Developing and implementing a BPM System for campus
The Business Process Management (BPM) System Implementation project will develop and implement a shared governance framework and standard tools, techniques, policies, and practices to improve how we manage campus business processes in ways that will improve operational performance and agility. This project will enable VCAF units, and other departments interested in working toward One Administration to more effectively support our academic mission by better managing business processes that cross departmental boundaries.
Project Resources
| STATUS | WEBSITE | CHARTER | METRICS | OTHER |
|---|---|---|---|---|
| In progress |  |
 |
 |
BPM resource list coming soon |
Project Leadership
| executive SPONSOR | John Wilton |
|---|---|
| working sponsor | Peggy Huston |
| project manager | Andrea Lambert |
Project Description
As OE projects have moved into implementation, we have found that full realization of the benefits of new administrative operations requires that we work collaboratively across campus units rather than in silos. After many attempts to redesign cross-boundary business processes, many are still not meeting the expectations of campus users. Investigation as to the source of the problem reveals that too often it is difficult to identify or agree upon the person accountable for the success of the process from end-to-end. There are multiple decision makers operating independently and making decisions that benefit one part of a process but often cause issues in other parts of the process -- either upstream or downstream. This situation prevents the full realization of the benefits of several OE projects. To achieve efficiency, improve and sustain the effectiveness of administrative operations, and continuously improve how we serve the campus we must have a shared understanding and commitment to business process outcomes and a standard for managing our business processes.
The management of and responsibility for end-to-end business processes crosses many units including departments and schools, central campus units, and Campus Shared Services. In order to ensure that our administrative processes are as efficient as possible and meet the needs of the faculty, staff, and students being served, it is essential that we develop a comprehensive framework to ensure consistency in approach to managing processes across boundaries. This will serve the success of each unit as well as support the development of One Administration that can effectively serve Berkeley's larger mission of world-class teaching, research, and public service.
This project is intended to foster a process-focused organization. Specifically, the project will develop and implement a Business Process Management (BPM) System that will include a shared governance framework and a set of standard tools, techniques, policies, and practices to improve how we manage our most important business processes in ways that increase operational performance and agility. The project will initially focus on creating a BPM System within VCAF, with the intention for eventual adoption by the larger campus community. With the guidance of the VCAF's Executive Leadership Team (ELT), the project will select a couple of critical, end-to-end business processes to pilot and refine the BPM System.
Project Team
The Project Team consists of 6-8 staff with process improvement expertise and experience who will create recommendations for the design, development, and implementation of a BPM System. The Project Team members are as follows:
| TEAM LEAD | Andrea Lambert, Senior Business Process Consultant, OE Program Office |
|---|---|
| Team member | Dat Le, Chief Administrative Officer, College of Engineering |
| TEAM MEMBER | Delia Clark, Organizational Consultant, Learning + Organizational Development |
| TEAM MEMBER | Denise Cronin, Chief of Staff, Business & Administrative Services |
| TEAM MEMBER | Eric Anglim, Director, Property Management and Library Bindery |
| Team Member | Michelle Bautista, IT Operations Manager, Campus Shared Services |
| TEAM MEMBER | Stephane Deblock, Process Transformation Manager, Campus Shared Services |
| TEAM MEMBER | Anil Moré, Director of Administration, Physics Department |
Steering Committee
The Steering Committee will consist of 5-7 campus leaders who will provide direction to the Project Team and recommendations to the Sponsors. Membership of the Steering Committee is still being determined and information will be provided here when available.
DELIVERING THE VISION
The BPM System Implementation project is helping to achieve the vision of Operational Excellence by working across boundaries to centralize and standardize business process management and business process improvement efforts, clarifying roles and responsibilities, increasing efficiencies, supporting a metrics-driven organization, and supporting a culture of continuous improvement.
The Project Team will be responsible for BPM System recommendations. The Project Advisory Committee will provide input on the recommendations and then they will be vetted for agreement by the Working Sponsors and the Steering Committee. The final decisions on project recommendations will be made by the Executive Sponsor.
TIMELINE
The Business Process Management System Implementation project commenced in April 2014. The project is slated to be completed by March 31, 2015.
Project Communication
Information and updates on the project will be available through this website and the OE Update Newsletter. You may sign up to subscribe here.
Financial Summary
OE Investment: $168,000
Other Unit Investment: The following units are contributing to the success of the project: Learning + Organizational Development (L+OD), CSS Process Transformation & Innovation (PTI) Team, Business & Administrative Services (BAS), Information Services & Technology (IST), Department of Physics, and other departments and units across campus who are participating in the project.
Projected Annual Savings: The project enables the savings goals of the OE Program and OE Projects.
