Monthly Open Forum Open... · – Coder Associates/Seniors - Robin Richie, Judy Riddell, Carl Hatmaker, Devyani Gohil, Sandra Watkins, Regina Morris, Heather Saunders – Coding Assistants

Integrated Business Unit (IBU)

College of Medicine 6/19/2013

DRAFT

Monthly Open Forum

Agenda

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• Welcome and Introductions – Dr. Zwischenberger

• Updates on Overall COM IBU Implementation

• Overall updates – Roxie Allison • Research Administration IBU – Christy Anderson/Dr. Daugherty • Surgical IBU – Rebecca Napier • Hospital Based Department IBU – Rhonda Sewell • Medical IBU – Joe Allard • Dean’s Administrative Unit IBU – Brad Kidd • Basic Sciences/Centers IBU – Christy Anderson/Dr. Geddes

• Questions, Answers and Feedback

• Resources

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Overall College of Medicine IBU: Updates Since Last Open Forum

IBU Advisory Board

Integrated Business Units Executive Sponsor: Jay Zwischenberger, M.D.

FUN

CTIO

NS/

Advi

sory

Com

mitt

ees

Dean, College of Medicine Frederick C. de Beer, M.D.

Human Resources

Finance/ Procurement/ Payroll

Billing/ Charge Capture/ Revenue Enhancement

Dean's Units

Basic Sciences/ Centers

Clinical Departments

Surgical

Anesth ENT

Neurol Neuros OB/Gyn Ophthal Ortho PM&R

Surgery

Medical

Family & Community

Medicine

Internal Medicine

Pediatrics

Psychiatry

Service/ Hospital-

based

Pathology

Radiation Medicine

Radiology

Emergency Medicine

Aging Anatomy

Behav Sci/CDAR Biochemistry

CVRC GCNS

Markey M&I

Pharmacology Physiology

SCoBIRC Toxicology

AHEC Dean's office GME

OHRD OME Rural

Health Telecare

Research Administration

Pre-award

Post-award Clinical Research

UKHC IBU

Executive Steering Committee

UK College of Medicine – IBU Structure

FUN

CTIO

NS/

Advi

sory

Com

mitt

ees

Human Resources

Finance/ Procurement/ Payroll

Billing/ Charge Capture/ Revenue Enhancement

Dean's Units

Basic Sciences/ Centers

Clinical Departments

Research Administration

Surgical Medical Service/Hospital based



Basic Sciences/Center

Basic Sciences/Center

Admin

Admin

Pre-award

Post-award Clinical Research

IBU Advisory Board

Integrated Business Units Executive Sponsor: Jay Zwischenberger, M.D.

Dean, College of Medicine Frederick C. de Beer, M.D.

UKHC IBU

Executive Steering Committee

UK College of Medicine – IBU Structure

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DRAFT Updates - Overall COM IBU Implementation

• Presented IBU initiative to Medical Group Committee – 5/14/2103

– Dialogue with clinical department chairs, center directors & hospital leadership

• IBU Executive Steering Committee meeting – 5/14/2013 – Implementation updates & feedback – Surgical & Research Admin IBUs – Discussion on IBU function variation

• Held planning session with all College administrators – 5/15/2013 – Individual IBUs reviewed the implementation process

– Began identifying participants, leaders, work plan, timeline, & questions

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DRAFT Updates - Overall COM IBU Implementation

• Updated University Shared Services Round Table – 5/21/2103

– Provided update to other Colleges/Units implementing or considering IBU/Shared Services

• IBU Executive Steering Committee meeting – 5/31/2013 – Added administrative leads for Medical IBU (Joe Allard), Hospital/Service Based

IBU (Rhonda Sewell) & Dean’s Administrative Units (Brad Kidd) – Reviewed submitted feedback and questions

• IBU Executive Steering Committee meeting – 6/12/2013 – Reviewed and approved proposal for Research Administration IBU and Basic

