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.

Please Note: Our timeline is flexible, and the phases may be subject to change depending on feedback and the results of our data analysis. We appreciate your understanding and patience as we work through this important initiative. Stay tuned for updates and further information.

* indicates the current phase of the project