Posted on Tuesday, March 21, 2017

INITIATIVE UPDATE: Shared Service Center Rolls Out Two New Processes


Big things are happening at the Shared Services Center. The first is the transition of the end-to-end procure-to-pay function (from procurement through payment) from the colleges and System Office to the Shared Services Center (SSC) to realize economies of scale, efficiencies, and buying power. The pilot phase rolled out on March 7, 2017, with four colleges: Central Virginia, Paul D. Camp, Thomas Nelson and Virginia Western. Although employee time and absence reporting (TLAM) was the very first process to roll out at the SSC last summer, procure-to-pay is really the first full process to be implemented. It represents approximately 60% of the work designated at this point for the SSC to handle.

Currently, each college and the System Office handles its own procure-to-pay process. Kathy Metts, executive director of the Shared Service Center, said, “Combining procurement services in one location will allow us to streamline processes, enhance the technology to speed the process, and leverage our buying power to get lower prices and better terms. Regardless of the size of the college, you will have access to expertise and be able to get better pricing from buying together.”

Donna Van Cleave, VCCS vice chancellor for administrative services, agreed: “This really shows what we can accomplish together.”

Procure-to-pay is a complex process that is subject to numerous legal requirements. “Ensuring we are in compliance with the rules and laws, and delivering what our faculty and staff need to do their jobs are critically important,” said Van Cleave. “The goal of the SSC is to provide administrative services better, faster, and cheaper and allow the system to focus as many resources as possible on supporting student success.”

The process of preparing for and taking this function live was yeoman’s work. Said Van Cleave, “I want to commend the workgroups who made transition of this very complex process possible, as well as the four pilot colleges who stepped up to the plate. All of them deserve a pat on the back.”

Following the pilot, Wave 1 of the procure-to-pay roll out will begin in early April, with implementation completed at all 23 colleges before June 30, 2018.

Roll Out Schedule for SSC Services

Travel & Expense Reimbursement

Perhaps the most exciting new roll out for faculty and staff who submit paper expense reports is the automation of the Travel and Expense Reimbursement process. Employees will now have an easy, online way to submit expense reports through a robust, user-friendly system called Chrome River. The roll out begins March 22, 2017, with Northern Virginia, the System Office and the SSC itself serving as the pilot locations.

Some of the features include

  • Automated approval routing
  • Lodging and per diem rate lookups
  • Compliance warnings
  • Email notification and approval capability
  • Receipt capture from your phone
  • Access from any browser enabled device, including your phone

What can you expect when the rollout comes to your location?

  • Training on system functionality.
  • Single sign-on to the application using your MyVCCS login (MyBRCC, MyCVCC, etc.).
  • No more paper travel vouchers!
  • Access to help and additional training materials through the Chrome River application as well as the SSC website and call center.
  • Access to a well-designed system with automated routing and compliance rules.
  • Faster data entry and turnaround for payment — getting paid faster!

“This system will significantly improve the compliance, accuracy, and efficiency of travel management,” said Metts. “It will also be the first real experience most employees will have with the SSC. We are excited to share how it works.”

For all the latest news about the Shared Services Center, visit the SSC site and click the newsletter link on the home page.'

Laura Osberger

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