Consolidated Financial Report - SUNY Canton

Shared ServicesShared ServicesOn June 15, 2011 the State University of NewYork (SUNY) Board of Trustees passed aresolution in support of shared services. Theprospect behind the resolution was for campusesto find ways to share and/or consolidateadministrative services, realign academic offerings,and enhance procurement efficienciesto allow for enhanced spending on instructionand student services. As part of the SUNYShared Services initiative, SUNY Canton andSUNY Potsdam were paired in an administrativealliance.What is Shared Services?Shared services is a broadly defined termthat encompasses processes, systems, andorganizations. The potential scope for sharedservices is broad and ever expanding. Below isan illustrative example of potential areas comprisedof both back office and other specificfunctions that SUNYs Canton and Potsdamcould share:FacilitiesEnergy ManagementUpholstery ShopCapital Project ManagementFleet ManagementCentral StoresCentral Printing andDuplicatingOtherFinancial Aid ProcessingEnvironmental Health &SafetySustainabilityAuxiliary ServicesFinance/AccountingAccounts PayableTravel & ExpensesPayrollBudgetsGeneral AccountingStudent AccountsFinancial ReportingPotential Scope ofShared ServicesInformationTechnologySecurity & ControlsData ManagementInfrastructureManagementApplication ManagementNetwork OperationsProcurementRequisitionsPurchasingPurchase OrdersContractsSupplier ManagementHuman ResourcesEmployee ServicesBenefits AdministrationRecruitmentDispute ResolutionPayroll AdministrationPosition ManagementThe key characteristics of shared services are:• Provide process of knowledge-based services to twoor more organizational entities.• Focus is on high volume, transaction-based orknowledge-based activities.• Is a unit with consolidated, dedicated resources.• Is enabled by standardized business practices andprocesses.• Focus is on the internal customer (students, faculty,staff, SUNY Central, Board of Trustees)• Use Service Level Agreements (SLA) or Memorandumof Understanding (MOU) as a form of contractualarrangement with the organizational entities itserves.• Charges the customers for services provided or hassome other form of funding mechanism.Shared services are:• A support function focused on customer satisfaction,efficiency, cost effectiveness and continuousimprovement.• A grouping of centralized support processes andsystems aimed at providing better services to operations.• A system of redesigned processes that emphasizevalue creation and measurement.H-1State University of New York at Canton