Efficiency Council

Efficiency Council

Efficiency and Effectiveness Achievements and Initiatives

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Centralization

College of Medicine:  IT Centralization

Centralization of college IT desktop support.

Benefit(s): Savings of $110,000  Status:  In progress    Champion(s):  Various

College of Allied Health Sciences: Centralization

College centralized IT & Instuctional Design services.

Benefit(s):  Savings of $71,300   Status:  Completed    Champion(s):  Various

Distance Learning:  Centralizaion

Centralized support of various Distance Learning operational expenses.

Benefit(s):   Savings of $71,900  Status:  Completed  Champion(s):  Various

College of Medicine:  Centralization of Functions

College consolidation of accounting and HR functions.

Benefit(s):  Savings of $350,000   Status:  Completed    Champion(s):  Various

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Debt Restructuring

College Conservatory of Music: Debt Restructuring

Steinway loan restructured to reduce annual payments.

Benefit(s):  Savings of $171,347   Status:  In progress    Champion(s):  Business Affairs Office

VP for Finance, Debt Management, Treasurer's Office: Economic Use of University Cash - Liquidity Reserves

Use of designated funds to retire debt or fund capital projects in lieu of issuing external debt. Projected savings over 5 years of $1.2M.

Benefit(s):  Reduce external interest costs; achieve a greater return on cash; reduce workload   Status:  In progress    Champion(s):  Lynne Johns

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Energy

Utilities, Facilities Management, Planning + Design + Construction: Energy Efficiency

UC has invested over $30,000,000 in energy efficiency and cost reduction projects in the last 5 years. These projects have helped reduce our energy consumption per student per square foot by 30% over the last 9 years.

Benefit(s): These projects have helped to avoid cost increases of over $6,000,000 per year. They have also resulted in UC receiving almost $2,000,000 in rebates from Duke Energy Ohio as well as eliminating the need for one of our coal boilers.   Status:  In progress    Champion(s): Ron Heile, Beth McGrew, Ken Bloomer, Joe Harrell

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Instructional Efficiencies

College of Engineering & Applied Science:  Class Resizing

Changes in class size resulted in reduction of 2 teaching assistant positions in School for Electronics & Computer Sciences.

Benefit(s):  Savings of $27,200   Status:  Completed  Champion(s):  SECS

Lindner College of Business:  Online Initiative

Moved some MBA foundation courses to online delivery.

Benefit(s):   Instructional cost savings of $120,000  Status:  Completed  Champion(s):  Various

College of Allied Health Sciences: Strategic Program Realignment

Program realignment based on market needs and college excellence goals.

Benefit(s):  Savings of $89,133   Status:  College suspended admission in Sonography program    Champion(s):  Various

College of Education, Criminal Justice & Human Services: Class Offerings

Class offering efficiencies in the Schools of Human Services and Education.

Benefit(s):  Savings of $917,460   Status:  Completed     Champion(s):  Various

College of Nursing:  Technology Solutions for Course Delivery

Efficiencies in colleges instructional delivery, software license agreements and desktop virtualization.

Benefit(s):  $75,000 reduction in operational expenses   Status:  Completed    Champion(s):  Various   

College of Design, Architecture, Art and Planning:  Lab Consolidation

Support consolidation in college's computer and photo labs.

Benefit(s):  Savings of $40,320   Status:  Completed    Champion(s):  Various

Lindner College of Business:  Class Size Consolidation

Consolidation of class sections following class size and enrollment analyses.

Benefit(s):   Instructional cost savings of $201,777  Status:  Completed  Champion(s):  Various

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Operating Expenses

College of Law:  Operating Expenses

Reduction in various operational expenses.

Benefit(s):  Expense reduction of $42,000   Status:  Completed    Champion(s):  Various

College of Design, Architecture, Art and Planning:  Printing Efficiencies

Phased out expensive printers and print servers

Benefit(s):  Savings of $8,567   Status:  Completed    Champion(s):  Various

Enrollment Management:  Mail Expenses

Efficiencies in direct mail expenses.

Benefit(s):   Operational expense reduction of $24,000  Status:  Completed  Champion(s):  Various

College of Nursing:  Governance Structure

Reduced number of college's standing committees from 9 to 6.

Benefit(s):  Savings of $25,000   Status:  Completed    Champion(s):  Various

Faculty Development - CET&L:  Operational expenses

Reduced operational expenses.

