Senior Executive Officer - Finance & Administration

MSC09 5300
1 University of New Mexico
Albuquerque, NM 87131

Physical Location:
Health Sciences & Services Building, 3rd Floor
2500 Marble NE

Phone: (505) 272-5849

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Lobo Quality Improvement Process (LQIP)

Vision Statement

To foster a culture that embraces continuous improvement and positive change to support UNM's Health Sciences Center unique missions and to continue to build on its tradition of excellence. Every employee is a leader empowered to decide, change, and shape our future. 

  • Partner with campus units and constituents to add value to our customers by increasing quality, lowering costs, and promoting efficiencies. 
  • Build continuous improvement knowledge base, focusing on new ways of viewing/solving problems so that units can deliver results on their own.
  • Develop and use a panel of metrics to track progress, celebrate success, and create more acceptance/use of continuous improvement.

Develop and use a panel of metrics to track progress, celebrate success, and create more acceptance/use of continuous improvement.

Visit https://hospitals.health.unm.edu/intranet/lqip for more information.

Travel Reimbursement

Goal

  1. Reduce inefficiencies in allocating prepaid expenses.
  2. Convert documentation to paper on demand.
  3. Expand delegated rights.
  4. Implement an electronic approval process.
  5. Provide system prompts for compliance and policy issues.

Status

Ongoing:

  1. Testing electronic platform
  2. Training

Due December 2016:

  1. Provide electronic platform for reimbursements (all campus)
  2. Start tracking improvement metrics.

Due December 2016/January 2017:

  1. Campus feedback

Education Prep

Goal

  1. Enter all block objectives into One45 with links to SOM Competencies by the first day of the block.
  2. Enter session objectives for all teaching sessions into One45 with links to course objectives by the last week of the block.

Status

  1. CSC Office is meeting with each block faculty to provide training.
  2. CSC Office to present at the Oct P1BC meeting to review method for providing session objectives, block objectives, and SOM Competencies to staff.
  3. Continue to find and develop alternative resources for Block Chairs and staff.
  4. Conduct debrief meetings with Block chairs and at P1BC meetings.

Research Administration Award Received

Goal

  1. Reduce data errors in award entry.
  2. Improve award QC turnaround time.
  3. Ensure all documents uploaded into Click (electronic filing).

Status

As of 9/28/16:

  1. Award error rate 90% to 20%.
  2. QC Turnaround time = 1 day; 1 day reduction.
  3. Missing documentation 60% to 5%.
  4. FTE QC = 12.75; .75 FTE reduction (through attrition).

Faculty Letter of Offer

Goal

  1. Reduce overall processing time to 10 working days.

Status

  1. Start PDSA round 2 using the new pre-approval steps, email template, updated equity grid, LOO tracker and process.
  2. Conduct LOO SOM Best Practices work session on 12/6-8 to focus on introducing standardization in the Department steps of LOO process.

As of 10/31/16:

  1. Decreased the HSCFCO/OFACD/PRC process from 11 working days to 9 working days.
  2. Start PDSA round 2 on November 11th using the new pre-approval steps, email template, updated equity grid, LOO tracker and process.
  3. Conduct LOO  SOM Best Practices work session on 12/6-8 to focus on introducing standardization in the Department steps of LOO process.

HR Progressive Management - Warning Letter

Goal

  1. Have a complete process within 1 draft cycle.
  2. Improve templates.
  3. Provide more in-depth training to departments (best practices, policies, tools).
  4. Reduce turnaround time for suspension and discharge. * could be impacted by active policy changes.

Status

  1. Manually track number of hand-offs for 2 months starting 9/7/2016.
  2. Determine additional next steps after policy change occurring in 2017.

Budget Topic

Goal

  1. Establish a standardized shared salary process for all of HSC.
  2. Reduce time spent identifying shared salaries.
  3. Reduce number of indices thrown out of balance after lock date.

Status

  1. Submit a new My Reports request for a Shared Salaries Report - Oct 15, 2016.
  2. Prepare a basic shared salaries tracking template - Oct 30, 2016.
  3. Prepare Job Aid and Instructions for changes to Shared Salary process -Nov.15, 2016.
  4. Compile/update HSC Departments contact list for shared salaries annually in January.

Faculty Leave Management

Goal

  1. Streamline leave process by standardizing one form for all HSC for submission to consolidate multiple forms.
  2. Establish one standardized flow of documentation for efficient administrative processing.
  3. Review of signature authority/designation for each type of leave (should be routed to higher level on limited basis).

