OFFICES OF ASSSISTANT VICE CHANCELLOR - BUSINESS AND FINANCIAL SERVICES
AND
ASSISTANT VICE CHANCELLOR -
HUMAN RESOURCES
October 3, 1994
KEY ADMINISTRATORS/KEY SUPPORT STAFF
SUBJECT: Discontinuing Paper-Based Administrative Support Processes In its report dated November 15, 1993, the Chancellor's Committee on Information Infrastructure (CCII) recommended that administrative
support processes move from paper-based processes to electronic means via the campus network. The Vice Chancellors endorsed this and the
other recommendations in the CCII report in order to deal with the reductions in administrative support budgets in academic, clinical, and central support units.
Last month, the Office of the President released a report from a systemwide task force on financial systems that makes similar recommendations regarding the necessary migration from paper-intensive processes to electronic-based processes.
Because campus resources have declined while workload has increased, support staff in academic and administrative units are having a great deal of difficulty in continuing to deliver quality services due significantly to the effort required to accommodate the paper-handling portions of our administrative support processes. To continue to
uphold UCSD's tradition of highest quality in teaching, research, and public service, we must leverage the excellent capabilities of our computing and communications infrastructure. We know that "doing more    
      with less" is no longer an option. We must engage in a comprehensive redesign of our most labor intensive processes and utilize the
available technology to simplify and streamline administrative tasks. Over the past two years, UCSD has moved towards this new model that replaces paper-based processes with electronic processes. While we have operated some paper documents and their electronic counterparts
in parallel, it is now time to begin shutting down the paper versions of these procedures.
It is important that the budget planning process for your department take into account the necessary resources to permit all of you and
your staff to be ready to function in an environment that does not
have paper documents for many of UCSD's administrative processes. This means that every person who works with tasks in the areas of payroll, purchasing, travel, storehouse, financial reports, general ledger, contracts and grants, time reporting, hiring actions, benefit plan enrollment, merit recommendations, enrollment in training courses,
policy change notices and other areas must have immediate access to an appropriate workstation that is connected to the UCSD data network.
The Business Affairs technical staff and the process owners will be available to consult with you as to equipment, software,
communications, and systems training requirements. What follows is a listing of administrative support processes which will no longer accept transactions initiated by paper documents as of the dates noted. There are twenty-six processes listed, however there will be many more added over the next two years. The format below shows the name of each process, the date of implementation, and comments on the change in process.
1. LOW VALUE ORDERS (S&E Orders Only) TO FISHER SCIENTIFIC DATE
November 1, 1994
COMMENTS
The Express Order process must be used for all orders to Fisher, except equipment and fabrications. In addition, Falcon products
should be purchased directly from the Storehouse. Other vendors will be added during the next few months. The only technology required is a telephone. Transactions will be reported back to each department
for verification.
2. TRAVEL ADVANCES
DATE
January 1, 1995
COMMENTS
Advances for employees will be paid via the ATM feature of the Diners Travel Card. There will be no travel advance checks issued to
employees except on an emergency basis for a cost-based charge. Non-employees and students will still be able to obtain a travel advance when necessary.
3. STOREHOUSE REQUISITIONS
DATE
April 1, 1995
COMMENTS
Orders will only be accepted via phone or the new Storehouse On Line Ordering (SOLO) system.
4. TRAVEL AND PERSONAL EXPENSE REIMBURSEMENT NOTIFICATION
DATE
July 1, 1995
COMMENTS
Reimbursements made via direct deposit to the employee's bank account (ACH) will be supported by electronic notification only.
5. EMPLOYMENT OPPORTUNITIES BULLETIN
DATE
July 1, 1995
COMMENTS
Distribution of position vacancy notices will be exclusively via electronic transmission.
6. FINANCIAL REPORTS ON GRANTS AND CONTRACTS
DATE
September 1, 1995
COMMENTS
EMF will only deliver this information via electronic means. 7. OVERDRAFT REPORTING ON GRANTS AND CONTRACTS
DATE
September 1, 1995
COMMENTS
Current paper reports will be replaced with reports distributed via the campus network.
