ATTACHMENT I

ATTACHMENT 1

ROLES AND RESPONSIBILITIES

Who	Roles/Responsibilities
Project Sponsor and Executive Steering Committee	Set vision and goals for BPR Set strategic direction of the department and link it to the redesign effort Champion the redesign efforts Provide resources for redesign Break down barriers to change Continually communicate commitment to improvement Resolve policy-level issues identified by the Planning Team Be held accountable for results and vision After implementation, review key process performance indicators on a regular basis with process leaders
Project Leader and Project Administrator	Recommend all BPR team participants and locate resources Maintain and update project schedule, calendar and logistics Provide project infrastructure Track and report progress of project to Project Sponsor and Executive Steering Committee Resolve project issues Manage consultants Train and supervise facilitators/systems analysts Review requirements
Planning Team	Manage day to day issues of process teams Ensure completion of project schedule, calendar and logistics, recommend changes as necessary Track progress of project Identify/define policy issues that must be addressed by Project Sponsor or Executive Steering committee Assist with the resolution of project issues
Change Support Teams (established as a subset of the Planning Team: other support teams may be added as needed)	Address resource issues Ensure that the unitās infrastructure supports a new work environment Create and implement comprehensive training plan Identify archiving needs and develop departmental policy on document disposition Address policy issues as raised by Steering Committee

Technology Leader

Ensure completion of technical project schedule

Provide technical infrastructure

Resolve technical issues

Technology Team

Provide technical expertise to process teams

Provide one systems analyst to each of the process teams

Develop the system architecture to support proposed process design

Participate in best practice research and visits

Coordinate information technology efforts across the department

Oversee the technical design and programming effort

Process Leader

(1 for each process)

Plan project and track project progress to plan

Manage allocated resources and result

Provide recognition to team participants

Provide linkage to other redesign efforts

Provide knowledge and understanding of existing process

Provide an objective view of the process

Sponsor and participate in site and vendor visits to understand best practices

Participate in the redesign of the process

Contribute to an organization and job design decisions

Own the process; be responsible for changes to the process

Be held accountable for process results against continuous improvement goals once BPR is implemented

After implementation, report process performance on a regular basis to the Planning Team

Team Facilitator/systems Analyst

(1 for each process)

Provide link between Technology Team and BPR Process Team

Assist Process Owner in planning and tracking

Write requirements and test plans

Provide staff work as needed

BPR Process Team

Champion the BPR redesign effort; serve as ambassadors to departments

Research and study BPR efforts in other industries

Provide knowledge and ideas

Create and/or tailor data collection forms

Conduct all interviews and focus group sessions

Review and approve written system requirements and process descriptions

Provide interface between customers/users and the process redesign

Report progress

Own the outcome

Present results to the Planning Team

ATTACHMENT 2

ASSIGNMENTS

Role	Participants
Project Sponsor	Jim Sullivan
Executive Steering Committee (ESC)	Jim Sullivan, Chair Judy Ackerhalt Dorothy Dana Barbara Facey Michele French Susan Mathews David Olson Myrna Walton
Project Leader	Myrna Walton
Project Administrator	Mike Baptista
Planning Team (PT)	Myrna Walton, Chair Mike Baptista Bruce James, IR&C 2-3 Process Leaders 1-2 Process Customers 1 Audit Representative
BPR process Team (Team)	# people (% FTE for each process during Phase II) 1 Process Leader (50-100%) 1-2 Systems Analyst/Facilitator (70-100%) 2-4 Staff from affected process (50-100%) 2-4 Process Customers (50-100%)
Process Leader	1 for each process - to be determined
Change Support Teams	Human Resources Training Others to be determined
Technology Team Leader	Bruce James, IR&C
Technology Team	Bruce James, IR&C, Chair Manager, UCRS Reengineering, IR&C Mike Baptista Key programmers Key systems analysts

ATTACHMENT 3

UCOP BENEFITS PROCESS REVIEW

Preliminary Activity

Module & Purpose

Duration

Resource
(Hours)

Deliverables /Output

Tasks and Issues

Project Development

Prelim
3/3 - 3/14

MW (24)

Consulting Agreement

Project Outline

Administrative details

Understand current environment and key Participants.

Create high level project plan

Clarify needs from consultants

Project Planning

Prelim
3/17 - 4/18

MW (60)
MB (40)
ESC (4)

Preliminary Project Scope, Goals, Deliverables

Preliminary Project Schedule

Preliminary Performance Indicator

Preliminary Definition and Assignment of Roles and Responsibilities

Draft training material

Kick-off meeting detail

Preliminary Communication Outline

Who are key players and what are their inter-relationships?

What are expected obstacles and contingencies for dealing with them?

What are key processes and customer base?

