Department of Business Process Management Charter

Mission Statement

The Department of Business Process Management (BPM) advances the university's land grant mission by optimizing business processes, fostering operational excellence, and providing innovative solutions that enhance both efficiency and user experience. As part of the Division of Finance and Administration, BPM is committed to delivering outstanding services and sustainable improvements that empower the university community.

Vision

To be a trusted leader in process innovation and operational transformation, seamlessly aligning with the university’s strategic goals to provide a collaborative, transparent, and resource-efficient environment that supports the success of both students and employees.

Values

The Department of Business Process Management embraces the core values of the university’s leadership while focusing on process excellence and innovation:

  • Collaboration: We actively engage with stakeholders across campus, leveraging diverse perspectives to design processes that meet the unique needs of the university community.
  • Innovation: We drive creative, forward-thinking approaches to process design, using modern tools and methodologies to meet evolving campus needs.
  • Integrity and Transparency: We approach every project with humility, accountability, and a commitment to ethical practices. Our process improvements are clearly communicated to stakeholders, fostering trust and mutual understanding.
  • Operational Excellence: We are dedicated to delivering efficient, user-centric solutions that simplify workflows and enhance the university experience.
  • Stewardship: We responsibly manage resources by implementing sustainable, scalable processes that ensure long-term institutional success.

Purpose

The Department of Business Process Management serves as the central hub for improving organizational efficiency and driving operational improvements by focusing on:

  • Streamlining and optimizing business processes.
  • Aligning processes with institutional strategies and values, including integrity, stewardship, and collaboration.
  • Providing innovative, sustainable solutions to operational challenges.
  • Empowering stakeholders through instructional design and training to enable seamless adoption of business process changes.

Scope of Work

Core Responsibilities:

  1. Process Mapping and Analysis
    1. Document and visualize current workflows, identifying inefficiencies and opportunities for improvement.
    2. Analyze operations to ensure processes align with strategic objectives and deliver actionable insights for decision-making.
  2. Process Redesign and Optimization
    1. Redesign processes to address inefficiencies and incorporate innovative solutions.
    2. Focus on creating streamlined, user-centric workflows that enhance the university experience for all stakeholders.
  3. Governance and Standardization
    1. Establish governance frameworks that promote transparency, accountability, and consistency in business processes.
    2. Develop and enforce standards for process documentation, workflows, and approvals.
  4. Instructional Design and Training
    1. Develop training materials and resources, including guides, job aids, and interactive modules, to support process adoption and compliance.
    2. Collaborate with employees to ensure they are equipped to succeed in new workflows and systems.
  5. Implementation and Support
    1. Lead the implementation of redesigned processes and manage the transition to improved systems.
    2. Provide continuous support to address operational challenges and ensure long-term success.
  6. Monitoring and Continuous Improvement
    1. Evaluate the performance of implemented processes through robust monitoring frameworks.
    2. Promote a culture of continuous improvement by identifying new opportunities for optimization.
  7. Collaboration and Strategic Planning
    1. Actively partner with leadership and campus stakeholders to align business process initiatives with university goals.
    2. Provide expert guidance to ensure process improvements complement broader strategic objectives, including data-driven decision-making and compliance.

Key Activities

  • Process Mapping and Analysis: Understanding and documenting current processes to identify areas for enhancement.
  • Instructional Design: Delivering high-quality, user-centric training materials to support changes and updates.
  • Operational Evaluation: Monitoring the efficiency of implemented changes and ensuring alignment with strategic objectives.
  • Collaboration: Engaging with stakeholders to design and implement processes that serve both immediate and long-term goals.

Impact and Value

By integrating the mission and values of the VCFA leadership, the Department of Business Process Management delivers:

  • Actionable Data: Processes designed to provide meaningful insights and improve decision-making.
  • Enhanced Efficiency: Optimized workflows that reduce redundancies and improve user satisfaction.
  • Sustainable Solutions: Resource-efficient processes aligned with the university’s stewardship goals.
  • Transparency and Trust: Clear communication and governance frameworks that foster confidence in process improvements.
  • Collaboration Across Teams: Processes that bring together diverse stakeholders to achieve shared success.

Governance

The Department of Business Process Management operates under the leadership of the Senior Director of Business Process Management.

Roles & Responsibilities

Role

Responsibilities

Senior Director Business Process Management

Provides strategic leadership and direction for the department. Aligns process initiatives with institutional goals. Oversees all BPM projects and ensures consistency in governance, standards, and quality across teams. Serves as the primary liaison with senior university leadership.

Director of HCM Business Process Management

Leads initiatives to optimize human capital management processes. Partners with HR and related departments to identify, design, and implement improvements. Ensures compliance and alignment with university policy. Supervises HCM analysts and oversees HCM-specific training and documentation.

Director of Finance Business Process Management

Leads efforts to streamline finance-related business processes. Collaborates with finance stakeholders to evaluate and improve operations. Ensures process alignment with financial policies, controls, and audit requirements. Manages finance analysts and oversees finance-specific training.

HCM Business Analyst

Maps, analyzes, and redesigns HR-related processes. Gathers requirements, conducts gap analysis, and proposes user-centric improvements. Supports training, documentation, and change management for HCM initiatives. Partners with stakeholders to monitor and evaluate process effectiveness.

Finance Business Analyst

Analyzes and optimizes financial processes, identifying inefficiencies and recommending improvements. Develops documentation, training content, and reporting tools for process adoption. Works closely with stakeholders to support finance transformation efforts.

Business Process Training Coordinator

Designs and delivers training materials that support new and updated business processes. Collaborates with analysts and project teams to understand system and workflow changes. Develops user guides, job aids, and interactive learning modules. Ensures consistent communication and adoption support across the university.

Project Manager

Coordinates and manages business process improvement projects across functional areas. Develops and tracks project plans, milestones, and deliverables. Facilitates communication between teams and ensures project alignment with BPM standards and timelines. Supports risk and change management efforts.
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