Sciences/Centers IBU

Updates – Research Administration IBU

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• Faculty sponsor – Dr. Alan Daugherty

• Administrative lead – Christy Anderson

• Steering Committee members: Dr. Alan Daugherty, Dr. Don Gash, Christy Anderson, Roxie Allison & Dr. Jim Geddes

• Liaison Committee members: Debbie Davis (Director, OSPA), Jennifer Miles (Accounting Director, SPA) & Brett Short (Chief Compliance Officer)

• Advisory Committee members:

Christy Anderson, Dr. Alan Daugherty, Dr. Beth Garvy (Microbiology & Immunology), Dr. Linda Van Eldik (Center on Aging), Dr. Tom Curry (OB/GYN – Endocrinology), Dr. Nancy Schoenberg (Behavioral Science), Dr. Nancy Webb (Endocrinology & Molecular Medicine), Dr. Doug Andres (Molecular and Cellular Biochemistry), Dr. Christian Latterman (Orthopaedic Surgery), Dr. Vince Sorrell (Internal Medicine – Cardiology), Dr. Scott Roth (General Surgery)


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IBU Functions Determined “In”

• Proposal Development: Downloading packets, completing administrative forms, preparing the budget, initiating eIAF, tracking progress of proposal and eIAF, understanding and interpreting sponsor /University Policy

• Account Management: Account troubleshooting and problem resolution, PADR review & compliance, PRD/PO approval, identify CAS items, request rebudgets as necessary, journal vouchers, account forecasting, FSR review, initiation subcontract form & account closeout review

• Account Reconciliation: Account reconciliation & document management


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• Update on structure/positions

– Total of 17 FTE

• Proposal Development 8 FTE

• Account Reconciliation 5 FTE

• Account Management 2 FTE

• Manager 1 FTE

• Runner/Admin Support 1 FTE (STEPS Temporary)

– Jobs listed on IBU website and on the Online Employment System

– Manager position open for application until 06/25/2013

– All other positions open for application until 07/07/2013

• Anticipate opening Research Administration IBU October, 2013

Updates – Surgical IBU

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• Billing functions – unit opened on Monday, June 3, 2013

– Coder Principal – John Smith

– Coder Associates/Seniors - Robin Richie, Judy Riddell, Carl Hatmaker, Devyani Gohil, Sandra Watkins, Regina Morris, Heather Saunders

– Coding Assistants - Peggy Lammers, Lynne Cornish, Ronald Scott Gann

– Processing charges for all areas where electronic records/EHR are available

• Finance & Procurement unit – opened 2/18/2013

• HR functions – opened 4/22/2013

– Specifics on what this unit is doing has been requested via feedback

– In the Surgical IBU, the HR functions include position management, position descriptions (JAQs), OES postings, drafting performance evaluation documents, Kronos/leave tracking and onboarding coordination (training, paperwork, etc.)

Updates – Hospital/Service Based IBU

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• Faculty sponsor– Roger Humphries, MD • Administrative lead – Rhonda Sewell • Steering Committee members: Dr. Humphries, Dr. Jennings, Dr. Randall, Dr.

Oates, Dr. Kudrimoti, Lisa Disponett, Denise Quandt, Susan Durachta, Sandi Jaros, Rhonda Sewell

• Task Force members: Rhonda Sewell, Sandi Jaros, Denise Quandt, Susan Durachta, Lisa Disponett, Les Karenbauer, Ella Muhovic & Jeanne Hurak and other Subject Matter Experts on an as-needed basis

• Updates: – Finance/Procurement: mapping out processes and preparing for FTE analysis – HR Function: as above – Billing Function:

• Recognizing complexities – developing plan • Identifying opportunities for resource sharing, cross-training and revenue

enhancement – Anticipate opening Hospital/Service Based IBU: 10/2013

Updates – Medical IBU

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• Faculty sponsor – to be determined