Benefit(s):   Savings of $7,022  Status:  Completed and ongoing  Champion(s):  Various

Enrollment Management:  Cincinnatus

Efficiencies in Cincinnatus competition.

Benefit(s):   Savings of $35,000  Status:  Completed  Champion(s):  Various

Enrollment Management:  Travel and Marketing

Reduction in expenses related to travel and marketing.

Benefit(s):   Savings of $100,000  Status:  Completed  Champion(s):  Various

University Libraries:  Work-Study

Leveraged the federal Work-Study program to employ student workers.

Benefit(s):   Expense reduction of $250,000  Status:  Completed  Champion(s):  Various

College of Design, Architecture, Art and Planning:  Moving Salaries

Moved appropriate salaries to soft/gift funds.

Benefit(s):  General Fund savings of $96,127     Status:  Completed     Champion(s):  Various 

University Libraries:  Operating Expenses

Reduction in various operational expenses.

Benefit(s):   Expense reduction of $129,051  Status:  Completed  Champion(s):  Various

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Process Improvement

College of Nursing:  Business Processes Automation

Automated various management and financial reports.

Benefit(s):  Savings of $12,000   Status:  Completed    Champion(s):  Various 

Facilities Management Mail and Central Receiving: Parcel/package Tracking

Creation of an electronic scanning system to keep track of deliveries within Central Recieving.

Benefit(s):  Instant access of where/when etc. packages are in the delivery system. This allows users to know if a package has been recieved and/or delivered.  Status:    In progress   Champion(s):  David Breen

Asset Management / All Org Units with Moveable Capital Assets: New Capital Asset Inventory Tags

Replace all moveable capital asset inventory tags (est. 8,000) with new tags that match the UC Flex asset number. Tags will be replaced as capital asset audits are completed in FY2013 and FY2014. The existing tags were converted from the CUFS legacy system in 2005.

Benefit(s): 

  • Units only have to track a single number and capital assets are clearly identified
  • Staff resource savings when preparing for capital asset audits and completing asset disposition requests
  • Improve capital asset audit results
  • Facilitate compliance with state and federal regulations, industry accounting standards and university financial policies
  • Improved visibility, durability and adhesion

Status:  Ongoing   Champion(s):  Bob Kreyenhagen

Government Cost Compliance: Modified Effort Certification System

The university is required by federal regulations to certify effort for all employees working on federally sponsored programs. This year, GCC revised and updated our effort certification system to make it easier for principal investigators and project directors to certify effort for themselves and their employees.

Benefit(s):  Saves time for both faculty and staff. Total number of effort certification reports issued has been reduced by more than 50%  Status:  Completed   Champion(s):  Budget & Financial Svcs - Government Cost Compliance; Patrick Clark, Brian Kaufman, Janet Brown, GCC staff

Web Communications, Unit Web Project Managers - Responsive Web Design (RWD) Conversion

Responsive Web Design is an approach to make webistes friendly for all types of mobile and desktop devices and browsers. All UC websites are planned to move to this design

Benefit(s): Optimize access/viewability of all UC websites on all types of devices.  Status:  In progress  Champion(s):  Kerry Overstake, Ben Stockwell

College of Engineering & Applied Science:  Online Payment System

Enhanced billing system for Advanced Materials Characterization Center and ERC Clean Room.

Benefit(s):  Salary savings of $13,000   Status:  Completed     Champion(s):  College Administration and Finance

Campus Services: Discontinuance of Campus Services Card

Redundant payment method that added no institutional value and lacked internal controls. Worked with Campus Services to discontinue program and encourage card owners to acquire/use Pcard for which processes and controls are in place.

Benefit(s):  Eliminated need to create parallel control processes/oversight. Estimated cost associated with control/oversight: about $20K.  Status:  Completed   Champion(s):  Peg Buttermore, Pallavi Patel, Kathy Qualls

University Libraries:  Web Development

Adopted new tool for Web page development.

Benefit(s):   Personnel cost savings of $106,745  Status:  Completed  Champion(s):  Various

Enrollment Management: Business Processes

Orientation business process improvements.

Benefit(s):   Operational savings of $150,000  Status:  Completed  Champion(s):  Various

University Administration: Calendaring Policy

The efficient scheduling of meetings is critical as units share support staff and seek ways to reduce operational expenses. Created policy that leverages the university’s email and calendaring system, as authorized and supported by UCIT, to effectively and efficiently schedule meetings.

