Fiscal Accountability Framework

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Business Process Work Group Leaders Meeting
September 13, 2001
1:00 - 3:00 p.m.
LaSells Stewart Center, OSU

Minutes

ATTENDANCE *

Work Group Leaders:	Nancy Cameron, UO
	Sam Collie, PSU
	John Craven, CO
	Elizabeth Dickenson, CO
	Frances Dyke, UO
	Mark Johnson, CO
	Marilyn Lanier, CO
	Miller Lembke, PSU
	Ben Rawlins, CO
	Tom Scheuermann, OSU
	Bob Simonton, CO
	Patti Snopkowski, CO
	Loren Stubbert, CO
	Susan Weeks, CO
Project Management:	Zach Belton, Arthur Andersen
	Rita Brown, CO
	Mike Green, CO (project manager)
	Mike McCall, CO
	Jim Roth, Arthur Andersen (via conference call)
	Jackie Thorsness, CO
	Tim Walsh, Arthur Andersen

* View Project Organization for a complete listing of Business Process Work Group leaders and Project Management membership

MINUTES

A document was distributed and used for the basis of discussion in the following areas:

• Project Rationale
• Overall Objective
• Specific Goals
• Time Line and Methodology
• Structure and Approach
• Role of the Business Process Work Groups
• Specific Responsibilities and Deliverables
• Communications
• Distribution of Materials

The document is available on-line at http://www.ous.edu/cont-div/faf/091301_presentation.php and is incorporated by reference into these minutes. Discussion relating to the above areas is documented below.

WELCOME AND INTRODUCTIONS - Mike Green

PROJECT RATIONALE - Mike Green

OVERALL OBJECTIVE - Mike Green

SPECIFIC GOALS - Tim Walsh

TIME LINE - Mike Green

Mike Green stressed that the focus of this initiative is at a very high level; we hope and anticipate that this perspective will allow us to complete the project in less than the original 6-9 months estimated.

METHODOLOGY - Tim Walsh

The role of the Business Process Work Groups is primarily reflected in Stages 2-3 of the Methodology. Ideally, Stage 3 will be completed by the end of November 2001.

STRUCTURE AND APPROACH - Mike Green

The importance was stressed for open communication among work groups, campuses, and the Chancellor's Office.

The majority of policies arising out of this project will be approved through the Budget and Finance Committee of the Board. Any exceptions will follow established protocols, such as investment policies being approved through the Investment Committee of the Board.

ROLE OF THE BUSINESS PROCESS WORK GROUPS - Tim Walsh

The critical role of the Business Process Work Groups was discussed. In particular, it will be imperative to seek insight from operational supervisors and users regarding process performance, including strengths and opportunities for improvement.

SPECIFIC RESPONSIBILITIES AND DELIVERABLES - Tim Walsh

It was recognized that it is very important that the atmosphere at work group meetings be conducive to an open, free exchange of ideas. A high level of trust among team members is needed to promote this atmosphere. With regard to work group meetings, it was requested that the Project Management Team explore development of a confidentiality statement that might be provided to all work group members.

The importance of documenting group discussions was also recognized. It was suggested that a tape recorder might be used for this purpose. The intention is not for a complete recording of all group discussions. Rather, at the discretion of the work group leader, the recorder may be used to document summaries of discussions, recommendations, action items, etc. The recordings will be transcribed and the work group leader and the Project Management Team will have an opportunity to review the transcription prior to dissemination. The transcript will then be available for limited distribution ( e.g., to the work group members). Transcripts of the work group meetings will not be made available on the web. The Project Management Team will prepare a document outlining this documentation process.

The importance of the leader's role was stressed in "commissioning best practice research and information gathering efforts by group members."

There was discussion about a template for work groups to follow. The Project Management Team will prepare a template which will assist with a consistent presentation of new or revised policies. Jim Roth noted that it would be helpful for work groups to be able to envision the end product.

Jim Roth noted that in his experience working with higher education organizations, there are two significant pressures that must be brought into balance. These are the pressures for autonomy versus the pressures for control. A workable fiscal accountability framework must meet the needs of the Campuses, the System, and the Legislature. Jim stressed that the task of the work groups is absolutely essential to the development of a viable fiscal accountability framework.

COMMUNICATIONS - Mike Green

There was discussion related to the level of commitment for this project. The Fiscal Accountability Framework project has received high level support by both the Board of Higher Education and institutional and Chancellor's Office administration. The project was commissioned by the Budget and Finance Committee of the Board at their regular meeting of April 2001 and the project has upper management representatives from each campus and the Chancellor's Office on the Steering Committee.

A significant role of the Steering Committee is to help marshal resources. The leaders felt it would be helpful for the potential members and their supervisors to know the significance of the project and that there is high level support for work on the project. The Project Management Team will draft a memo that Steering Committee members might use to communicate this information to potential work group members and their supervisors.

Patti Snopkowski suggested that information about the COSO model for internal control might be helpful to members. The Project Management Team will work with Patti to make this information available.

DISTRIBUTION OF MATERIALS - Mike Green

Each leader was provided with a preliminary listing of authoritative references by work group. It was suggested that leaders familiarize themselves with the material related to their work group.

Each leader received a draft work group membership roster. Leaders were asked to review their draft member list and provide comments back to the Project Management Team by noon on Monday, September 17. On Monday afternoon the Project Management Team will then begin working through the Steering Committee representatives to secure membership of the 18 work groups.

QUESTIONS AND COMMENTS

ACTION ITEMS

Project Management Team:

• explore development of a confidentiality statement that might be provided to all work group members
• prepare a document outlining this documentation process
• prepare a template which will assist with a consistent presentation of new or revised policies
• draft a memo that Steering Committee members might use to communicate information to potential work group members and their supervisors
• begin working through the Steering Committee representatives to secure membership of the 18 work groups (Monday afternoon, 9/17/01)

Business Process Work Group Leaders:

• review draft member list and provide comments back to the Project Management Team (by noon on Monday, September 17)