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Transparency Commitment

Current Initiatives

Click on each name to learn more about the unit's initiatives:

Business Solutions & Support
Enterprise Risk Management (ERM)
Office of Business Development Services
Office of Procurement Diversity (OPD)
Strategic Procurement
UIC Grants and Contracts
UIC Purchasing
UIS Business Services
UIUC Budget Office
UIUC Contract Services Office
UIUC Grants and Contracts
Office of Government Costing
UIUC Purchasing
University Accounting and Financial Reporting (UAFR)
University Contract Records Office
University Office of Capital Programs and Real Estate Services
University Payables
University Payroll Benefits (UPB)
University Student Financial Services & Cashier Operations (USFSCO)
Utilities Administration

 

Business Solutions & Support (BSS)

BSS is taking on several iACTion plans designed to improve transparency with their OBFS customers. They continue to maintain their commitment to be available to support OBFS units to successfully achieve their iACTion plans.

Enterprise Risk Management (ERM)

Develop risk assessment tools, beginning with an Excel-based Budget Reduction Planning tool, to help users consider budget related risks and understand potential benefits of each budget reduction option.   Customers will see ERM as a facilitator and service provider while they own and control their budget changes. 

Office of Business Development Services

Overhaul the OBDS website.  They will be including links for new / revised job aids for iCS and also job aids for non-iCS users.  

Office of Government Costing

Conduct initial and on-going site visits with customers whose service activity funds fall under our office's scope for rate reviews.

Office of Procurement Diversity (OPD)

Utilize focus group feedback to establish policies and procedures; marketing their role as a partner and resource to campus units; and implementing a system to track the effectiveness of their efforts to reach the University's diversity goals.

Strategic Procurement

In FY15, Strategic Sourcing established an OBFS website in Purchasing, where the strategic contracts are organized by commodity and posted.  In FY16, Strategic Procurement has two initiatives: 

  • Scheduling monthly meeting with stakeholders/customers in order to have direct contact with the SP Contract Administrators,
  • Developing a web form for customers' input for cost saving ideas/projects and for vendor performance feedback.        

The OBFS website is convenient and readily available to the customers.  Both the website and the monthly meetings will provide consistant, accurate information.  With the web form, they will nurture SP's partnership with customers, who will have input in the decision-making process in the SP project pipeline.

UIC Grants and Contracts

Host monthly internal brown bag lunches to discuss frequently asked questions, new issues and hot topics to promote consistency and accuracy in responding to customers.  Through these lunch meetings, GCO staff will identify areas in need of training and/or tools, personalized training with select units or research teams, and updated, web-based FAQs.

UIC Purchasing

Plans to meet with their largest business customers to outline the Procurement Services organization, requisition processing, contract processing, non-conforming purchases, key statues, rules, policies and University Payables; and determining ways to share that information broadly with other UIC customers.

UIS Business Services

Completed a follow up on the initial iACTion plan of sharing information about OBFS to all high level UIS administrators.

UIUC Budget Office

Implement specialized/customized distribution codes to distribute F&A more precisely based on internal and external unit agreements.

UIUC Contract Services Office

Build onto the Contracts 101 webinar by partnering with campus customers to develop and deliver new advanced topic: Urbana campus contract training.  They will also develop a "CSO on the Go" road show and reach out to campus units who may not be aware of their new identity, new contact information, full breadth of services, new staff members, etc.

UIUC Grants and Contracts (GCO)

UIUC GCO has two initiatives:

  • Develop a redesigned webpage that contains up-to-date information to enhance transparency, improve communication, and deepen the knowledge base in sponsored project award administration
  • Fully utilize specific grant-related fields in Banner to provide customers the Post-Award Contact by Grant Code, Grant Discard Date, and Grant Proposal Number. This project will include a communication plan to inform customers about the updated fields, incorporate customer feedback, and explore the possibility of utilizing the fields to provide enhanced reporting capabilities for customers.

UIUC Office of Government Costing

Aims to provide a platform for customers to self-train by providing web-based job aids and micro-training videos.  The videos will illustrate the rate calculation process at the customer's pace and can be repeated as needed. This initiative will educate customers about underlying federal, state, and University policies and reinforce positive relationships.

UIUC Purchasing

Currently attending BMG and BAC monthly meetings to bring forward issues and areas of concerns. In response to customer feedback, they are working on increasing the Contract for Services (CFS) limit from $5,000 to $10,000 in order to improve efficiencies in the contract process.

University Accounting and Financial Reporting (UAFR)

UAFR has selected three initiatives:

  • The Equipment Management Website Redesign will allow customers to more easily locate information needed in managing equipment for their unit. The project will improve the on-line resources that currently exist by removing redundant information, providing organization to the website pages and providing concise information.
  • The Account Code Search Tool will improve campus user selection and identification of account codes. This project will make identifying account codes easier, clearer, and more transparent to campus users for coding and reviewing their financial transactions.
  • UAFR will be requesting time on campus BMG's and AFO meeting agendas to share a new presentation called Meet UAFR.  The presentation will contain a coordinated message about UAFR services, what they do, how they can help, who to contact and the best way to reach them.

University Contract Records Office

Gather and analyze data to improve internal and external communication.

University Office of Capital Programs and Real Estate Services

Develop a Customer Satisfaction Survey to gather important customer feedback.  They are also replacing two existing systems with one project/financial management system to provide customers with transparency on all capital delivery process transactions.

University Payables

OBFS University Payables (UPAY) has determined the following iACTion initiatives:
  • The iACTion team plans to develop a robust Procure to Pay Training and Education Program, where the UPAY Payments link on the OBFS website is a "knowledge repository" by:
    • updating payment requirements, definitions, procesess, and resolutions.
    • creating a procurement services document of scenarios, guidelines, and contact information.
    • updating the AP100 and AP101 training

    This initiative will provide accuracy, will be available on the OBFS website and will partner with customers, who will be able to self-serve.  It is currently being reviewed by the UPAY Director.   

  • The iACTion team will create and develop a flow chart/decision tree to assist units in choosing the best purchasing and payment mechanisms.
    This will provide accuracy, will also be avaliable on the OBFS website and will partner with customers who will be able to self-serve. 

  • The iACTion team plans to enhance the Customer Service Experience by
    • Providing an updated UPAY website
    • Updating the AP training
    • investigating phone system/call center options 

University Payroll & Benefits (UPB)

UPB has two initiatives:

  • Research and implement a robust phone system that improves the quality of the customer experience and prepares UPB for the next steps of identifying our service levels to meet customer expectations. To the extent information is obtained in our research which enables us to make certain changes to our current processes, we could implement such changes immediately.
  • Utilize the University KnowledgeBase application created by the University of Wisconsin and sponsored by University of Illinois Administration (UA) to develop and implement a searchable Frequently Asked Questions (FAQ) site.  This site will add functionality such as enhanced search and feedback mechanisms, as well as a document revision processes and workflow.  Content will be revised and updated by considering search data and visit statistics for the Payroll & Benefits website and NESSIE website, Service Desk Manager data and customer feedback.

University Student Financial Services & Cashier Operations (USFSCO)

Create and provide training on USFSCO-related software used by customers and create a schedule for open labs where users may receive individual help on specific issues.

Utilities Administration

Develop metrics and reports to allow the campuses to make more effective energy procurement decisions.  This improves the timeliness of the receipt of information available to the campuses to initiate their energy purchases.

Last Updated: February 1, 2016

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