Benefit(s):  Will free up time for assistants and associates to do more high value activities. Savings not quantified.  Status:  In progress  Champion(s):  Peg Buttermore

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Reorganization

College of Medicine:  Departmental Reorganization

Reorganization in Physiology and Pharmacology departments.

Benefit(s):  Savings of $100,000   Status:  Completed    Champion(s):  Various

College of Medicine:  Department Merger

Two departments merged into one

Benefit(s):  Savings of $100,000   Status:  Completed    Champion(s):  Various

College of Medicine:  Senior Staff Position Abolishment

Abolished senior staff position in COM Faculty Affairs following retirement and reassigned responsibilities to other staff.

Benefit(s): Salary savings of $150,000  Status:  Completed     Champion(s):  Various

College of Engineering & Applied Science:  Consolidation of Staff

Consolidation of staff in dean's office.

Benefit(s):  Salary & Benefits savings of $110,000   Status:  Completed     Champion(s):  Dean

College of Education, Criminal Justice & Human Services: Restructuring

Restructure staffing to maximize efficiencies.

Benefit(s):  One-time savings of $345,000   Status:  Completed     Champion(s):  Dean's Office

College Conservatory of Music: Realignment

Reorganization and realignment of staff support positions in Office of Admissions.

Benefit(s):  Salary savings of $13,407   Status:  Completed    Champion(s):  Office of Admissions

College of Education, Criminal Justice & Human Services: Software and Staff Consolidation

School of Human Services software purchase and reduction in staff position.

Benefit(s):  Savings of $111,000   Status:  Completed     Champion(s):  Various

UC Clermont College:  Course Scheduling

Reduction of adjunct instructors.

Benefit(s):   Savings of $80,000  Status:  Completed  Champion(s):  Various

College of Law:  Reduction in Staff

Elimination of staff positions

Benefit(s):  Combined salary savings of $117,908   Status:  Completed    Champion(s):  Various

College of Design, Architecture, Art and Planning:   Reclassification

Reclassified staff position.

Benefit(s):  Salary savings of $21,867     Status:  Completed     Champion(s):  Various 

UC Blue Ash College:   Realignment

Departmental realignment.

Benefit(s):   Salary savings of $500,000  Status:  Completed  Champion(s):  Various

Office of  the Chief Investment Officer: Investment Office Reorganization

During fiscal 2012-2013, the Investment Office was reorganized to reduce cost and better match staff skills and experience with the investment strategy. Two positions were abolished (Senior Investment Officer and Managing Director of Investments) and two positions created (Investment Officer and Investment Analyst).

Benefit(s):  Reduced compensation (including salary, benefits, and incentive compensation) of between approximately $230,000 and $330,000 per year. Status:  Completed   Champion(s):   Bob Ambach, Karl Scheer

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Service Management

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Shared Services

Continuing Education:  User Consortium

Shared resource savings in online no-credit course management and registration system.

Benefit(s):   Operational expense reduction of $22,400  Status:  Completed  Champion(s):  Various

UC Blue Ash College:  Faculty Sharing

Reduction of instructional costs by sharing faculty with 2 other colleges.

Benefit(s):   Savings of $25,000  Status:  Completed  Champion(s):  Various

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Space Utilization

College of Education, Criminal Justice & Human Services: Resource and Space Management

Maximize use of computer lab space which resulted in reduction of instructional costs.

Benefit(s):  Savings of $67,500   Status:  Completed     Champion(s):  Instructional Technology

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Standardization

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Strategic Sourcing

Central Purchasing: Strategic Resources Management/Contracting Solution

UC has adopted a Software as a Service (SaaS) solution for managing contracts, sourcing, procurement, and payment that integrates with UC's SAP system; TABS replacement solution.

Benefit(s):  Need   Status:  In progress   Champion(s):  Peg Buttermore, Tom Guerin

Central Purchasing: PC Hardware Strategic Sourcing

Use a strategic sourcing approach for purchase of laptops and desktops and leverage standardization established by IT managers; established a preferred partnership with a single vendor for reduced costs and added value.

Benefit(s):  Estimated annual savings on acquisition of laptops and desktops is $1.2M; additional resources savings associated with reduction in total cost of ownership.  Status:  Completed   Champion(s):  Peg Buttermore, Tom Guerin