Administrative Support Services Budget Optimization Initiative

The Administrative Support Services Budget Optimization Initiative aims to explore and enhance administrative support services at Idaho State University (ISU) through a shared service model. This initiative focuses on improving consistency, collaboration, efficiency, standardization, training, data security, succession planning, and career development.

Project Summary: Enhance and support administrative services at ISU through shared service models

Lead: Patience Ternus

Work Group:

• College Operations Admin (Jena Lords)
• Academic Admins (Jackie Furio, Veronica Garcia, Carrie Page)
• Student Affairs Admin (Dianna Cowell)
• Research Representative (Tom Bailey)
• Athletics Representative (Fred Parrish)
• Advancement Representative (Theresa Capasso)
• IT Representative (Kristi Olson)
• Finance Representative (Lisa Leyshon, Matt Creek)
• Human Resources Representative (Stephanie Richardson)
• Marketing and Communications Representative (Lee Ann Waldron)
• General Council (Aubrie Nield)
• Meridian Campus (Gabe Bargen)

Phases and Steps

Phase 1: Data Collection and Initial Analysis Surveys: Develop and distribute surveys to the Core Administrative Group and their supervisors. Investigate outliers to identify secondary administrative support groups. Focus Groups: Conduct focus groups to review and qualify survey data. Data Compilation: Analyze survey data to understand administrative coverage and task distribution. Initial Stakeholder Meetings: Present findings to the Administrative Council and gather initial feedback. Preparation for Phase 2: Review data, compile metrics, and identify potential models for improved administrative support.

Data collection efforts include:

• Task & Responsibility Survey (March 2024)
• Supervisor Survey (August 12th - September 2nd 2024)
• Stakeholder Meetings (August - October 2024)
• Focus Groups (August - October 2024)

Phase 2: Stakeholder Engagement and Model Exploration Extended Stakeholder Meetings: Engage with Deans Council, Faculty Senate, Division Leadership, College Leadership, ASISU, and Staff Council to collect insights and feedback. Model Research: Explore potential structures and models for administrative support and create process improvement recommendations. Preparation for Phase 3: Review feedback, refine potential models, and benchmark against sister organizations.

Phase 3: Model Development and Cost Analysis Model Formulation: Develop three potential structures/plans for administrative support and analyze costs and funding options. Service Improvement Analysis: Evaluate potential service improvements under each model. Drafting Recommendations: Prepare initial recommendations based on research and analysis. Feedback on Drafts: Solicit feedback from various councils and groups.

Phase 4: Finalization and Incorporation of Feedback Review and Incorporation: Integrate feedback and refine recommendations. Final Preparation: Prepare for presentation to the Administrative Council.

Phase 5: Presentation and Implementation Final Presentation: Present final recommendations to the Administrative Council and discuss implementation strategies and timelines. Monitoring and Evaluation: Establish mechanisms to monitor and evaluate the implementation of recommendations and adjust strategies as necessary for continuous improvement.

Additional Considerations

• Alignment with University Strategy: Ensure the initiative aligns with ISU's broader strategic goals.
• Change Management: Develop a plan for managing the change process, including communication and training.
• Succession Planning: Address the aging workforce and create clear career paths for administrative staff.
• Technology Integration: Consider the role of technology in enhancing administrative efficiency.
• Diversity and Inclusivity: Ensure the initiative considers the diverse needs and perspectives of all stakeholders.