The rotonde of Tabaret

Review of the Financial and Human Resources Administrative Processes

Summary of the project

Context

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.

Objectives

Overall high level objectives

The University aims to align with all/any administrative best practices, leveraging automation and workflows, in order to provide:

  1. greater visibility of information to facilitate evidence-based decision making, in or near real-time;
  2. improved efficiency and effectiveness;
  3. refined compliance and controls;
  4. 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

  1. Understand the current state and pain points.
  2. Design a future state based on best practices.
  3. Recommend a roadmap to achieve future state.
Scope

The high level scope of the project is to review the following 3 components of the financial and human resources functions:

  1. Process and policies
  2. Organisation and people
  3. Information and systems

 

 

The key business processes for the strategy and alignment phase are as follows:

Finance   Human Resources  
Plan to perform Budgeting, forecasting, Institution Wide Management Reporting and Analysis HR Operating Model health check

HR Business Partners

  • Hubs
  • Centres of Expertise (CoE)
  • LLOD
  • Labour Relations
  • Health and Safety
  • Business Optimization
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

   
Timeline

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
Governance
  • 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 

Related project

Expense Management Improvements project

Picture with graphs

This reimbursement process is part of the Expense Management Improvements project. The project aims to review, simplify and standardize uOttawa regulations related to reimbursements and system workflow, as well as to improve the user experience through continuous access to a centre of expertise, information sessions and tools.

For more information

If you have any questions, email Mathieu Mainville, Program Director.

Back to top