Slide 1

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 2

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 3

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 4

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 5

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 6

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 7

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 8

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 9

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 10

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 11

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 12

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 13

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 14

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 15

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 16

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 17

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution


Slide 18

Israel Ruiz, Vice President for Finance

Forging a Digital Evolution

MIT

Evolving Services

VPF

Mission
The mission of MIT is to advance knowledge and educate
students in science, technology, and other areas of scholarship
that will best serve the nation and the world in the 21st century.

Aligning Services to Meet MIT’s Needs
Working for the 21st Century


Facilitate connections in a digital age



Enhance MIT’s ability to serve the global community



Support ground-breaking research programs



Enable experienced-based learning



Strive to provide administrative services with the
excellence for which MIT is known

Forging a
Digital Evolution

Innovating for the 21st Century

“Heirs to a legacy of innovation”
-President Barack Obama
-Oct. 23, 2009
Forging a
Digital Evolution

Breaking the Cycle of Innovation
Forging a Digital Evolution

“From the department’s perspective, Personnel
activities were paper intensive…”
Academic Staff Appointment Process (ASAP)
MIT’s Reengineering, 1992

“The Institute has the opportunity to become the
showcase for best practices in administrative services
and systems, while also implementing sustainable
solutions, and is urged to pursue a bold vision of
achieving a Digital MIT.”
Administrative Process Working Group
Institute-wide Task Force, 2009
Forging a
Digital Evolution

Momentum From the Task Force
Forging a Digital Evolution

Digital MIT
The goal is to be able to soon recognize MIT’s
processes as best practices for administrative
services and systems in a university setting:
modern, digital, customer centric.
- Institute-wide Planning Task Force Final Report

Forging a
Digital Evolution

Collaboration in Action
Forging a Digital Evolution
User Advisory Group
Pilot
Pilot
Diverse
Steering
Group

User-based
Development
Process

A Model for
Modernization

Phased
Launch

Learn from Project,
Refine Model

User Input
Cross-departmental Sponsors

Apply to
Other Projects

Forging a
Digital Evolution

Digital MIT

Evolution Is Under Way
Current Volume (Annual)

Electronic Paystubs
Travel Modernization Project
Evolution of Cashier Function

396K paper
paystubs issued
32K reports processed;
$42M spend
28K checks
deposited

SAPWeb Request for Payment

50K processed
manually

Appointment Process Redesign

17K processed
manually

Electronic W2s

21K paper
W2s issued

2011

Evolution Is Under Way
Travel & Reimbursement

Goal: streamline and modernize Travel and RFP
processes
Reimbursement Process
2010

Fill out
Paper
Report

Soon

Fill out
E-Report

Mail

Manual
Audit

Auto
Audit

Manual
Process

Paper
Check

Mail

Deposit
Check

Direct
Deposit

Evolution Is Under Way
Online Travel Booking &
Reimbursement

Evolution Is Under Way
Electronic Paystubs

Evolution Is Under Way
Electronic Request for
Payment (RFP)

Evolution Is Under Way
Appointment Process
Redesign

Evolution is Under Way
Electronic Paystubs

Launch: Before
End of Summer

Travel Modernization Project

Phased Rollout:
Mar-December

Evolution of Cashier Function

SAPWeb Request for Payment
Appointment Process Redesign

Electronic W2s

Transition: Mar-Jun
Window Closes: Jun 30
Pilot: May, Jun
MIT-wide: Jul
Pilot: Under Way
MIT-wide: Early Fall
Available by Open
Enrollment

2011

MIT

Evolving Services

VPF
21st century.

Partners in Evolution
Project

Key VPF Contact

Appointment Process Redesign

Robin Elices
[email protected], 617-324-4603

Electronic Paystubs

Gerry O’Toole
[email protected], 617-253-6067

Evolution of Cashier Function

Cheryl Whelan
[email protected], 617-253-5426

SAPWeb Request for Payment

Janet Sparks
[email protected], 617-253-2775

Office of the Vice President for Finance | NE49-3rd and 4th floors,
600 Technology Square | Cambridge, MA 02139 | Campus Map >>
Forging a
Digital Evolution