As part of transformation, in concert with the creation of the unified Vermont State University and the establishment of a new Workforce Development division, the Vermont State Colleges system will also be restructuring how administrative services are provided. The shared service model being implemented for IT, HR, and Compliance & Finance is a key part of the transformation. Many of the people who are in these functions at the colleges today will begin working together in new ways under consolidated leadership to provide high-quality and consistent service to the Community College of Vermont, Vermont State University, and the Chancellor’s office. Most of the current employees will remain on the campuses where they work today but will support students, faculty, and staff across the system.
A shared service organization is a way of providing administrative and technical services across multiple institutions or units in a way that optimizes quality, consistency, and efficiency. It allows the institutions to focus on their primary mission while still receiving the administrative help they need.
Shared services units gain economies of scale and allow for both more specialized knowledge and capacity in specific technical functions. This leads to better service. The focus is on the processes, systems, and data needed to ensure the intended outcomes are consistent where possible, but unique as required. A strong customer-oriented service culture is also essential. In this case the “customers” are students, faculty, and staff.
Shared services will be overseen by a Shared Services Leadership Council and key decisions will be made by the Council of Presidents to assure that the needs of the institutions are being met.
Defining Shared Services for the VSC
The following definition was approved by the Board of Trustees on May 16, 2022.
A way of providing administrative and technical services across multiple units in a way that optimizes quality, consistency, and efficiency and allows the units to focus on their primary mission.
- Accountable to the organizations it serves (Council of Presidents, Advisory Board, other shared service units)
- Distinct from the “central office” –services and support provided by employees distributed across the state.
- Able to gain economies of scale and more specialized knowledge and capacity in specific technical functions.
- Focuses on the processes, systems, and data needed to ensure the intended outcomes –consistent where possible, but unique as required.
- Shared accountability and measures between the functional leaders and the shared service organization (Service Level Agreements –SLAs).
- Customers include students, faculty, and staff and are addressed with a service mentality.
Below, Director of Transformation Wilson Garland gives additional detail:
What shared service doesn’t mean:
A shared service is not the same as consolidating all these functions in a central office with central control. Shared service organizations are distinct and are organized to deliver services individually and collectively to the institutions and operating units.
It also doesn’t mean is that all services will be virtual or remote. There will still be IT support and HR personnel on campuses. It means that these staff members will have better support and resources, as well as being able to improve their specialized skills, instead of wearing many hats. Not only will this improve service, but it is intended to improve work satisfaction and limit burnout.
Latest Shared Services Updates
Student Advisory Council November Meeting Summary
At the third and final Student Advisory Council of the Fall 2022 semester, four topics were presented for student feedback: How to Improve Course Registration Across Campuses: Student Self Service was reviewed, and suggestions were gathered for how the current process to register for classes on a campus different from a student’s home campus can …
Student Advisory Council November Meeting Summary Read More »
Spotlight: Updates from VSCS Library Transformation
The Library Transformation Team has been hard at work ensuring that the unified Vermont State Colleges System (VSCS) library services will continue and improve support for students and faculty at Vermont State University and the Community College of Vermont. The VSCS Libraries’ mission statement lays out that the “libraries support learning and teaching, research, creation …
Spotlight: Updates from VSCS Library Transformation Read More »
IT Shared Services Update: New Appointment Announcements and Answers to FAQs
We are pleased to share an update on the following job appointments for the IT Shared Services team: Sarah Chambers will be Director of Learning Technologies Erik Lightbody will be Manager of Helpdesk Services Steve Bohnyak will be Manager of Endpoint Systems Tony Harris will be Manager of Academic Systems/Support We are excited to share …
IT Shared Services Update: New Appointment Announcements and Answers to FAQs Read More »
Updates on Administrative Operations Projects and Shared Services (10/24/22)
Development of the VSCS library system design and work on library staffing plan continues. Given the time-sensitive dependency with launching a new VSC library website, the Shared Services Council has approved moving ahead to hire a new e-resources and systems librarian. Updates on the IT Shared Service progress are shared above.
Human Resources and Employee Services Transformation
The Transformation Team for Human Resources and Employee Services was established in early 2022. It is made up of staff representing student services, finance, human resources, and other areas across CCV, VTC, NVU and CU. As a result of the team’s Discovery work, two primary areas for focus were identified: Employment and Talent Development Strategies …
Human Resources and Employee Services Transformation Read More »
Spotlight: Transforming the VSCS with Shared Services
The shared service model being implemented for IT, HR, and Compliance & Finance is a key part of the transformation. It involves bringing these departments together, so that they will service the Community College of Vermont, Vermont State University, and the Chancellors office. A shared service organization is a way of providing administrative and technical …
Spotlight: Transforming the VSCS with Shared Services Read More »