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 Asst. Vice Chancellor - Financial Services Rogers Davis Asst. Vice Chancellor - Human Resources