Status

  1. Research leave balances for bio med departments to see differences in types of departments.
  2. Ask Department of Pediatrics for their policy in tracking faculty leave.
  3. Determine next steps at a higher level for implementation planning.

IT Onboarding

Goal

  1. Eliminate input errors in account request form.
  2. Reduce account request delays from 1-5 days to less than 24 hours.
  3. Reduce notification delays from 1 day to no delay after Banner ID creation.

Status

  1. Sent announcements in CIO Briefing in Feb 2016 (multiple prior to go live). Went Live on March 4, 2016.
  2. Reduced HSC IT Account Creation from 3 to 5 business days to 1 day and 6 minutes using new Banner automated feed.
  3. Continue to monitor for success and adjust process as needed based on exceptions and feedback-ongoing.
  4. Additional outcomes: Changed affiliate account process. Sponsor is required to complete affiliate form and enter in Banner before account is created.
    • Process was not monitored prior to this creating problems with records flagged as affiliate/not always flagged or accurate.
    • Now org codes can be filtered if necessary/can chose which org code notifications to receive as a result of this new program.
    • Program can be used as a model for other areas that can be automated and they will be looking at doing that.
  5. Final data 8/10/16 - Created a total of 1839 HSC NetIDS uning the new automated process: 637 employees (staff, faculty, student employee) NetIDs, 322 affiliates, 880 students.
    • Have had about 30 exceptions requiring some type of manual intervention:~1.6%.
    • Using the previous process it took about 8 minutes to verify and create an HSC NetID. That means that we have saved 245.2 labor hours. This number assumed that all required documentation was submitted to HSC IT with the request and was accurate.

As of 11/2/16:

  1. Reduced HSC IT Account Creation from 3-5 business days to 1 day & 6 minutes
  2. Reduced verifying and creating an HSC NetID from 8 minutes to 0 minutes for a total savings of 327.3 labor hours to date.
  3. Reduction of labor hours allowed for realignment of resources to value added services for customers.

Research Compliance - COI

Goal

TBD

Status

TBD

Department Salary Agreements With University Hospital

Goal

  1. Reduce time to execute a document with all needed signatures.
  2. Eliminate duplicated steps or documentation in HSC/Dept processes.
  3. Eliminate lost or unknown status of documents.

Status

In process:

  1. Create process, templates, and users for Total Contract Manager (TCM) software for intercompany agreements.

TBD

  1. Training for Dept/HSC/UH.
  2. Implementation for FY17 SA's-July 1, 2017.

Affiliation Agreements

Goal

  1. Determine necessary tasks to complete an affiliation agreement.
  2. Develop a streamlined process flow for completing SOM MD Program affiliation agreements.
  3. Create flows, tools, job sheets necessary to help implement process.
  4. Lock sections of templates that should not be edited
  5. Consider a centralized tracking system for active/expired agreements.

Status

  1. Communicate departments of changes in process.
  2. Train Office of Community Faculty/Contract review officer on tasks.
  3. Go live Oct. 1, 2016

Research Compliance - IRB

Goal

  1. Reduce time spent processing IRB payments.
  2. Improve efficiencies in payment collections.
  3. Reduce invoices over 120 days on the Aging report by 75%.

Status

Due December 2016:

  1. Automate the IRB to a Smart Form.
  2. Map out future state.

On Hold:

  1. Automate a 'shell' index
  2. Develop training program for PI's

TnE Pcard Recon Exceptions

Goal

  1. Reduce cycle time for PCard exceptions.
  2. Improve Pcard holders' compliance.

Status

Due October 2016:

  1. Measure batches of exceptions in current state.
  2. Measure how many PCard exceptions are submitted post de-facto.

Due November 2016:

  1. Survey Financial Services and PCard department approvers.

Due December 2016:

  1. Measure batches of exceptions via ChromeRiver when system is implemented.

Research - Effort Certs

Goal

  1. Reduce the time required to certify effort by 50%.
  2. Reduce the number of times that effort is certified to once per year.
  3. Reduce delinquency data by 25%.
  4. Develop a standardized report that compares payroll actuals to proposed budget effort.
  5. Recommend some form of delegation for PIs.
  6. Eliminate the need to sort data.

Status

Due January 2017:

  1. Discuss with main campus
  2. Develop survey monkey questionnaire for stakeholders.

Fund Establishment Form

Goal

  1. Eliminate paper routing and manual entry.
  2. Utilize the electronic workflow system which is integrated with Banner.

Status

TBD