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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UofL Finance and Administration Org - BOT FINAL (1).PDF ...

Page 2 of 11. 2. 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:.

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