• Administrative lead – Joe Allard

• Steering Committee members: Dr. Hays, Dr. Moliterno, Dr. Wallace, Dr. Pearce

• Implementation Committee members: Joe Allard, Roxie Allison, Jenny Dusso, Rania Burke, Marti Sale, Matt Horn, Teri Walters, Jenell Johnson

• Finance/AP/Payroll/HR Task Force members: Jenell Johnson, Teri Walters, Kathy Carpenter, Maggie Luoma, Jane Bruno, Karen Flanary, Cynthia Fentress, James Younce, Amanda Isaacs, April Robinson, Linda Williams, Liz Hillard, Liz Francis, Trish Polly

• Billing Task Force members: Jenny Dusso, Joe Allard, Cordelia Moreland, Krys Phoenix, Von Wides, Jason Turco, Peggy Halcomb, Colleen King, Annette Fischer, plus to be determined members from Family & Community Medicine and Psychiatry

Updates – Dean’s Administrative Unit IBU

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DRAFT

• Administrative lead – Brad Kidd • Goal is to create efficiencies in the administrative services for the Dean’s

units • Implementation Committee: Brad Kidd, Trish Polly, Sharon Stringer, Debbie

Duff and Sandi Jaros • Have held 4 meetings & discussed:

– Current structure of Dean’s units – Types of services that need to be reviewed – Number of transactions processed – Project planning

• Next steps to include: how to structure, efficiencies needed, FTE analysis

• Advisory Group (CoM Leadership) will review all proposed ideas monthly

• Will coordinate with other IBUs any discussion of Dean’s units efficiencies the other IBUs question or want to discuss

Updates – Basic Science and Centers IBU

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• Faculty sponsor – Dr. Jim Geddes

• Administrative lead – Christy Anderson

• Steering Committee members: Dr. Linda Van Eldik, Dr. Don Gash, Dr. Carl Leukefeld, Dr. Doug Andres, Dr. Alan Daugherty, Dr. Shuxia Wang, Dr. Mark Evers, Dr. Beth Garvy, Dr. Lisa Cassis, Dr. Francisco Andrade, Dr. Jim Geddes, Dr. Mary Vore

• Implementation Committee members: Mary Fern Waechter, Julie Poole, Tammy Minor, Tonya Simon, Darin Cecil, Karen Dodridge, Beth Yost, Carl Reason, Kelley Secrest, Zel Frye

• Participation in cross-functional committees


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IBU Functions Determined “In”

• Human Resources: Position management, online employment system, assistance with JAQs, salary recommendation forms, liaison to STEPS, liaison to International Affairs, manage the annual performance evaluation process, appointment, promotion and tenure dossiers, and digital measures updates

• Payroll: Payroll actions, PARs, FMLA, overloads, separations, terminal vacation leave payout, funding screens, review remuneration statements, oversee clearing accounts, time keeping.

• Procurement/Travel: Payment Request Documents (PRD), purchase requisitions, procard editing, wire transfers, student payment vouchers, cash/check transmittals, and preparation of travel vouchers.

• Account Reconciliation: Account reconciliation and document management


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• Update on structure/positions

– Total of 13 FTE

• HR 3 FTE

• Payroll 1 FTE

• Travel 2 FTE

• Procurement 5 FTE

• Account Reconciliation 1 FTE

• Manager 1 FTE

– Jobs listed on IBU website and on the Online Employment System

– Manager position open for application until 06/25/2013

– All other positions open for application until 07/07/2013

• Anticipate opening Basic Sciences and Centers IBU October, 2013

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DRAFT Next Steps – Basic Science and Centers IBU and

Research Administration IBU

• Open staff meetings this week • Specific focus on hiring process for the Research Administration IBU and

Basic Science/Center IBU

• MN263 on Thursday from 3-4:30pm • HG611 on Friday from 8:30-10am

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Next Steps – Basic Science and Centers IBU

