Transcript Oklahoma City University Support Function Prioritization

Oklahoma City University
Support Function Training
Fall 2014
Introduction
Training Sub-Committee
 Amy McQuade
 Laura Warren
 Cary Pirrong
 Jennifer Kenyon
 Russell Evans
 Contact: @Support Function Training
The Purpose of this Training
 Is to provide information and instructions about
completing the Support Function Template;
 Is NOT to broadly discuss the prioritization process;
 Questions and concerns about prioritization will be
discussed at the remaining prioritization Town Hall
meetings in October and November.
Support Function Prioritization
Task Force Overview
 The task force has been charged with conducting an
evaluation of all of the university’s support functions;
 To do so, a comprehensive template has been created to
allow each function the opportunity to provide qualitative
and quantitative data to be reviewed by the task force;
 A rubric has been created to assist the committee with
evaluating the reports and with ultimately placing each
function in to one of five quintiles;
 Recommendations will be made to the University President
and Board of Trustees based on these quintiles.
Support Function Prioritization
Task Force Time Frame
 The Task Force has met throughout the summer;
 With the assistance of the Facilitation Task Force all
support functions have been identified and assigned a
submission date;
 Submission dates began on Friday, September 12 and
will end Friday, November 6. ALL TEMPLATES MUST BE
SUBMITTED BY 12PM, NOON. Approximately 19 to 20
Functions will submit reports each Friday;
 Final Recommendation Report is due January 15, 2015.
The Result of the Prioritization
Process
 The Task Force will submit a report to the President and
Board of Trustees with recommendations for the
reallocation of resources to better meet the university’s
needs;
 The President and Board of Trustees will base budget
decisions on these recommendations over the next
several years;
 Prioritization will become a yearly process to meet the
future needs of the university.
What is the template?
 The template has been created to collect relevant
information about each function.
 The template consists of six criteria:
 Criterion 1:
(25%)
 Criterion 2:
 Criterion 3:
 Criterion 4:
 Criterion 5:
 Criterion 6:
Impact, Justification, and Overall Essentiality
Internal Demand (15%)
Mandates/External Demand (15%)
Quality (20%)
Cost Efficiencies (15%)
Opportunity Analysis (10%)
How will the templates be
scored?
 A rubric will be used to rank each criterion from 0-9;
 0 is the lowest possible score and 9 is the highest
possible score;
 Each sub-criteria will be scored and combined to find a
total score for each of the six criterion;
 Each criterion will be individually weighted in order to
award an overall score to the function;
 Each individual member of the task force will vote on
every single function in order to place each function in
to one of five quintiles based on the overall scores.
Definitions
 Support Function:
 Uses resources – dollars, people, space,
time and/or equipment;
 Has a discrete set of related tasks;
 A function does not necessarily have to
have an employee attached to it.
Definitions
 Fiscal Year (FY): A fiscal year runs from July 1 through June
30 of the following calendar year. Prioritization will focus on
data from FY 2013-14 or from July 1, 2013 – June 30, 2014.
 Internal User: A member of the university community
(current students, faculty, staff, administration, trustees;
including other units as well as individuals) that utilizes the
service(s) of the support function.
 External User: A person or entity outside the university
(including but not limited to alumni, accreditors, regulatory
agencies, grant-funding bodies, etc.) that have a demand for
the service(s) of the support function.
Data
 The Facilitation Task Force will provide data sheets to
each function that will be necessary to complete the
budget section of the template;
 This data was distributed via email Tuesday, September
2, 2014;
 Important note: Budget sheets will show POST MIDYEAR BUDGET data from FY 2013-14;
 Questions about the data can be answered by your
department budget manager.
FAQ’s about the Template
 Be mindful that you are completing this template for a
taskforce with a variety of backgrounds, i.e. no
acronyms, no abbreviations, and no assumptions. This
rule applies to any consecutive templates submitted by
the same department.
 Clarification on specific criteria
 Criterion 3c, 3d and 4d
 Criterion 5
 Budget table data must include numbers only.
 Criterion 6d
Before You Begin: Budget Managers
 It is recommended that you determine the FTE (Full Time
Equivalent) and budget breakdown for each Function before
beginning template(s) related to your department.
 Some FTE employees will be divided by percentage of function
assigned;
 Budgets are provided by department, not necessarily by
function;
 Remember: the budget sheets provided reflect the MID-YEAR
BUDGET data FY 2013-14.
 We also recommend scheduling meetings with those directed
to complete templates for follow-up and/or questions
throughout the process.
Before You Begin
 Read through all documents in their entirety at least once;
 Pay special attention to definitions;
 Make sure you have the completed FTE and budget breakdown for your
function;
 Schedule meetings with your department budget manager for support
throughout the process;
 Ask questions of Taskforce members—a complete list of members is
available on Starnet under the Prioritization Project link toward the
bottom of the page—or of the training committee: @Support Function
Training;
 For budget questions, please contact your department budget manager;
 For Qualtrics questions, please contact Kelly Meredith.
Submitting the Template
 Templates will be submitted in Qualtrics;
 Character counts are provided for each section;
 It is recommended to work on the template in Microsoft
Word and transfer final answers to Qualtrics for final
submission;
 Templates must be completed and submitted by the
assigned submission date. There are absolutely NO
EXCEPTIONS.
Qualtrics FAQs
Presentation from Kelly Meredith. Please refer to the
September 3rd and/or 11th recording for more details.
After you leave
 Contact information:
 Ask questions of Taskforce members or the training committee:
@Support Function Training;
 For budget questions, please contact your department budget
manager;
 For Qualtrics questions, please contact Kelly Meredith,
[email protected].
 Don’t forget: all template submissions are due by 12pm,
noon on your assigned date of template submission.
Prioritization Town Hall Meeting
 Please don’t forget that you have the opportunity
to ask general questions or express concerns
regarding Prioritization at future Town Hall
Meetings in October and November of 2014,
chaired by Susan Barber and Donna Nance,
Prioritization Task Force Co-Champions.
 You are also welcome to submit any Prioritization
feedback on our Starnet page:
http://starnet.okcu.edu/admin/Prioritizing/defaul
t.aspx.