DEM Shared Services

DEM Shared Services is the division’s initiative to better integrate core support functions across the division while ensuring alignment with a broader campus expectation to streamline and simplify administrative work. The DEM Directors have identified support functions that are provided in similar ways across the Division and fall outside of each unit’s core business functions. Those support functions represent the scope of shared services and includes: administrative support, executive support, financial functions, HR functions, special project support, and team engagement support. 

While each office has unique and nuanced business processes, the shared services model is designed for collaboration to streamline opportunities for efficiencies, reduce redundancies where possible, and maintain service quality without disruption to the core business functions of each unit. 

In response to a campus charge for budget reductions and streamlined administrative functions, the DEM Directors identified a need for a shared services model. The model first identified the support functions that are provided in similar ways across the Division and fall outside of each unit’s core business functions. 

The shared services model was approved by the DEM Directors. A shared services transition team was then established and includes: Cori Splain (OVP), Jeremy Traska (OVP), Justin Mumford (OVP), Nancy Hoffman (OAR), Phil Asbury (OSFA), and Beth Warner (RO). The transition team inventoried business functions across units, established a set of principles, values, and objectives to guide the implementation of the model. They also defined service expectations and roles/responsibilities.  

Shared Services includes administrative support, executive support, financial functions, HR functions, special projects, and team engagement support. Additional details including specific examples of functions included can be found here. The Shared Services transition team will continue to evaluate whether any other functions should be included in the future.

The first step is to consider if you need help on a financial function, such as payroll or reimbursements, or an HR function, such as benefits or performance management. For help on a financial function, reach out directly to either Kelly Layton or Mallory Oller for support. For help with an HR function reach out directly to either Ann Bradshaw or Paula Gates for support. 

For needs outside of financial or HR functions, such as desktop/phone support, office supply requests, purchasing under $5k, building access, onboarding, or event planning (including food purchases or space reservations), email dem_support@em.wisc.edu.

If you are ever unsure of where to start, you can always email dem_support@wisc.edu, and a member of the shared services support team will direct your request to the right help and/or take care of your request directly. Don’t ever worry about starting in the wrong place. No matter your request, the shared services support team will get you the help you need! 

The shared services support team is here to help as you navigate your daily work. The most important priorities for this transition are: support for team members, simple and easy access to help, and the elimination of any additional administrative burden. 

No. Departments will continue to lead strategy and core business functions. Shared Services only provide operational support to help you focus on your priorities in your role.

The shared services model integrates key support functions while preserving each office’s responsibility for strategy, decision-making, and core business operations. The model is a collaborative approach designed to improve efficiency, reduce redundancy, and align support with unit needs.

To ensure continued accountability, several steps have been taken: 

• Shared services transition team. A team was established to ensure voices from each office were represented at every step of the process. The team will continue to guide and evaluate the overall effectiveness of shared services throughout the first year.
• Expectations for collaboration. The transition team established a set of expectations to ensure close collaboration with units in order to meet unit-level priorities and needs.
• Feedback channels. Various ways to share your feedback will be established and regularly reviewed to inform future opportunities for improvements. 

The scope, responsibilities, and possible impacts to DEM team members were deeply considered. This model does not aim to simply pick up and move functions. The objective is to combine specialized expertise across the shared services support team with personalized support to every DEM team member as needed. Think of it as having a dedicated support team that understands DEM’s unique needs while applying best practices from across the division.

The shared services team aims to maintain and to enhance the quality of support. In cases where there may have been one person supporting, there is now a full team that can be responsive across the peaks of business cycles. 

In general, the role of a supervisor will not change. Core supervisor responsibilities such as conducting performance reviews, task prioritization, team leadership and support, as well as involvement in activities such as team member recruitment and onboarding planning will continue to be performed by supervisors. Each office may have additional specific workflows for supervisors to follow and any specific changes to those responsibilities will be communicated directly to those impacted. 

If there is ever a question of where to start, supervisors can always reach out to dem_support@wisc.edu, and the shared services support team will be able to best route your question (even if it is a question that is ultimately routed back to an office workflow).