# of Postings Job Title Function Online Employment

System Requisition # Open

1 Administrative Staff Officer III IBU Manager SF547044 6/19/13 - 6/25/13

3 Administrative Services Asst Senior HR Lead SF547045, SF547062,

SF547063 6/19/13 -

7/7/13

3 Administrative Services Assistant HR SF547046, SF547066,

SF547064 6/19/13 -

7/7/13

1 College Payroll Specialist Payroll SF547051 6/19/13 - 7/7/13

5 College Financial Analyst Senior Procurement Lead

SF547052, SF547078, SF547079, SF547080,

SF547081

6/19/13 - 7/7/13

5 College Financial Analyst Procurement SF547053, SF547084, SF547085, SF547086,

SF547087

6/19/13 - 7/7/13

2 College Financial Analyst Senior Travel Lead SF547054 , SF547088 6/19/13 -

7/7/13

2 College Financial Analyst Travel SF547089, SF547090 6/19/13 - 7/7/13

1 Account Clerk IV Account Reconciler Lead SF547091 6/19/13 -

7/7/13

1 Account Clerk III Account Reconciler SF547092 6/19/13 - 7/7/13

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Next Steps – Research Admin IBU

# of Postings Job Title Function

Online Employment System Requisition # Open

1 College Budget Director IBU Manager SF547093 6/19/13 - 6/25/13

8 College Grant Officer Senior

Proposal Development Lead

SF547094, SF547095, SF547096, SF547097, SF547098, SF547099, SF547100, SF547101

6/19/13 - 7/7/13

8 College Grant Officer Proposal Development

SF547102, SF547103, SF547104, SF547105, SF547106, SF547107, SF547108, SF547109

6/19/13 - 7/7/13

2 College Financial Analyst Senior

Account Management Lead SF547110, SF547111 6/19/13 -

7/7/13

2 College Financial Analyst Account Management SF547112 , SF547113 6/19/13 - 7/7/13

5 Account Clerk IV Account Reconciler Lead SF547114, SF547115, SF547116, SF547117,

SF547118

6/19/13 - 7/7/13

5 Account Clerk III Account Reconciler SF547119, SF547120, SF547121, SF547122,

SF547123

6/19/13 - 7/7/13

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Questions & Answers

Feedback

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DRAFT Questions and Answers

• Appreciate the feedback from College of Medicine staff and faculty, both at last month’s Open Forum, online and directly to leadership

• Top 5 questions/comments from [email protected] and anonymous suggestion box are:

1. Seeking additional information about processes and support available if employees face a position elimination.

2. What functions will be “in” and “out” of each grouping’s IBU (i.e. Medical, Hospital/Service Based, Basic Sciences & Centers)?

3. How will work be done more efficiently in the IBUs (i.e. work flow illustrations of before and after, seeking info about process improvements)?

4. How maintain (if not improve) communication and customer service needed to get work done?

5. Concerns about staff morale.

mailto:[email protected]

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Other Questions?

Resources to Stay Informed

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IBU project website http://medicine.mc.uky.edu/ibu/

Monthly Open Forums: 3rd Wednesday each month, 10am, location TBD

Questions or Feedback about the IBU, please email [email protected] or contact:

Jay Zwischenberger - Faculty Sponsor [email protected] Roxie Allison – Executive Steering Committee Lead [email protected] Christy Anderson – Research Admin & Basic Science/Ctr Lead [email protected] Alan Daugherty - Research Admin & Basic Science/Ctr Sponsor [email protected] Rebecca Napier – Surgical IBU Administrative Lead [email protected] Kevin Caudill – Surgical IBU Billing Lead [email protected] Matthew W. Hill – Surgical IBU Manager [email protected] Joe Allard – Medical IBU Administrative Lead [email protected] Rhonda Sewell – Hospital Based IBU Lead [email protected] Brad Kidd – Dean’s Units IBU Lead [email protected] Catie Lasley – CoM/Ambulatory HR Administrator [email protected] Your department administrator