University Business - February 2011 - (Page 46)

Don’t Stop Thinking About the Future Karen Haynes, president of California State University, San Marcos, and presidential sponsor of the Southern California region for ACE OWHE, worked with two other women to create webinars for nationwide delivery. “Rather than holding one conference a year, we can now provide two or three mini-conferences every semester,” says Haynes. Creating Synergy The challenge of dealing with California’s budget crisis has prompted innovative “synergy projects” at CSU that encourage campus administrators to partner with each other. This has led to both cost savings and new professional development opportunities. Shawn Bibb, vice president of administration and finance/CFO at California State University, East Bay, explains, “CSU’s 23 campuses work independently under the guidance of the Chancellor’s office and don’t usually share resources. We sought out expertise, experience, resources, and excess capacity on other campuses we In another synergy project, CSUEB collaborated with California State University, Northridge to pilot a virtual computing lab. They are scheduled to close 20 of the 60 computing labs at CSUEB by the end of this June, at a savings of $225K a year, and the project offered innovative opportunities for IT staff to design and implement this virtual lab. John Charles, CSUEB’s chief information officer, says, “We expect that as other campuses observe our efforts, they will also want to participate and share in the savings and professional development opportunities for staff.” “Although every campus tends to believe it has its own systems and processes, they all have administrative work that is transactional,” says Mohammad Qayoumi, CSUEB’s president. “Through synergy projects, employees can build their portfolios by enhancing their core competencies. This means they have to be willing to leave their comfort zone and think out of the box to change their paradigms.” At the University of California, too, campuses are sharing best practices, especially around cost control. “We initiated a payroll project, for example, because we have at least 10 divergent approaches to fessional development opportunities. “Specifically, many of our IT professionals had never worked in a shared services model,” says Charles. “They had to learn to be held accountable by a professional IT manager and also received mentoring. Further, when the new shared services team began comparing best practices, they were shocked to learn that some of them had more innovative practices and more effective tools than others. This was quite a learning experience.” Another level of learning: All 100 IT staff were sent to ITIL (Information Technology Infrastructure Library) certification training, Charles says. “The training introduced them to a set of best practice standards for delivering services. While many of the IT staff had computer science degrees and on-the-job experience, they had had little professional training. Passing the certification test was a life-changing experience and a source of pride for many.” Making the Best of Limited Travel Budgets A welcome way to create “white space” on a busy leader’s calendar is to delegate tasks to direct reports that provide them with portfolio-building opportunities. could import to CSUEB. San Jose State University, for instance, has its own cogeneration plant and a great deal of expertise in energy management and conservation. The corresponding department on our campus consists of only one employee whose role is limited to program management. Applying San Jose State’s expertise to CSUEB is allowing us to develop one effective program across campuses. In the process, our energy manager is gaining exposure to San Jose State’s best practices and methods and has grown in her role.” While San Jose State University is ahead in energy management, CSUEB has greater expertise in environmental health and safety, which will be leveraged at San Jose State to help it grow its own EHS program. 46 | February 2011 payroll,” says Dwaine Duckett, vice president of human resources for the system. “Twenty administrators from our campuses met to brainstorm how to adopt common practices related to automation and the need to provide training if a new approach is adopted. It is also a portfolio-building opportunity for the administrators to have this type of enterprise systems implementation experience under their belts.” The exchange of information and practices will defintitely poise the project for success. Sharing Services Several years ago, CSUEB moved from an embedded IT team structure in each college to a shared services model, an effort that saved money and provided pro- At UC, all out-of-state travel has to be approved at the vice president level, and even travel within the state gets scrutiny if it exceeds $500. “However, local travel is not an issue and we have many hot beds of training and development activity on campuses,” says Duckett. “In HR, conference attendance and travel are restricted to one or two events a year. The approach is judicious, ensuring that the learning experience is linked to a strategic objective. For example, my conference attendance this year will be limited to benefit and pension program design, which ties in with one of HR’s strategic objectives.” CSUSM remains committed to semiannual working retreats for the senior team, but limits travel. “The retreats provide individual professional development and help us develop as a team so we can work together more effectively,” says Haynes. “The sessions always focus on moving the university forward, keeping up the energy and creating synergy on the campus even when the financial outlook is dismal. We reexamine our strategic priorities and discover ways to utilize communication strategies and tools more effectively.” universitybusiness.com http://www.universitybusiness.com

Table of Contents for the Digital Edition of University Business - February 2011

University Business - February 2011
Table of Contents
Editor’s Note
College Index
Company Index
Advisory Board
Behind the News
Viewpoint
Internet Technology
Say it With Signage
A Bursar’s Best Friend
The Lease Piece
Don’t Stop Thinking About the Future
Say it With Signage
Independent Outlook
What’s New
End Note

University Business - February 2011

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