In 2018, the University has undertaken a project to optimize administrative processes in order to increase the effectiveness and the added value of these administrative activities. It has been noted that human and financial resources tools, systems and processes are aging and no longer meet the needs of the University.
With this in mind, the University will be launching in the coming months a project to modernize these tools, systems and processes under the leadership of the Associate Vice-President, Financial Resources.
The first step is to assess the current situation, define the optimal future state and adopt a systemic and coherent approach. The Steering Committee, supported by experts in the field, will define the project's orientations and ensure their proper management.
It goes without saying that the success of this project is largely dependent upon the commitment of all members of the University community. We intend to inform you regularly about the progress of the work and invite you to participate in some of the workshops. Your comments and advices on the quality and efficiency of the services to be put in place are invaluable.
It should also be noted that this finance and administration modernization project is a key component of an ambitious plan set out by the University's Administration Committee to put in place best practices across the board.
Overall high level objectives
The University aims to align with all/any administrative best practices, leveraging automation and workflows, in order to provide:
- greater visibility of information to facilitate evidence-based decision making, in or near real-time;
- improved efficiency and effectiveness;
- refined compliance and controls;
- enhanced service levels to internal and external stakeholders.
In order to achieve these overall objectives, the project will be broken down into many phases. The first one is the strategy and alignment phase, meant to establish the foundation of the project and clarify the way forward.
Strategy and alignment phase
- Understand the current state and pain points.
- Design a future state based on best practices.
- Recommend a roadmap to achieve future state.
The high level scope of the project is to review the following 3 components of the financial and human resources functions:
The key business processes for the strategy and alignment phase are as follows:
|Plan to perform||Budgeting, forecasting, Institution Wide Management Reporting and Analysis||HR Operating Model health check||
HR Business Partners
|Record to report||Institutional accounting (Accruals, GL, journals, etc. ), close and consolidation, financial reporting, external and statutory reporting||Talent Acquisition||Job requisition, sourcing and applications, screening and interviews, offers|
|Treasury||Cash management, banking and settlements||Payroll||Prepare and process payroll, Post data to Finance|
|Order to cash||Revenue accounting, customer, billing, accounts receivable and collections||Strategic implementation||Workforce Planning, succession planning and workforce engagement|
|Acquire to retire||Capital planning, asset record, accounting, disposal and project accounting||HR Strategy||Reporting, metrics, data governance and process governance|
Endowments, donations and bursaries
Endowment, donations and bursaries accounting and administration
Research and Grants Administration
Research and grants accounting and administration
Procure to Pay
Supplier, sourcing, contract management, requisition, purchasing, receiving, payment, travel and expense, inventory
The Strategy and Alignement phase of the project will take approximately 4 months as follows :
|Key Activities||Start Date||Target|
|PHASE 1 : Strategy and Alignment||February 2019||May 2019|
|Create Project Charter||February 4, 2019||March 15, 2019|
|Assess Current State||February 25, 2019||March 15, 2019|
|Design Future State||March 18, 2019||April 12, 2019|
|Establish High-Level Implementation Roadmap||April 12, 2019||April 26, 2019|
|Build a Communication Plan||March 1, 2019||March 22, 2019|
|Create Business Case||April 12, 2019||May 10, 2019|
|Present Business Case||May 2019||May 2019|
- Associate Vice-President, Financial Resources (Project Lead)
- Associate Vice-President, Human Resources
- Chief Information Officer
- Deputy Provost, Planning and Academic Budgets
- Vice-Provost, Faculty Relations