SPECIFICATION REPORT I.

USER Business process outsourcing (BPO) is a subset of outsourcing that involves the contracting of the operations and responsibilities of specific business function s (or processes) to a third-party service provider. BPO is typically categorized into: 1.1. BACK OFFICE OUTSOURCING - which includes internal business functions such a s 1.1.1. Human resources 1.1.2. Finance 1.1.3. Accounting 1.2. FRONT OFFICE OUTSOURCING - This includes customer related services such as 1.2.1 Contact centre services. 1.3. ROLES 1.3.1. Business Process Owners (BPOs): Business Process Owners (BPOs) are ultimately accountable for defining a nd owning the various activities that together comprise a business process. Any successful application of technology to a business process is predicated upon c lear understanding of what the business needs to accomplish. The BPO is critica l to this effort as they must support all of the individual processes, some of w hich might be in a central unit while some may be decentralized. BPOs need to b e actively engaged with the Project Manager, team members, and subject matter ex perts (SMEs). Activities include: Review and sign off on requirements, process flows, gaps, and design documents. Engage project manager, team members, and SMEs in conversations about the system functionality, business process changes, and gap recommendations. Perform user acceptance testing; accountable for final system acceptance. Engage the Coordinate Campus & Collegiate users, Project Management, and other g roups as necessary to discuss and/or socialize the changes in business processes , organizational design, and solutions to gaps. Ensure that the organization and distributed user community are prepared to use the product and the necessary support is in place. Seek, accept, and respond to feedback from the University community during and a fter the system is installed. Assume the role of primary OIT contact point for future maintenance for each sys tem/module. 1.3.2. Subject Matter Experts (SMEs): Subject Matter Experts have the responsibility of reviewing the deliver ables of the team on behalf of the BPO. They are expected to provide input to v alidate the work recommendations and the business processes and identify gaps or areas of concern for the University. The SMEs should be engaged in both an info rmal (phone calls, adhoc meetings, emails, etc.) and a formal (conference room p ilots) way. Activities include: Review process flows and requirements. Attend meetings and conference room pilots to validate and identify areas of con cern. Identify the Universitys diverse needs for the team and help support the solution s. Socialize the new processes and work of the project with the University communit y. Provide an additional level of testing to support the project. 1.3.3. Project Team Members: Team members share the work of the project deliverables. The team memb ers will seek out feedback from the BPOs staff and the SMEs in the process of com pleting the project deliverables. A. Executive Sponsor. Champion the effort. High-level oversight, direction, and support.

 B. C.

Ensure project meets goals. Address any significant budget issues. Approve any major scope changes. Provide resources, if needed. Approve project initiation and conclusion. Meet bimonthly throughout effort. Approve the project charter(s). Business Sponsor. Ensure University objectives are being met. Partner to oversee project deliverables, schedule, budget, and human resources. Champion the effort. Provide high-level updates to executive groups. Approve or recommend scope changes. Review and provide approval at key junctures of the project. Meet regularly with project managers and system support. Technical Sponsor. Provide technical/development resources. Meet bimonthly throughout effort. Review and provide approval at key junctures of the project. Approve or recommend scope changes. Approve the project charter.

D. Project Manager. Responsible for the overall success of the project. Manage and lead the project team. Recruit project staff and consultants, where necessary. Manage coordination of the partners and working groups engaged in project work. Facilitate scope definition including functionality and technology. Facilitate project plan development to set expectations for deliverables and sch edule. Detailed project planning and control including: Develop and maintain a detailed work plan. Manage project deliverables in line with the project plan. Record and manage project issues and escalate where necessary. Resolve cross-functional issues at project level. Manage project scope and change control and escalate issues where necessary. Monitor project progress and performance. Provide status reports to the project sponsor and PMO Director Liaison with, and update progress to, project steering board/senior management. Manage project evaluation and dissemination activities. Coordinate phase sign-offs. Work closely with users to ensure the project meets business needs. E. Lead/ Analyst. The lead has responsibility for investigating and analyzing the vanilla processe s, comparing them against what the University needs, investigating solutions a nd making recommendations to the BPOs on the direction the University should take . To do this effectively, the lead needs to create a strong relationship with t he functional area and gain a solid understanding of the business process by eng aging the BPO, their staff, and SMEs on a regular basis. Document business process flows, requirements, and gaps. Ensure that all requirements are addressed. Ensure cross-team communication and collaboration. Identify cross-team issues and coordinate issue resolution. Provide analysis and recommendations to the BPOs on any process decisions, gaps, or unmet requirements. Validate the application requirements meet overall business process needs, are w

ithin the project scope, and are internally consistent, working with the BPO, th eir staff, and the SMEs. Develop functional specification. Prepare the design documents to support the recommended flows. Test the system to ensure it meets the specs. Work with the BPO to ensure the needs of the University can be supported. Ensure that other team members, such as the Change Management team and the Techn ical team have the information they need from the functional team to complete th eir work successfully. Review project deliverables for completeness, quality, and compliance with estab lished project standards. F. Application developer. Assist with identifying gaps in system functionality to business requirements. Provide technical and setup expertise. Assist with cost benefit analysis. Develop technical specifications based on functional requirements. Build application system. Develop and unit test system modifications Work with security experts to define security needs. Prepare build notes.

1.3.4. Stakeholders. Actively support and endorse project. Ensure quality outcomes. Participate in business process definition. Assign dedicated staff members. Actively participate in business process analysis, functionality, and process ch anges to minimize the need system modifications. Change policy and procedures to support redesigned process.

1.3.5. Human Resource: Recruitment: The system will track of the process of the selection of the employ ee all the database regarding the information of the Qualification, Specializati on, Experience, Certification, Date of joining, Location allocated for training or start of work will be provided by the HR to the organization or maintained in the system used by him/her. Training: a. Listing down the period of the training of the number of the selected candida te b. Whether to give them OJT or off the job training c. Decide the location of training. Talent Management: Accurate hiring and promotion decisions that can retain the t alented employee in a firm hr can record all the time work and Evaluate Performa nce of the employee. Comp & Benefits: Track salary survey results Facilitate benefit administration Track tuition reimbursement Track retirement planning Occupational health, safety & security

Accident & illness trends Insurance & workers comp claims Illness & injury medical exam & follow-up IDs high risk conditions Monitors accidents & their costs by type and Location.

Workforce planning & employment: Tracks promotion, transfers, hiring, and termination Rates for each employee by job group. Records the number and percentage of protected Categories of employees. Applicant info & utilization reports to help monitor Affirmative action programs. 1.3.6. Process experts- Establishing targets and alarms that will help t he organization to achieve proper flow of the track of project/process managemen t within time and budget. Keep track of the daily process/project increment by the BAR-GRAPH. Review if any change is needed to be done in the process. 1.3.7. Team leaders (TL)/First level Manager Runs weekly Team Meetings Oversees team operations Provides Supervision/ support to team staff Discuss issues at meetings