Agenda Item No. _________

Washburn University Board of Regents



SUBJECT: Process Mapping of Administrative Functions





BACKGROUND:





At the September 16, 2000 Board of Regents retreat, one item of discussion was the administrative information systems project. Subsequent to the Board retreat, the project planning process was finalized and the project initiated. An RFP was developed by the Project Management Team and released in February. Responses were received in March and are currently being evaluated. A component of the overall administrative information systems project is process mapping.





DESCRIPTION:





The administrative information systems project Steering Committee and Project Management Team wish to substantially complete process mapping of administrative functions before implementation of any new system. Mapping current processes will prove useful in identifying improvement opportunities and in achieving a higher return on investment from the new system.





Because our existing systems are older, many of the processes are heavily manual. Also, over the years a multitude of ancillary ("shadow") systems have been developed and maintained throughout the campus. This leads to non-value added activities such as:





Duplicate data entry and storage



Repetitive mistakes that require constant fixing



Extra steps and processing that are not actually needed



Groups of people in a downstream activity waiting because upstream activities are not delivered timely



Difficulty in retrieving required information for reporting or to respond to inquiries





Process mapping is the first step in assessing the integration of business process structures, policies and procedures, and use of information systems in order to begin streamlining activities and achieving greater efficiencies.





A requirements definition for the process mapping process was developed and proposals solicited from three vendors. In addition, one of the vendors that submitted a proposal in response to the RFP included a proposal for process mapping. Of the four proposals considered, the best and most cost effective was received from Baird, Kurtz & Dobson (BKD). Based on the scope and objectives outlined in our requirements definition, BKD estimates their professional fees to be in the range of $48,000 to $50,000.





FINANCIAL IMPLICATIONS:





This project is a component of the overall administrative systems project and will be funded by funds allocated to the administrative information systems project in account number 12-10102.





RECOMMENDATION:





President Farley recommends approval to award a contract to Baird, Kurtz & Dobson in an amount not to exceed $50,000.









______________________________ _______________________________



Date Jerry B. Farley, President




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