BOC Process Improvement Chart

Theme	Existing Improvement(s)	Planned Improvement(s)
Communication	Often send email messages with 'helpful hints' about specific financial process changes and/or updates	Add a 'Helpful Hints' section to BOC websites. Will provide tips on how to use forms, and how to ensure all requisite information is included to avoid delays in routing.
Timeliness	Recently piloting EDMS scanning UCD A/P which will reduce turnaround time.	Helpful Hints' will have an effect on timeliness of processing; prevents documents / requests from being returned for incomplete information
Training	UCCE Office Managers training - June 2012; Currently perform one-on-one trainings as opportunities/needs arise.	PI Training LMS; 'Helpful Hints' will become an additional training resource.
UC & ANR Policies / Procedures	Provide ongoing interpretation & guidance on variety of UC & ANR financial policies in support financial operations.	PI Training & UCCE Office Managers workshop will reinforce UC & ANR Policy & Procedures
Forms	Forms are available on BOC websites; BOC internal financial forms have been enhanced to become more comprehensive and user-friendly.	See 'Communication'; Ensure all forms are in Excel, Word, or Fillable PDF
Role Clarification	Staff contact lists are available on BOC websites	BOC will work with C&G, SPU, Admin Policies & Business Contracts, and Development to provide clarification on which unit should be contacted for specific issues
Staffing & Workload	BOC Director & Associate Director regularly check-in regarding possible distribution of workload to assist when/where needed; Continual efforts to enhance streamlining & efficiency. BOC have created shared roles in online systems to provide backup support as needed; Partial temporary assistance is provided by ANR (60%) and EFNEP (40%) to support EFNEP & FSNEP workloads.	Per survey responses, BOC unit appears to be understaffed and overwhelmed considering statewide workload. Need to explore more long-term funding for EFNEP / FSNEP position; Additional support position needed to support C&G functions in the BOC.
Overall	Ongoing efforts to enhance comprehensive, professional, high-quality services	Protiviti review will assist with development of greater controls, efficiency, and opportunities for streamlining.