Shared services are defined as university administrative functions, supports or services that are provided both at the central unit level and at the decentralized college/unit/school level, including the functions of finance, human resources, information technology, research supports, student supports, advancement and facilities.
This project will result in the improvement of services to colleges and units, the elimination of duplication of roles and functions, integration of administrative service structures and functions across the university, and the reduction of operating budget expenditures by 2016.
The goals of the shared services project are as follows:
- Service framework - Develop overarching shared services framework, and individual service frameworks for each professional function with clear division of authority, responsibilities and accountabilities for professional administrative services that support the service needs of faculty, students, colleges/units, and the core university;
- Optimal organizational design of services - Design an efficient and effective organizational structure for each of the functional service areas that coordinates and enhances services across units and functions;
- Use industry best practices to attain desired service performance and costs - Reduce the current expenditures on services in coordination with other OBA initiatives and based on industry metrics and best practices for performance and cost, while reducing risks by applying agreed upon service levels across all of the colleges and units of the university;
- Standardize positions and develop training & development programs - Create a common service platform, develop professional training and development programs, and establish common professional position categories for functions across the university for shared professional functions; and
- Establish governance to support ongoing performance enhancements - Establish appropriate governance mechanisms and monetary and non-monetary incentives to sustain service improvements into the future, contain future costs while meeting or exceeding agreed upon service quality, and enable services to be added and removed as required by the university (review of additional positions, service level agreements, hiring processes, etc.)