Office of Finance & Administration Realignment and Reconfiguration Harlan Sands Senior VP, Finance & Administration Chief Operating Officer June 4, 2015
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Business Case The appointment of a Senior Vice President for Finance and Administration was an important step for the University of Louisville as it seeks to enhance service and fiscal management during a time of growth and financial pressures Important considerations impacting the organization: • Significant growth in the last decade • 3 campuses, 22,000 students and nearly 7,000 faculty and staff • $1 billion budget • Evolution toward status as “premier metropolitan research university,” residential campus • Decreased state funding, placing pressure on other revenue sources and requiring greater fiscal discipline • Increased demand for enhanced, effective and efficient business policies, processes and supporting technology • Evolving revenue and cost structures impacting health care delivery are requiring new financial models and fiscal controls 2
Finance & Administration Units (prior to January 2015) Finance and administration units reported through two separate Vice Presidents to the Provost Human Resources and Information Technology also reported to the Provost President Audit Committee, Board of Trustees
Assoc VP Audit & Compliance
University Provost
VP Finance
VP Business Affairs
VP Human Resources
Moved to the newly created Office of Finance & Administration
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VP Information Technology
Academic Affairs (multiple units)
Includes • Diversity & International Affairs • Student Affairs • Undergraduate Affairs • Graduate Affairs • Faculty Affairs • Strategic Planning • Enrollment Management
Institutional Research
Office of the SVP for Finance & Administration Structure January 2015 Sr. Vice President for Finance & Administration
Audit Committee, Board of Trustees
Audit & Compliance (Associate VP)
Financial Affairs (Associate VP)
Business Affairs (Sr. Assoc. VP)
Human Resources (Vacant)
Audit Services
Controller
Physical Plant
Infrastructure
Staff Development & Employee Relations
Institutional Compliance
Budget & Financial Planning
Planning Design & Construction
Research Computing and Comm. Svcs.
Employee Compensation
Information Security
Payroll
Postal Svcs.
Digital Media Production Svcs.
Benefits
Financial Systems
Environmental Health & Safety
Support Services
HR Administration
Position Management
Public Safety
IT Fin. & Admin.
Wellness & Disease Management
Human Capital Mgmt. Systems
Contract Administration & Procurement
Parking
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Information Technology (VP/CIO)
CEO, ULP*
Compliance, Capital Planning & Sustainability
Health Affairs Fin & Admin (Assoc. VP)
Exec. VP, Health Affairs
Lead Fiscal Officers HSC
Lead Fiscal Officers Belknap
Office of the SVP of Finance & Administration
New Organizational Structure Themes: functional responsibility centers, reduced admin layers, new “Change driver” unit, clear lines of accountability
Sr. Vice President CFO/COO Lead Financial Officers (LFO’s)
Sr. Assoc VP Strategy & Org Design
Belknap
Board of Trustees & Audit Committee
Assoc VP Audit Services & Institutional Compliance
Executive VP Health Affairs
Support Staff
Director Public Safety
Assoc VP Operations
Assoc VP Facilities Management
Assoc VP Finance/ Controller
Assoc VP Budget & Planning
VP Information Technology
Exec. Director Human Resources (Interim)
Assoc VP Performance Improvement/ Business Analytics*
Assoc VP Health Affairs/CFO
*Key LFO Support
New Unit Restructured Units
New Direct Report 5
Office of the SVP of Finance & Administration
New Units - Areas of Responsibility Business Affairs realigned functionally – Operations and Facilities Management AVP Operations AVP Facilities Management • • • • • • • • • • •
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Postal Services Parking & Transportation Business Services Card Services Shipping & Receiving Dining Housing Bookstore Printing & Copy Services Technology Store Space Planning
• • • • • •
Moved from IT
Physical Plant Capital Planning Planning Design & Construction Risk Management Sustainability Environmental Health & Safety Services
Office of the SVP of Finance & Administration
New Units - Areas of Responsibility Two strategically-focused Financial Management units: Finance/Controller and Budget & Planning AVP Finance/Controller AVP Budget & Planning • • • • • • • • • •
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Long-range fiscal planning Internal financial controls Contract Administration & Procurement Treasury management Tax management Financial reporting/audit Financial systems Payroll services Accounts payable Student financial services • Bursar
• Budget management, resource allocation & revenue forecasting • Budget model/allocation • Financial guidance & support for President, Provost, and Sr. VP for Finance and Admin • Account reconciliation • Position management • Liaison to foundation • CPE support
Office of the SVP of Finance & Administration
New Units - Areas of Responsibility “Change driver” unit: leadership for process improvements, systems enhancements and operational efficiencies AVP Performance Improvement & Business Analytics • • • • • • • • • •
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Shared Services (Key Lead Fiscal Officer support) ERP/PeopleSoft Re-design Human Capital Mgmt. Systems From Finance Financial Systems Business Intelligence Communications & Digital Media From IT Predictive Analytics Operational Excellence Customer Service Student One-stop Services
Office of the SVP of Finance & Administration
Existing Units - Areas of Responsibility Direct reporting relationships for Audit & Institutional Compliance, Information Technology, Human Resources and Public Safety
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Audit & Institutional Compliance • Audit Services • Compliance • IT Security • Enterprise Risk Management
Public Safety
Information Technology • Infrastructure • Computing & Communications • Support Services • Finance & Administration
Human Resources • Staff Development & Employee Relations • Employment & Compensation • Benefits • HR Administration • Wellness & Disease Management
(Chief of Police)
• University Police
Office of the SVP of Finance & Administration
Summary of New Structure Functional responsibility centers Less vertical administrative layers Two strategically-focused Financial Management units: • Budget/Planning, Finance/Controller New unit focused on process improvements, system enhancements, operational efficiencies, and customer service Dedicated leadership in Business Operations and Facilities Management Direct oversight of Lead Financial Officers Direct reporting relationships for Audit & Institutional Compliance, Information Technology, Human Resources and Public Safety
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Office of the SVP of Finance & Administration
Timeline June 2015 • Rollout new structure • Search for vacant positions – begins now June – Sep 2015 • Leadership positions filled • Unit heads establish staffing structures • Report back to individual units • New Finance & Administration website launched September – December 2015 • Set strategic/operational priorities • Implement
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