SET operating model
The SET design for UCF will unify most finance and HR activity at the college and division level into specialized roles solely dedicated to finance or HR. These dedicated roles will provide key services for their respective college or division and create HR and finance career paths for our staff.
In addition, the model establishes an administrative service center to provide customer support for employees, backup support for colleges and divisions and select high volume transactions for the institution. Central finance and HR offices will be connected to the college and division staff for functional accountability and to provide the support, training and development opportunities they will need to succeed.
Learn more details by reviewing our SET Business Case and SET Project Overview.
HOW THIS DESIGN WAS CREATED
Creating the design for SET was a collaborative process with UCF’s deans, the SET Advisory Committee, budget/HR staff members and grants representatives and further caters to the needs of our institution. Prior to deciding on this model, we considered everything from one central service center for all HR and finance to multiple service centers throughout the institution.
Roles & responsibilities
There will be multiple Finance Business Centers and HR Business Centers to support specific colleges and divisions. Below are a listing of some job roles and responsibilities for each center.
Finance Business Center
The University of Central Florida’s Finance Business Centers (FBCs) provide first point of finance contact support for employees across the university’s various colleges and divisions. Each center is embedded within a college or division, allowing the finance & procurement staff within the center to be integrated into the operations and culture of the community in which they work. Through this model, finance & procurement staff act as invaluable advisors and business advocates for the college or division they serve.
All FBCs are connected to the university’s Central Finance Office and the Office of Research to provide clear and consistent functional accountability and support. In addition, the Central Finance Office will support the training and professional development needs of the FBCs. This connection provides both a strong communication channel for sharing updates in the ever-changing regulatory world in which we operate and support for college-specific challenges that need a university-wide solution. Ultimately, the connection between FBCs and the Central Finance Office empowers the college and division centers with increased decision and approval rights – removing the need for back-and-forth with central offices.
Professional Support
Finance/Budget Director
- Prepare college or division budgets (executive partnership)
- Determine strategic financial direction and decision making
- Prepare financial plans and forecasts
- Develop recommendations for increasing revenue and/or decreasing expenses
- Position management and allocation of funding
Finance/Budget Analyst(s)
- Budget development and load (Adaptive Planning)
- Cost Center Managers
- Prepare financial reports and associated analysis
- Reconciliation of accounts to ensure accuracy of transactions
- Expense auditing, journal entries, invoice payment
- Contract maintenance
Post-Award Grant Specialist(s)
- Contact for PI on grant budget, expenditures and applicability
- Financial manager and approver for PI, grant awards and sub-awards
- Perform budget modifications (NCE)
- Determine cost share commitments
- Perform buy out requests
- Provide expense reports
- Initiate close-out process
- Review and approve grant related position funding allocations
Administrative Support
Travel Coordinator(s)
- Prepare travel advances, travel expense reports and reimbursements other than travel (ROTT)
- Arrange and book travel
- Collect receipts and review expense reports for policy adherence
Procurement Coordinator(s)
- Initiate requisitions for purchases
- Add and/or validate worktags (accounts)
- Perform receiving in Workday to ensure timely payment to supplier
- Return items to suppliers, if necessary
- Resolve supplier invoice issues and discrepancies
- Make PCard purchases for department needs
- Verify, review and reconcile PCard purchases
- Manage assets and track inventory
HR Business Center
The University of Central Florida’s Human Resource Business Centers (HRBCs) provide first point of HR contact support for employees across the university’s various colleges and divisions. Each center is embedded within a college or division, allowing the HR staff within the center to be integrated into the operations and culture of the community in which they work. Through this model, HR staff act as invaluable advisors and business advocates for the college or division they serve.
All HRBCs are connected to the university’s Central HR Office to provide clear and consistent functional accountability and support. In addition, Central HR will support the training and professional development needs of the HRBCs. This connection provides both a strong communication channel for sharing updates in the ever-changing regulatory world in which we operate and support for college-specific challenges that need a university-wide solution. Ultimately, the connection between HRBCs and the Central HR Office empowers the college and division centers with increased decision and approval rights – removing the need for back-and-forth with central offices.
Professional Support
HR Director/Manager
- Workforce, culture, DE&I strategy
- HR policy & compliance
- Annual workforce and succession planning
- HR strategic planning & initiatives
- Organizational design, role and responsibility alignment
- Policy & compliance education
HR Partner(s)
- Objective setting, performance & development planning
- Policy & compliance education
- Position development and creation
- Manage and track appointment types
- Position classification
- Compensation analysis
- Discipline and grievance management
- Employee relations
- Compensation negotiations and offer/employment agreement preparation
- Advise on personnel changes
- Initiate and approve personnel changes
Administrative Support
HR Coordinator(s) – Faculty/Staff
- Process employee job changes in Workday (hire, transfer, promotion, renewal, compensation change, one-time payments, etc.)
