finance and accounting, procurement, human...

Accounting & Accounts Payable

Human Resources

IT

Procurement

N/A - I do not have any major responsibilities within these functions

Introduction

The following survey is a product of the Integrated Support Services Project at UWM.

You are receiving this survey because you have been identified as someone with experience in at least one ofthe four functional areas of the project: finance and accounting, procurement, human resources, and/orinformation technology.

The project team is presently working to document existing business processes in these four functional areas. Understanding how work at UWM is accomplished now will inform the project team as it considers strategies forachieving long-term service efficiencies, improving effectiveness, making better use of technology, andenhancing professional development opportunities in administrative areas.

The project team understands that your time is valuable. The information you share in this survey will help theproject team (1) understand your role(s) in the various functional areas and (2) identify how to utilize yourknowledge and experience in future data-gathering activities, preventing excessive or unnecessary requests forinput. This survey is not an evaluation of performance; your responses will not be used for any review orassessment of your job performance.

The survey should take you between 1 to 30 minutes to complete, depending on the number of functional areasyou select. If you need to leave the survey and complete it at another time, your responses will be saved. Youcan return to your uncompleted survey before Friday, February 19th using the unique survey link provided to youvia email. Once you complete the survey and submit your final answers, you will not be able to re-access yoursurvey.

Common Questions

Please complete the following questions to the best of your abilities. If you are not involved in a task or processoutlined in a question, please select "N/A" (not applicable).

Please indicate the functional area(s) in which you serve. Only choose areas that are a major part of your jobdescription. Please select at least one area.

Accounting & Accounts Payable

The Accounting & Accounts Payable team is currently reviewing business processes that affect manystakeholders across campus. We have included a very brief set of questions to gain a better understanding ofyour role with respect to specific business processes. The Accounting & Accounts Payable team has identifiedkey business processes in this survey as our highest priority for review. As we finalize our current stateassessment we will reach out to those who are engaged in these specific processes for validation and nextsteps.

Please indicate which Accounting and Accounts Payable tools that you use to perform your job. Select all thatapply.

Shared Financial System (SFS)

Human Resources System (HRS)

WISDM

US Bank Access Online (P-Cards)

Image Now/ WebNow

PAWS

Please check the box(es) indicating your involvement with the following accounting or accounts payable relatedbusiness processes. Please select "N/A" if you do not perform any part of the listed business process.

Preparation Review ApprovalSystem Entry

Retrieval N/A

Financial Reporting

Funding Data Forms

Direct Retros

Department Action Requests

Capital Equipment

Cash Transfers

Budget Transfers

Authorized Signature Files

Procurement Cards - Setup / TransactionManagement

Payment of Invoices - Against PurchaseOrders

Please check the box(es) indicating your involvement with the following accounting or accounts payable relatedbusiness processes. Please select "N/A" if you do not perform any part of the listed business process.

Preparation Review ApprovalSystem Entry

Retrieval N/A

Payment of Invoices - Direct PaymentRequests

Payment of Invoices - Auxiliary PriceChecks

Payments to Individuals (PIR)

Academic Support Services Agreements(ASSA) - Payment Against Contract

Academic Support Services Agreements(ASSA) - Payment Against Invoice

Entertainer Contracts/Payments - DirectPayment Requests

Entertainer Contracts/Payments -Purchase Order

Pre-Audit Functions - Non-ConformingOrders

Pre-Audit Functions - Journal Uploads

Pre-Audit Functions - NSPT Process &Upload

Pre-Audit Functions - Direct Charge(Internal Services)

Please indicate your time dedicated to the following accounting or accounts payable related businessprocesses. Please select "N/A" if you do not perform any part of the listed business process.

Daily Weekly Monthly

Annually (onseldom

occasions) N/A

Financial Reporting

Funding Data Forms

Direct Retros


Capital Equipment

Cash Transfers

Budget Transfers


Procurement Cards - Setup / TransactionManagement

Payment of Invoices - Against PurchaseOrders

Please indicate your time dedicated to the following accounting or accounts payable related businessprocesses. Please select "N/A" if you do not perform any part of the listed business process.

Daily Weekly Monthly

Annually (onseldom

occasions) N/A

Payment of Invoices - Direct PaymentRequests

Payment of Invoices - Auxiliary PriceChecks


Academic Support Services Agreements(ASSA) - Payment Against Contract

Academic Support Services Agreements(ASSA) - Payment Against Invoice

Entertainer Contracts/Payments - DirectPayment Requests

Entertainer Contracts/Payments -Purchase Order

Pre-Audit Functions - Non-ConformingOrders


Pre-Audit Functions - NSPT Process &Upload

Pre-Audit Functions - Direct Charge(Internal Services)

Did you receive training from the central office or from your department for completing the tasks associated withthe following accounting or accounts payable related processes? Please select "N/A" if you do not perform anypart of the listed business process.

Yes No N/A

Financial Reporting

Funding Data Forms

Direct Retros


Capital Equipment

Cash Transfers

Budget Transfers


Procurement Cards - Setup / Transaction Management

Payment of Invoices - Against Purchase Orders

Department

Division

Central Campus Office

Website / Online

Other (please indicate)

Did you receive training from the central office or from your department for completing the tasks associated withthe following accounting of accounts payable related processes? Please select "N/A" if you do not perform anypart of the listed business process.

Yes No N/A

Payment of Invoices - Direct Payment Requests

Payment of Invoices - Auxiliary Price Checks


Academic Support Services Agreements (ASSA) - PaymentAgainst Contract

Academic Support Services Agreements (ASSA) - PaymentAgainst Invoice

Entertainer Contracts/Payments - Direct Payment Requests

Entertainer Contracts/Payments - Purchase Order

Pre-Audit Functions - Non-Conforming Orders


Pre-Audit Functions - NSPT Process & Upload

Pre-Audit Functions - Direct Charge (Internal Services)

When questions arise, where do you first go for guidance?

What accounting or accounts payable related processes do you think should be changed or could be moreefficient? Please select "N/A" if you do not perform any part of the listed business process.

Yes No N/A

Financial Reporting

Funding Data Forms

Direct Retros


Capital Equipment

Cash Transfers

Budget Transfers


Procurement Cards - Setup / Transaction Management

Payment of Invoices - Against Purchase Orders

I work in the central Office of Human Resources

I work in the central business/HR office of a School/College/Division (i.e., Prep)

I work in a department or center as an administrator

I am a supervisor who manages staff

Other (please specify)

What accounting or accounts payable related processes do you think should be changed or could be moreefficient? Please select "N/A" if you do not perform any part of the listed business process.

Yes No N/A

Payment of Invoices - Direct Payment Requests

Payment of Invoices - Auxiliary Price Checks


Academic Support Services Agreements (ASSA) - PaymentAgainst Contract

Academic Support Services Agreements (ASSA) - PaymentAgainst Invoice

Entertainer Contracts/Payments - Direct Payment Requests

Entertainer Contracts/Payments - Purchase Order

Pre-Audit Functions - Non-Conforming Orders


Pre-Audit Functions - NSPT Process & Upload

Pre-Audit Functions - Direct Charge (Internal Services)

Is there anything else related to Accounting or Accounts Payable that we should know about?

Human Resources

The HR team is currently reviewing business processes that affect many stakeholders across campus. We haveincluded a very brief set of questions to gain a better understanding of your role with respect to specific HRbusiness processes. The HR team has identified key business processes in this survey as our highest priority forreview. As we finalize our current state assessment we will reach out to those who are engaged in these specificprocesses for validation and next steps.

Please identify which best describes your HR role at UWM.

N/A

Daily

Weekly

Monthly

Once per Semester

N/A

Write position descriptions

Determine classification allocation patterns

Assign titles for my unit

Align job duties based upon competencies

Determine FLSA status

Please indicate which tools you use to perform your job. Select all that apply.

HRS

PAWS

Query Library

UW - Knowledgebase (KB)

UW-System Portal

UWM Policies

UWSA Policies

AIMS/AIMS Resource Page


As an HR professional administering Federal, State, UW-System, or UWM policies and procedures, pleaseindicate how often you perform duties related to:

Classification (writes position descriptions; creates allocation patterns for titles within my division; aligns jobduties based upon competencies; reviews and assigns appropriate titles based upon the FLSA status andposition duties)

For this question and any of the following questions, please select "N/A" if you do not perform any part of thelisted process.

Within the classification category, select all tasks which you complete.

N/A

Daily

Weekly

Monthly

Once per Semester

N/A

Provide administrative support to search and screen committees

Advises on recruitment sources, strategies to attract applicants

Advise and assist the hiring manager with on-boarding the employee and identifying training opportunities.

Develop interview questions


N/A

Daily

Weekly

Monthly

Once per Semester

N/A

Daily

Weekly

Monthly

Once per Semester

Please indicate how often you perform duties related to:

Talent Acquisition (supporting recruitment, onboarding, and training plan for new staff within your unit)

Within the talent acquisition category, select all tasks which you complete.


Benefits (providing counsel and guidance on the State of Wisconsin Benefits programs and offerings to differingemployment categories)


Compliance (providing counsel and guidance on policy questions specifically related to all areas of HR)

N/A

Criminal Background Checks

I-9 / E-verify / recertification

Immigration / visa

Leaves (military, family, personal)

Americans with Disabilities Act (ADA)

Workers Compensation


N/A

Daily

Weekly

Monthly

Once per Semester

N/A

Daily

Weekly

Monthly

Once per Semester

N/A

I complete hire/change paperwork for hires/changes (Faculty, Limited, AS, US, temporary, grad student, ET)

I complete hire/change paperwork for hires/changes for student hourly

I am a payroll coordinator

I work with the financial forms

I am a time approver

Within the compliance category, select all tasks which you complete.


Employee Relations (providing counsel and guidance to supervisors or employees on grievances, discipline,performance improvement, terminations for cause, etc.)


HRS (creating, monitoring or managing HRS transactions, this includes paperwork for hires or changes, time andlabor and absence management or review of HRS related reports)

Within the HRS category, select all tasks which you complete.

N/A

Additional Pay

Overpayments

Under payments

Lump sum payments

Winterim

Overloads

N/A

Daily

Weekly

Monthly

Annually

N/A

Daily

Weekly

Monthly

Once per Semester

Related to HRS, select the tasks for which you complete paperwork and process. Select all that apply.


Performance Management (providing counsel and guidance to supervisors related to managing performanceand professionally developing staff, provides templates for career paths and identifies training opportunities forindividuals based upon job expectations).


Compensation (provides counsel, prepares documentation, reviews salary data, conducts salary surveys inorder to better serve my unit in assessing where our positions are relative to market as well as identifycompensation discrepancies and makes suggestions for corrections).

N/A

I complete the paperwork associated with compensation adjustments

I pull internal and external data for analysis

Merit/Non-merit requests

Promotional salary increments

Setting of salaries (hire, re-class, promotion, etc.)

Tenure and promotion

Administrative Increments


<10%

10-25%

26-50%

>50%

Within the Compensation category, select all tasks which you complete.

Is there anything else related to HR that we should know about?

IT

The IT functional team is currently reviewing business processes that affect many stakeholders across campus.We have included a very brief set of questions to gain a better understanding of your role with respect to specificIT business processes. The IT functional team has identified key business processes in this survey as ourhighest priority for review. As we finalize our current state assessment we will reach out to those who areengaged in these specific processes for validation and next steps.

What percentage of your job duties is IT focused?

How would you describe your primary role?

How often do you perform the following IT related activities?

Daily Weekly MonthlyOnce perSemester N/A

Application development

Application support (administration and maintenance)

Communication/training on IT topics for staff/faculty

Data Warehouse Reporting/Query Development

Database Administrator (does not include MS Access)

Desktop Enterprise Configuration Management(SCCM/JAMF)

Desktop/Laptop support (in-person end-user support)

Directing/supervising non-student staff

Directing/supervising student staff

Emerging technology research and support (3d printing,Virtual Reality, etc.)

Hardware repair

Help Desk

Identity Access Management (account provisioning, groupmanagement, etc.)

Mediated space support (classrooms, conference rooms,labs)

How often do you perform the following IT related activities?

Daily Weekly MonthlyOnce perSemester N/A

Mobile Device support (phone, tablet, other)

Networking (Design, Installation & Configuration)

Online Instruction development and support

Printer Maintenance (paper jams, toner replacement,repairs, etc.)

Printer support (administration, setup & configuration)

Purchasing (transactional procurement activities)

Purchasing Consultation/Recommendations

Specialized research equipment support

Security incident response (compromisedcomputers/accounts)

Server/Systems admin (Designing, Installing, Configuring,Administrating & Troubleshooting)

Software License Management

Web design/ development

Website Content Administration


0 to 2 years

3 to 5 years

5+ years

None

0 to 2 years

3 to 5 years

5+ years

None

Have you received any formal departmental funded IT training in the last:

Have you received any formal personally funded IT training in the last:

Is there anything else related to IT that we should know about?

Procurement

The Procurement team is currently reviewing business processes that affect many stakeholders across campus.We have included a very brief set of questions to gain a better understanding of your role with respect tospecific Procurement business processes. The Procurement team has identified key business processes in thissurvey as our highest priority for review. As we finalize our current state assessment we will reach out to thosewho are engaged in these specific processes for validation and next steps.

Please check the box(es) indicating your involvement with the following procurement related businessprocesses. Please select "N/A" if you do not perform any part of the listed business process.

Preparation Review Approval Other N/A

P-Card

Low Dollar Order

External Requisitions

Direct Payment Forms

Payment to Individuals (PIR)

Invoices for Payment

Shop@UW Purchases/ MDS

UWM TechStore Purchases

Please describe what you do for any business processes where you selected "other."

Please indicate your time dedicated to the following procurement related business processes. Please select"N/A" if you do not perform any part of the listed business process.

Daily Weekly MonthlyAnnually/Seldom N/A

P-Card

Low Dollar Order







Please check the box(es) indicating who gives you the purchase request. If you are not involved, please select"N/A."

Originator/ PIOriginator'sAssistant Dep't Office

Dept Head/Chair/

Director

School/College/DivisionOffice Pre-Audit N/A

P-Card

Low Dollar Order





Shop@UW Purchases/MDS


Department

Division

Central Campus Office

Website / Online

Other (please indicate)

Please check the box(es) indicating to whom you send the purchase request. If you are not involved, pleaseselect "N/A."

Originator/ PIOriginator'sAssistant Dep't Office

Dept Head/Chair/

Director

School/College/DivisionOffice Pre-Audit N/A

P-Card

Low Dollar Order





Shop@UW Purchases/MDS


When questions arise, where do you first go for guidance?

What purchasing related processes do you think should be changed or could be more efficient? Please select"N/A" if you are not involved in any given process.

Yes No N/A

P-Card

Low Dollar Order







Please describe how any of the processes in the last question could be improved. This applies to any processesfor which you answered "yes."

Is there anything else related to Procurement that we should know about?

Submission

Are you ready to submit your answers?

If yes, please click the next arrow. Past this point, your answers are final.

If no, please take the time now to go back through the survey and add or modify anything that you desire.

If you know of someone that did not receive this survey by email but who would nevertheless like to take it, thesurvey is linked to the Integrated Support Services Project website and may be accessed there.

Thank you for your participation with this very important effort. Further information about the project, its teams,and objectives is available on line, http://uwm.edu/issp-integrated-support-services/.

Block 7

Thank you for your response. We appreciate learning that your position does not include any major responsibilities in the fourfunctions within the ISS project. Because this survey is focused on staff who regularly have duties within these functions,your survey is complete.

As the project progresses, the teams will be seeking input and feedback from other stakeholder groups. In the meantime, wehope you will review our website for more details and ongoing updates - http://uwm.edu/issp-integrated-support-services/.You may also share questions or comments via the website, or with a direct email to [email protected].

Please click the ‘next’ arrow to finalize your survey.

Sincerely,ISS Project Team

finance and accounting, procurement, human...

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