Communicate and set meetings

Phase I - Assessment

Module

Duration
Resource

(Hours)

Deliverables/Output

Tasks

Project Overview and Set Project Scope

Week 1
4/30 & 5/1
(2 day)

ESC+(16)*
MW (20)
MB (20)

*will include potential process leaders

Agree on goals of the process

Accept ownership of process

Identify customers

Prioritize processes for Phase II Innovation

Agree on roles and responsibilities

Assign roles and responsibilities

Discuss contingencies for obstacles

Define/Quantify success

Set context for change (reason for change)

Provide overview of tools, (tech vs. BPR)

Preview project scope and plan

Describe process orientation and identify core processes

Evaluation process readiness for change

Conduct self assessment readiness for change

Identify obstacles to success

Phase II - Innovation

Module
Duration
Resource
(Hours)
Deliverables
Additional Questions and Issues

Finalize Project Plan

Weeks 2-3

Teams (2)
MW (40)
MB (40)
PT (4)
SA (4)

Assign and schedule teams

Project Scope, Goals, Deliverables

Project schedule

Performance Indicator

Training material

Orientation meeting material

Notify team members and schedule meetings

Communicate with Department as whole

Finalize all planning deliverables

Finalize training material

Orientation Technical Preview and Training

Week 4
5/19 - 5/23

Teams (24)
ESC (4)
MW (16)
JS (2)

Understanding of content (reason for change) Statement of ownership by key stakeholders

Agreement on roles and responsibilities of key players

Agreement of goals and performance indicators

Preview of project scope and plan

Preview of technology (workflow, web, etc.)

Customer voice training and assignments

Define success.

Focus on buy-in.

Clarify roles and responsibilities.

Complete customer voice training

Training and Data Collection

Weeks 5-8
5/26 - 6/20

Teams (128)
PT (8)

High level process maps (current)

Documentation of customer views

Compilation of best practices

Error Analysis

Complete trainings
flow chart
benchmark/best practices
error analysis

Collect data

Compile results

Innovation

Week 9
6/23 - 6/27

Teams (36)
MW (36)
JS (8) EXC (2)?

Attributes of new processes

High level process flows

Preliminary list of quick wins

Review result of data collection

Focus on creative thinking and problem solving.

Integrate technology and process solutions.

Preliminary Analysis and Design Summary

Weeks 10-13
6/30 - 7/25

Teams (128)
MW (32)
JS (12)

Status report

Status report should include: constraints, resources, cost benefit, obstacles, schedule, inter-relationships (especially with technology)

Consultation and Commitment

Week 14
7/28 - 7/31

Teams (10)
MW (8)
ESC (8)
JS (6)

Phase III Specification

16wks

Detailed requirements for programming

Phase IV Implementation

16 - 26wks

Design, programming, testing, implementation

ESC - Executive Steering Committee
PT - Planning Team
Team - Process Teams
JS - Jim Sullivan
MW - Myrna Walton
MB - Michael Baptista
SA - Systems Analysts

Technology Leader	Ensure completion of technical project schedule Provide technical infrastructure Resolve technical issues
Technology Team	Provide technical expertise to process teams Provide one systems analyst to each of the process teams Develop the system architecture to support proposed process design Participate in best practice research and visits Coordinate information technology efforts across the department Oversee the technical design and programming effort
Process Leader (1 for each process)	Plan project and track project progress to plan Manage allocated resources and result Provide recognition to team participants Provide linkage to other redesign efforts Provide knowledge and understanding of existing process Provide an objective view of the process Sponsor and participate in site and vendor visits to understand best practices Participate in the redesign of the process Contribute to an organization and job design decisions Own the process; be responsible for changes to the process Be held accountable for process results against continuous improvement goals once BPR is implemented After implementation, report process performance on a regular basis to the Planning Team
Team Facilitator/systems Analyst (1 for each process)	Provide link between Technology Team and BPR Process Team Assist Process Owner in planning and tracking Write requirements and test plans Provide staff work as needed
BPR Process Team	Champion the BPR redesign effort; serve as ambassadors to departments Research and study BPR efforts in other industries Provide knowledge and ideas Create and/or tailor data collection forms Conduct all interviews and focus group sessions Review and approve written system requirements and process descriptions Provide interface between customers/users and the process redesign Report progress Own the outcome Present results to the Planning Team

Module	Duration	Resource (Hours)	Deliverables	Additional Questions and Issues
Finalize Project Plan	Weeks 2-3	Teams (2) MW (40) MB (40) PT (4) SA (4)	Assign and schedule teams Project Scope, Goals, Deliverables Project schedule Performance Indicator Training material Orientation meeting material	Notify team members and schedule meetings Communicate with Department as whole Finalize all planning deliverables Finalize training material
Orientation Technical Preview and Training	Week 4 5/19 - 5/23	Teams (24) ESC (4) MW (16) JS (2)	Understanding of content (reason for change) Statement of ownership by key stakeholders Agreement on roles and responsibilities of key players Agreement of goals and performance indicators Preview of project scope and plan Preview of technology (workflow, web, etc.) Customer voice training and assignments	Define success. Focus on buy-in. Clarify roles and responsibilities. Complete customer voice training
Training and Data Collection	Weeks 5-8 5/26 - 6/20	Teams (128) PT (8)	High level process maps (current) Documentation of customer views Compilation of best practices Error Analysis	Complete trainings flow chart benchmark/best practices error analysis Collect data Compile results
Innovation	Week 9 6/23 - 6/27	Teams (36) MW (36) JS (8) EXC (2)?	Attributes of new processes High level process flows Preliminary list of quick wins	Review result of data collection Focus on creative thinking and problem solving. Integrate technology and process solutions.
Preliminary Analysis and Design Summary	Weeks 10-13 6/30 - 7/25	Teams (128) MW (32) JS (12)	Status report	Status report should include: constraints, resources, cost benefit, obstacles, schedule, inter-relationships (especially with technology)
Consultation and Commitment	Week 14 7/28 - 7/31	Teams (10) MW (8) ESC (8) JS (6)
Phase III Specification	16wks		Detailed requirements for programming
Phase IV Implementation	16 - 26wks		Design, programming, testing, implementation