8. IFIS BUDGET TRANSFERS AND JOURNAL VOUCHERS
DATE
September 1, 1995
COMMENTS
All such transactions will be done via direct access to IFIS with appropriate approval hierarchies established.
9. IFIS INDEX CODE ESTABLISHMENT AND INACTIVATION
DATE
September 1, 1995
COMMENTS
Via direct IFIS access or server- based request. 10. REQUISITIONS FOR PURCHASES ON A HIGH VALUE ORDER
DATE
September 1, 1995
COMMENTS
All requisitions must be made on line directly in IFIS. Graphic user interface (GUI) screens will be available for departments with the necessary workstation configuration. 11. LOW VALUE PURCHASE ORDERS
DATE
September 1, 1995
COMMENTS
All must be made directly in IFIS, except Express Orders and Storehouse orders. Simplified GUI screens will be available. 12. MAINTENANCE OF REQUIRED EQUIPMENT RECORDS
DATE
September 1, 1995
COMMENTS
Required records will only be maintained by direct access to the equipment management data base.
13. ENROLLMENT IN STAFF EDUCATION AND DEVELOPMENT COURSES
DATE
December 1, 1995
COMMENTS
Course enrollments, registration status, and confirmation will be done electronically.
14. REQUEST FOR VIDEO LIBRARY LOAN/VIDEO BROADCAST
DATE
December 1, 1995
COMMENTS
Requests will be made via electronic means. 15. EFFORT CERTIFICATION REPORTING FOR GRANTS AND CONTRACTS
DATE
January 1, 1996
COMMENTS
Direct access to a data base or via email will be required to replace the forms currently used.
16. EMF TRANSFERS
DATE
January 1, 1996
COMMENTS
In addition to direct access to IFIS, necessary documentation for grants and contracts, and approvals will be accommodated.
17. CHECK REQUESTS
DATE
January 1, 1996
COMMENTS
Requests to issue a check for a non-purchase order related transaction will only be made via email or IFIS. A departmental payment request and authorization screen will be available.
18. ONE-TIME APPLICATIONS FOR EMPLOYMENT DATE
January 1, 1996
COMMENTS
Applicants for employment will submit one application for consideration for all job openings of their choice.
19. TRAVEL EXPENSE VOUCHERS
DATE
January 1, 1996
COMMENTS
Will be submitted only via IFIS and department of origination will be "office of record" for required documentation.
20. HIRING ACTIONS
DATE
July 1, 1996
COMMENTS
Vacancy requisitions, recruitment waivers, documentation of selection decisions and hiring approvals will be handled electronically.
21. IFIS LEDGER AND OTHER REPORTS
DATE
July 1, 1996
COMMENTS
All IFIS reports will be distributed electronically, either directly from IFIS or from a client server data base.
22. BENEFITS PLAN ENROLLMENT
DATE
July 1, 1996
COMMENTS
Benefits plan enrollment for employees and their family members will be accomplished through an interactive voice response system.
23. PERSONNEL ACTION FORMS
DATE
September 1, 1996
COMMENTS
All departments must be on-line with PPS by this date. No paper forms will be accepted.
24. TIME AND ATTENDANCE REPORTING
DATE
January 1, 1997
COMMENTS
An automated process will be in place and reporting forms will no longer be available.
25. MERIT RECOMMENDATIONS
DATE
Contingent on Merit Cycles
COMMENTS
Collection of merit salary increase information electronically from departments will be phased in to facilitate 1994/95 merits for all personnel programs.
26. HUMAN RESOURCES POLICY CHANGES AND NOTICES DATE
January 1. 1997
COMMENTS
All Human Resources policy changes, collective bargaining agreements and notices will be distributed to employees electronically.
On August 23, 1994, Vice Chancellor Steven W. Relyea communicated with all Vice Chancellors regarding the timetable for implementation of
this strategic direction for UCSD. They have indicated their support for the plan.
We want to work together with you to plan for an effective and positive implementation of this plan for you and your department. To that end, we will be discussing this plan with the various business officer
groups at UCSD as well as the many advisory teams that our units have established. It is clear that the long term savings to the campus will justify this fundamental change in the way we support UCSD's programs. Donald A. Larson Rogers Davis
Asst. Vice Chancellor - Asst. Vice Chancellor - Financial Services Human Resources