- Local onboarding and offboarding
- Timekeeping and time audits
- Annual performance management tracking and compliance
HR Coordinator(s) – Student, GA, Post-Doc, etc.
- Initiate and approve personnel changes
- Process employee job changes in Workday (hire, transfer, promotion, renewal, compensation change, one-time payments, etc.)
- Local onboarding and offboarding
- Timekeeping and time audits
- Manage (non-payroll) Affiliations
- Support search committee coordination
Knights Experience Team (kNEXT)
The University of Central Florida’s Knights Experience Team (kNEXT) — formerly known as the Administrative Service Center (ASC) — primarily provides:
- Customer service to support campus-wide employees with HR, finance and Workday self-service questions and issues;
- Innovation and process excellence to efficiently execute transactions with data integrity and timeliness, as well as identify areas of opportunity for improvement;
- Employee experience to put our people at the center of operations and innovation to provide the most value to our employees;
- Digital First options to make information easily accessible, request intake and transaction self-service to support employees in real time with real humans when you need them; and,
- Relationship with campus to develop meaningful relationships across campus to provide the best support.
HR, Finance, Procurement & Travel Specialists
- Provide backup support to college and
division business centers - Operate as campus experts on processes
and procedures - Support training and development
- Provide specialized reporting and analytics
- Support central office transactions, like employment screening and staff hiring
- Continuously improve processes and
workflows
Customer Service Coordinators
- Answer employee-based questions
and requests - Route and escalate requests to
appropriate providers - Provide Workday self-service guidance
- Support policy and procedure questions
- Provide transaction progress updates
- Track service-level metrics
Talent Acquisition Unit
Talent acquisition is an office in Human Resources within the Division of Administration and Finance that will solely support the hiring of staff and temporary positions, to meet talent acquisitions best practices and compete for talent in the Orlando market. Faculty recruiting is fundamentally different and will remain with colleges supported by the HRBC.
Recruiting Partners
- Partner with hiring managers to outline recruitment needs and provide full-cycle recruiting services
- Source potential talent to fill vacancies
- Build talent pools for talent needs at UCF
- Match talent to available vacancies
- Draft job postings and advertising strategies
- Build evidence-based screening criteria
- Screen top candidates against position competencies to present top candidates to hiring managers
- Create partnerships with diversity outlets and manage recruitments in accordance with diversity initiatives and affirmative action plans
- Develop relationships with candidates to help sell the position, discuss compensation and build UCFs employment brand
Recruiting Coordinator
- Post jobs in Workday and on advertising sites
- Manage requisition process and approvals
- Disposition candidates in Workday
- Support candidate communications, questions and inquiries
- Screen candidates for minimum and preferred qualifications
- Manage full cycle recruitments for temporary staff and high-volume staff positions
- Process required employment screens and background checks
- Support employee setup and onboarding steps common to all employees
SET WORKFORCE TRANSITION PLAN
Throughout the implementation of SET, we want to retain our talent and help staff members feel heard and valued. We also ask that staff members remain patient throughout the SET transition period.
SET will align resources for new processes; SET is not designed to reduce staff.
The following principles will guide our approach for how we will transition together as an organization:
- Retain our staff throughout the implementation of SET.
- Fill roles with as many qualified internal staff as possible.
- Make every effort to place people in the roles and college/division of their choice.
- Strive to select staff for roles that align with their background and/or interest.
- Identify the candidates to fill leadership roles as quickly as possible.
- Provide new opportunities for interested staff who meet the qualifications.
- Ensure every potentially impacted staff member has a local contact who will connect with them and help outline their individual transition plan.
- Provide comprehensive support and training for the SET positions.
- Share defined pathways for career growth and advancement.
- Ensure colleges and divisions are involved in the process and coordinate changes across the institution.
Transition Teams will be formed to assist colleges and divisions with identifying the effects of the new operating model, as well as identifying potential solutions for the realignment of responsibilities. Their focus will be on two primary effects:
- Accounting for departmental responsibilities that may be left behind by staff who are taking new SET positions; and
- Accounting for the newly created capacity of staff remaining in departments, whose current HR and finance responsibilities will be fulfilled by the new SET HR and finance teams.
Learn more about the details from our workforce transition plan: