2013 – Begin Implementation 8

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Current State for AP

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Approved Future State for AP

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Implementation Time Line and Plan Overview

 Sept2013 - Campus Kick Off Meeting  Oct 2013 – Identify Non-PO Pilot Departments  Oct 2013 – PO Implementation  Oct – Nov 2013 – Non-PO Pilot Training  Nov 2013 – Mar 2014 – Non-PO Pilot Implementation  Dec 2013 – T&E and Vendor Create Implementation  Jan – Mar 2014 Non-PO Training  Apr – Jun 2014 – Non- PO Implementation

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AP Shared Services – How does this impact campus departments?

What Changes:

 Vouchers will have to be scanned similar to T&E  Contact for process questions or problems  PO, T&E, and Vendor Create should have a limited impact

What Does Not Change:

 Policies will be the same  Authority for Approval of Campus Payments The Service Center is responsible for processing transactions in compliance with UM System and Campus policies and procedures. Questions regarding the appropriateness of payment will still be a campus responsibility.

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AP Shared Services Center Infrastructure

 9.5 FTE allocated to processing transactions  ACD Call Center established for tracking inbound and outbound calls  Remedy Ticketing implemented to track all communication between end users and shared services staff  Shared Services website development

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AP Shared Services Team

 Angela Carmichael, Procurement/PO Processing  Kathy Samuel, Administrative Assistant  Olga Jurkevic, Office Support Associate  Rita Wells, Non-PO Vouchers, T&E and Vendor Maintenance  Laura Bradshaw-Straub, Administrative Associate I  Anantha Gopalaratnam, Accounting Services Specialist  Lori Campbell, Office Support Associate  Dennis Johnson, Office Support Associate  Jayme Palmgren, Office Support Associate  Tammy Bedford, Office Support Associate 14

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AP Processing Challenges

Known Challenges:

 Payments requiring contracts  Express Checks  Hold Checks  Enclosures  Non-Resident Alien Payments  Standardized Forms  Scanning/Imaging  PO Invoices 15

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Next Steps

1. Develop Non-PO Pilot Group 2. Finalize Website 3. Campus Training for Non-PO Implementation – Scanning and/or Imaging Transactions

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Questions?

Ryan Rapp Associate Controller University of Missouri System Tracy Greenup Assistant Director Business Services University of Missouri-Columbia Rita Wells Business Manager I University of Missouri-Columbia Angela Carmichael Administrative Associate II University of Missouri-Columbia Operational Excellence Initiative Website http://www.umsystem.edu/president/sharedservices/

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