Unit Liaison Role
Unit Liaisons represent 102 schools, colleges, institutes,
central business offices, regional campuses, and the U-M Hospital
and Health Centers and are appointed by the dean or director of
the unit each represents. The Unit Liaisons provide a communications
link between their units; the central office data stewards; and
MAIS staff who develop, maintain, and support M-Pathways and other
administrative information systems. To fulfill their role, Unit
Liaisons should have an understanding of the administrative structure
of their unit as well as the University and its core financial,
human resource, or student administration processes.
The role of Unit Liaisons (ULs) focuses on fostering
two-way communication between the units they represent and MAIS,
coordinating activities related to system implementation and upgrades,
coordinating post-implementation activities, and identifying ongoing
impacts to their unit and its business processes.
ULs play an important role regarding the resolution
of issues surrounding system implementation; plans for system enhancements,
fixes, work-arounds, and PeopleSoft system upgrades; security, access,
and training for staff members identified to use the administrative
information systems; software and hardware requirements; and the
introduction of reporting changes, new reports, and query tools.
The responsibilities of the UL are described below.
Obtain and Provide Information
- Attend Unit Liaison meetings where information
about the University's administrative information systems and
services supported by MAIS is presented and demonstrated, input
and feedback is solicited from ULs, and action items assigned
to ULs are reviewed and discussed
- Attend interchanges and other related functions
when appropriate
- Review information received in e-mail communications
and via the Web
- Complete action items assigned to ULs and complete
surveys received from MAIS
- Serve on focus groups and advisory committees
Ensure Comprehensive and Timely Communication With MAIS and Within
the Unit
- Serve as a primary contact for communication from
MAIS about its supported systems needed to:
- Provide deans and directors with information
about U-M administrative information systems; their capabilities;
and enhancements, upgrades, and related business processes
- Disseminate information to faculty and staff,
supervisors, systems administrators, and other appropriate
audiences
- Ensure that MAIS system-related information
is communicated within the unit so that it may be incorporated
into strategic plans, budgets, projected staffing needs and
job responsibilities as deemed appropriate within the unit;
for example, MAIS browser/operating system support model
- Determine the impact on the unit, its faculty
and staff, and its policies and procedures
- Serve as one of the primary contacts for communicating
to MAIS about the unit's perspective regarding:
- Feedback and concerns related to MAIS systems
and services
- Requests for information and services from
MAIS
- Set up e-mail and other communication vehicles,
such as staff meetings, within the unit to disseminate information
received from MAIS to users and departmental administrators
Coordinate Training and Access Process for Staff Members Using
MAIS-Supported Systems
- Identify users and their appropriate access levels;
approve requests for access to M-Pathways and other MAIS-supported
systems via the Online Access Request System (OARS).
- Communicate with unit staff members regarding training
and access requirements
- Submit training bypass requests
- Ensure unit staff members register for training,
attend training, and obtain appropriate access to fulfill job
responsibilities
- Review MAIS Security Reports to maintain current
roster of users; submit requests to update or delete access; and
develop unit procedures to ensure this occurs in a timely manner
Coordinate Unit and User Involvement Regarding Planning and Use
of U-M Administrative Information Systems
- Coordinate cross-functional activities with other
Unit Liaisons representing unit; e.g., annual BusinessObjects
license process and other special assignments
- Coordinate requests from the MAIS Unit Liaison
Coordinator for unit representation on focus groups, project teams,
pilot programs, attendance at interchanges, and participation
in other special activities
- Receive information from MAIS regarding hardware
and software requirements for supporting U-M administrative information
systems in the unit as well as for maintaining system security
at the unit level
- Determine hardware and software requirements with
unit systems administrators and desktop support staff; coordinate
the installation of MAIS-supported hardware and software with
appropriate staff
Identify Special Needs for Unit Regarding Use of U-M Administrative
Information Systems and Coordinate Plans to Use Them
- Communicate information and submit requests to
MAIS regarding:
- Unit-specific preferences; e.g., unit requires
installation of Citrix software by central technical staff
rather than individual users installing software on their
own work stations
- Special training needs; e.g., immediate need
for training of a key staff member
- Special onsite functions; e.g., presentation
of interchanges or information on specific topics at unit
staff meetings (limited to very large units)
- Serve as a conduit for assessing need for onsite
support
Drive Organizational Change and Decisions
- Identify impact of M-Pathways systems and related
business process and policy changes on unit-specific policies
and practices and take appropriate action
- Identify integration points and cross-functional
tasks impacted by implementation of M-Pathways systems
- Plan and ensure unit readiness for upgrades of
M-Pathways systems and implementation of new systems or modules;
organize and lead transition teams as needed
- Promote effective and efficient use of M-Pathways
systems and elimination of redundant internal processes
- Identify and share best practices within unit and
with MAIS
For More Information
For information about the Unit Liaison Program contact:
Jan Eckert
Unit Liaison Coordinator
Michigan Administrative Information Services
Phone: 734-764-4352
FAX: 734-615-4014
E-Mail: jeckert@umich.edu
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