Enhancing Administrative Productivity with Shadow Systems

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Enhancing Administrative Productivity with Shadow
Systems

• Maria Metz
• Univ. Pittsburgh, Internal Medicine
• Jim Wrenn
• IT Works, Inc.

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Enhancing Administrative Productivity with Shadow
Systems

• Primary Benefits of a Shadow System
• Evaluating the Capabilities of a Shadow
• System
• Planning for the Successful Implementation
• of a Shadow System

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Primary Benefits of a Shadow System

• What is a Shadow System?
• Target Audience
• Local Control of Information
• Improved Financial Reporting
• Improved Office Efficiency

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Primary Benefits of a Shadow System What is a
Shadow System?
A locally controlled financial management
system that enhances your general ledger,
human resources, and other centrally controlled
systems. Sometimes referred to as Parallel
Systems Sunshine Systems Middleware Data
Warehouses Spreadsheets
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Primary Benefits of a Shadow System Target
Audience
Financial Decision Makers Including School
Department Division Center Administrators
and Faculty
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Primary Benefits of a Shadow System Local
Control of Information

• Information Availability
• Access Within Your Organization

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Primary Benefits of a Shadow System Improved
Financial Reporting

• Provide Information in a Timely Manner
• Improve Information Accuracy
• Easier to Read Formats
• Project Future Expenditures
• Track Internal Commitments
• Consolidate Information from Multiple Entities
• Consolidate Information from Multiple Systems
• Quantify Faculty Evaluations

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Primary Benefits of a Shadow System Improved
Financial Reporting

• Easier to Read Formats
• Summary Reports
• Detailed Reports
• Special Formats
• Graphs

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Clinical Income By Division
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Primary Benefits of a Shadow System Project
Future Expenditures

• Soft Encumbrances
• Personnel Costs

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Primary Benefits of a Shadow System Improved
Financial Reporting

• Track Internal Commitments
• Faculty Start Up Packages
• Internally Sponsored Research
• Administrative / Division Budgets
• Seminars, Conferences, Symposiums
• Faculty Recruitment, etc.

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Primary Benefits of a Shadow System Improved
Financial Reporting

• Consolidate Information from Multiple Entities
• Faculty / Employee Groups
• Divisions
• Corporations
• Practice Plans
• Hospitals
• Universities

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Primary Benefits of a Shadow System Improved
Financial Reporting

• Consolidate Information from Multiple Systems
• Standard Financial General Ledger,
• Patient Billing, Internal Billing,
• Accounts Receivable, etc
• Human Resources Payroll,
• Appointment Tracking, etc
• Sponsored Research Proposal
• Space Management
• Asset Management

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Primary Benefits of a Shadow System Improved
Financial Reporting

• Quantify Faculty Evaluations
• Consolidate Information
• Compare to Others

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Primary Benefits of a Shadow System Improved
Office Efficiency

• Day to Day Activities
• Annual Reports Procedures
• One-Time Special Requests

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Enhancing Administrative Productivity with Shadow
Systems

• Primary Benefits of a Shadow System
• Evaluating the Capabilities of a Shadow
• System
• Planning for the Successful Implementation
• of a Shadow System

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Evaluating the Capabilities of a Shadow System

• Who are the Possible Providers?
• Evaluating Providers Abilities
• Costs
• Evaluating the Software

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Evaluating the Capabilities of a Shadow System
Who are the Possible Providers?

• Internal / Departmental Staff
• Central University Programmers
• Students
• Local Consultants / IT Shops
• Providers of Off-the-Shelf Products

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Evaluating the Capabilities of a Shadow System
Evaluating Providers Abilities

• Experience
• With your information / data
• Technical
• Years of experience
• Numbers of installations
• Support
• Training
• Commitment

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Evaluating the Capabilities of a Shadow System
Costs

• Initial
• Recurring
• Implementation Time
• Will you own the software?

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Evaluating the Capabilities of a Shadow System
Software

• Architecture
• User Interface
• Functionality
• Electronic Interfaces
• Availability of Customizations
• Stability

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Planning for the Successful Implementation of
a Shadow System

• Identification of Internal Needs
• Design Internal Coding Systems
• Customizations
• Project Manager
• Scheduling

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Planning for the Successful Implementation of
a Shadow System - Scheduling

• Initial Installation
• Customizations
• Training
• Go-Live Date