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Business Process Review

As we all work together to support UF’s moving to top ten status, we are interested in understanding what is required to effectively manage the administrative requirements of the institution. The Office of the Chief Financial Officer is launching the UF Business Process Census as the next step in increasing that understanding. This census is an effort to listen to the front-line employees who fulfill administrative roles on campus to learn more directly what they do and to understand the complexities of their day-to-day tasks and responsibilities.

The UF Business Process Census will be used to help shape business process improvements that will affect all of campus, to support a college’s efforts if it chooses to implement shared services, and to identify other creative ideas to help support administrative functions in human resources and fiscal management, including grants administration.

Below, please find answers to some frequently asked questions about the project.  If you have additional questions or concerns, please e-mail
fa-bpr@ufl.edu.


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Frequently Asked Questions

Who is participating in the census?

Administrative support employees within the following areas have been selected to participate:

  • Student Affairs – Recreational Sports
  • Enrollment Management – Student Financial Affairs/Aid
  • Department of Pediatrics – Administration
  • Department of Pediatrics – Neonatology
  • Department of Pediatrics – Endocrinology
  • Department of Dentistry – Periodontics
  • Department of Physics
  • Department of Microbiology/Cell Science
  • Environmental Health and Safety
  • College Engineering – Electrical/Computer
  • College of Education
  • College of Design, Construction & Planning
  • College of Fine Arts

Why were these areas selected?
To help get a sense of what the entire university does while avoiding sending out a campus-wide inquiry, we reviewed transaction volume as well as headcount to find a good sample representative of campus. These areas are being invited to participate in this census because they work in an area that was seen as a good representation of campus transactions and volume.

Why is this method being used?
The university recently hired ScottMadden, a firm that has successfully used this method of gathering and analyzing organizational data to make business process recommendations to universities including the University of California-Davis, North Carolina State University and the University of Akron, as well as a number of other organizations.

How can I learn about the results of the census?
Departments and units that request results for their areas will be provided with department-specific data directly.  A more global report for all of UF should be available by the early part of the next fiscal year.

What does the university hope to achieve by conducting this census?
By gathering data from its front-line employees, the university hopes to learn more directly the complexities of day-to-day operations and individual employee responsibilities in order to shape business process improvements and effectively support campus.

How can I prepare for the census?
Before completing the census, review the updated version of the full activity list posted on this site. We recommend that you print the activity list on legal-size paper, review the activities and estimate where you spend your time before completing the census itself.  This preparation will make it easier to complete the census.

How do I complete the census?
Each functional area—including human resources, finance and budgeting, contracts and grants, and other general management/administration—has three tiers of activities.  You will first allocate your time at the functional level. Next, within each functional tier, you will allocate 100 percent of that time across the services/activities within that tier. Based on the activities you select, you will be presented additional activities for that category and asked to allocate your time.  Each page in the census must add up to 100 percent. Percentage allocations should not be lower than 5 percent.

My duties vary from day to day.  On what time-frame should I base my answers?
You should consider your current work responsibilities and answer based on the time you will spend over the course of a year.

What if the activities listed don’t match my current job duties?
The activities listed are intended to represent work currently performed in human resources, finance and budgeting, contracts and grants, and other general management or administrative activities.  However, the list is not exhaustive and you should include your time on the activities that most closely match your work.  It is unlikely anyone will be involved in all of the activities, and if you are unfamiliar with a term, you should assume you are not involved in that activity.  We recommend going with your initial instinct when responding and avoid overthinking your responses.

What if I can’t complete the census in one sitting?
If you need to complete the census in more than one session, click on the “Save” button at the bottom of the page, save the page in your favorites or bookmark the page, and return to the bookmarked page to complete the census.

What if I make a mistake or need to go back?
At the end of each major section, you will have the opportunity to edit your original allocations or go back to the start of the section if you wish to make changes.  Once you click on the “Finish” button at the end of the census, you will no longer be able to edit your response.

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