Office of Budget and Personnel 2019 Annual Report

Overview

• Executive Summary………………….3

• Service Areas…………………………4

• Guiding Statements…………………5

• Goals…………….……………………..6

• Objectives & Assessment…………..8

• Highlights and Stats………………...10

• Looking Ahead…………………..…12

• OBP Organizational Chart………..13

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Executive Summary

The Office of Budgets and Personnel (OBP) in the Division of Student Life at the University of Minnesota Duluth exists to align resources with the strategic objectives of the Student Life Division and the University. OBP provides operational and strategic financial and human resource expertise to the Division of Student Life, which consists of 15 units with distinct revenue sources and personnel needs. FY19 saw significant change in OPB due to staff leaves and departures. The team worked tirelessly to identify key business needs and distribute duties across the remaining OBP team to meet the requirements of the division.

The OBP team upholds the core value of high quality service to its stakeholders. Despite the significant staffing changes and need to consolidate internal resources, the OBP team continued to successfully and resiliently deliver outstanding service and quality outcomes across Student Life.

The OBP team continued to drive change across the Student Life Division. FY19 saw many new processes implemented including the enhancement of functionality in the Kronos timekeeping system, implementation of the Chrome River travel reimbursement system and continued work on the roll out of HR process standardization and compliance across all departments within Student Life.

The Cash Room continued its exemplary work providing financial support and daily set-up and reconciliation of all monies collected for Dining Services, U-Card, Transportation and Parking Services and Alumni Services as well as providing accounting support for the Controller’s Office. 3

OBP Service Areas

Accounts Payable and Receivable

Payroll

Time and Absence Administration

Pcard and Cash/Credit Card Reconciliation

Departmental Deposits

Travel and Expense Reimbursement Processing

PCI Compliance

Budget Management and Financial Planning

Employee Relations

Performance Management

Compensation and Classification Consulting

New Hire Process Management for Students & Staff

New Hire Onboarding Coordination

Leave Management

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OBP Guiding Statements

Mission: The Office of Budgets & Personnel supports the Division’s mission by providing a conduit to the financial and human resources for Student Life staff to meet the needs of students.

Vision: Providing creative solutions and expertise to financial and personnel complexities.

Values: Student Centered- We place students at the heart of

all we do Excellence/High Quality Service- We provide high

quality service and programs developed with creativity, innovation and a commitment to continuous improvement

Inclusiveness-We respect and celebrate the diversity of individuals, perspectives and ideas while promoting social justice

Learning-We support the engagement of students in opportunities that promote and support their growth, development and well-being

Collaboration-We foster partnerships and build community

Sustainability- We contribute toward a sustainable future and model sustainable practices

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OBP FY19 Goals

Provide Stellar Services: Provide expert human and financial resource support for Student Life programs in recognition that together

we build a community that fosters the intellectual, emotional, cultural and physical development of our students.

Maximize Relationships: Develop and sustain collaborative relationships within Student Life and beyond that improve the overall

effectiveness of the processes leveraged to provide stellar service.

Drive Change: Promote a shared sense of purpose, identifying opportunities for shared services that will result in increased

efficiency, productivity, and ultimately cost savings. Advance wellness, diversity, and inclusion as we provide stellar service.

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OBP FY19 Goals Mapping

OBP Goal Mapping to University Goals Mapping to Student Life GoalsProvide Stellar Services: Provide expert human and financial resource support for Student Life programs in recognition that together we build a community that fosters the intellectual, emotional, cultural and physical development of our students.

1, 2, 6 1.1, 2.1, 3.2, 4.1, 4.2, 4.3, 5.1, 5.2, 5.3, 6.3

Maximize Relationships: Develop and sustain collaborative relationships within Student Life and beyond that improve the overall effectiveness of the processes leveraged to provide stellar service.

6 5.1, 5.2

Drive Change: Promote a shared sense of purpose, identifying opportunities for shared services that will result in increased efficiency, productivity, and ultimately cost savings. Advance wellness, diversity, and inclusion as we provide stellar service.

2, 6 4.1, 4.2, 4.3, 5.1, 5.2, 5.3

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OBP FY19 Objectives & AssessmentObjective/Outcome Mapping to

Departmental Goal

Assessment Strategy Status/Outcome

Enhance functionality of Kronos timekeeping system• Continue to assess functionality, working with payroll experts from

Kronos and the Twin Cities and make system adjustments as needed

• Develop and deliver group and individual hands-on trainings for Dining Services and FM staff on Kronos functionality updates.

1,2,3 Post-implementation, conductstakeholder (leadership and staff) survey to solicit feedback on new system functionality and continued needs. Feedback vetted with Kronos experts for feasibility and enhancements made where possible

Ongoing

Finalize development of comprehensive onboarding program and resources for new Student Life employees• Incorporate SL org chart, information on Regents Scholarship,

campus amenities, customized Maslow pyramid, public transportation and parking options, pronouns and preferred names, facilities access, UMD and SL goals, etc.

1,2,3 Ease and thoroughness of onboarding assessed via responses from the new hire survey sent 6 weeks after hire. Feedback solicited from the Welcome Team to add value to the program from another lens.

Ongoing

Implement Chrome River travel reimbursement system• Actively monitor pre-approval function availability and determine

Division participation timeline.• Identify travelers and communicate new travel card requirements• Appoint and train system experts in OBP to assist SL travelers with

troubleshooting• Arrange group trainings on system functionality and new hospitality

guidelines for Division

1,2,3 Successful implementation indicated by travelers consistentlyreceiving pre-approval, complying with hospitality guidelines and submitting reimbursements within 30-day window. Errors decrease over time with support of system experts.

Ongoing

Build content for OBP on Student Life website• Revamp internal resource directory categorized by subject versus

expert and identify primary point of contact for areas• Develop general FAQs and/or graphics for customer reference

and immediate answers

1,3 Useful information and resources available to our customers. Content added and revisions made as needed. Consistent processes and information-sharingacross Division.

Ongoing

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OBP FY19 Objectives & Assessment continuedObjective/Outcome Mappin

g to Departmental Goal

Assessment Strategy Status/Outcome

Continue to redistribute responsibilities in alignment with roles and capacity• Enhance transparency and knowledge-sharing

within OBP to provide internal development opportunities

• Identify and cross-train team members on processes and procedures to cover absences

1,2,3 Development opportunities and new responsibilities across OBP. Subject matter experts and back-ups identified and trained for enhanced operational agility,

Ongoing

Publish diverse talent recruitment initiative resources• Finalize guidance on implicit bias,

demographic data, active recruitment, search committee responsibilities, hiring process, etc.

1,3 SL hiring teams have access to useful information and adhere to process expectations. Increased number of applications for openings overall and increase in applicants from diverse backgrounds.

Ongoing

Refresh Student Life performance appraisal forms• Create one-page form for bargaining unit staff

consistent with FM form• Design CS/P&A form more applicable to

diverse SL audience including CS staff (especially Dining) and non-supervisors

• Align criteria with revamped Student Life goals

1,3 New forms launched in March 2019 for use in FY20. Survey responses indicate improved ease of use of both forms for supervisors and staff. Goal 2 expectations are clear and satisfied.

Ongoing

Partner with Student Life leadership to identify and implement proactive internal human resource and financial process improvements• Explore opportunities to adopt a shared service

model

1,2,3 Proactivity integrated in service requests; more issues prevented versus resolved. Services provided to additional SL units.

Ongoing

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OBP FY19 Highlights and Stats

Purchase Orders

Pcard and reimbursements

Payroll Metrics

Dining Invoices

Commuter meal plans

Work-study

Invoice Management

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OBP Year in Review

Purchase Order dollar amount

processed: $4,078,598

Pcard and Employee Expense

Reports Reconciled: 1363

Internal Sales Vouchers

Processed: 989Step Increases Executed: 71

Stability Payments Made: 31

Recurring Employee PAFs Processed: 230

Commuter Meals Monitored by Cash

Room: 88,000New Employees

Hired: 42Student Workers

Hired: 586Work Study Dollars

Leveraged: $358,776

Catering Invoices Processed: 215

Dining Invoices Created and

Reconciled 12,016

Credit Card Transactions

Monitored by Cash Room: 193,036

Pcard total dollars spent: $268,883

Internal Departmental

Charges Processed: $20,732

Employee Expenses Processed: $19,959

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Looking Ahead

FY20’s themes for OBP focus on stability, assessment, best practice and efficiency. These tenants will be paramount while making sure the departments within Student Life are provided with the best service and outcomes possible. With a fully staffed unit, OBP is positioned to more closely evaluate the functions and processes performed by the team, confirm the existence of best practices and consistency with University policy and procedure, educate and guide the departments within Student Life while providing the best customer service possible to our stakeholders.

FY20 ObjectivesPerform comprehensive evaluation of job functions and responsibilities for OBP staff

Review and development of comprehensive hiring process for new Student Life staff and student workers

Finalize development of comprehensive onboarding program and resources for new Student Life staff and student workers

Develop and launch comprehensive HRprocess improvement, training and trackingRefresh Student Life performance appraisal forms

Build content for OBP page on Student Life website 12

OBP Organizational Chart

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