suggested_pip_20110815 by fanzhongqing

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									                                                            Administrative Process Improvement
                                                            New Project Suggestions to Review



Date                                 Process                    Strategic           Improving admin              Key stakeholders              Benefits to…              Existing/Add'l      Regulatory driver?            Submitted       Comment   Status
                                                                  Goal       efficiency/save time or money                                                                 Software                                           by
  6/16/2011 Effort certification and labor redistribution      Research   Current effort system is home-       Grants Accounting,         Improved process would       Banner modules       Yes. Increased federal   Jeannie Smith
                                                               and        grown; a Banner module exists;       ITD, Payroll, PIs,         directly benefit the         for both effort      oversight of effort
                                                               Creativity;implementation would allow for       Controller, Provost's      institution through          certification and    certification.
                                                               Campus     integration, improve the             Office, academic           improved compliance;         labor redistribution
                                                               Culture andredistribution of salary charges     departmental               having integration with      are available in the
                                                               Service    process; many manual steps might     administrators             Banner.                      base system
                                                               Excellence be eliminated; approvals
                                                                          streamlined.
   6/8/2011 FMLA in Banner This Module will track hours on Campus         Increase productivity of             Since this is a list of    Yes, again since this is a                       Perhaps, with FMLA,       Margaret Ann Jarred
            each employee individually. We could review the Culture and administrative staff all across        ideas these offices will   list of ideas these groups                       and international         mjarred@memphis.ed
            process then move to the module for processing. Service       campus, provide needed               be impacted: Many of       will be impacted:                                employee uploads.         u
            • Review the leave usage to see if we could        Excellence improvements to processes which      the Human Resources        Anyone receiving a
            change the submission date to mid month then                  are manually intense. Provide top    offices, Payroll,          paycheck,(which includes
            maybe process at least one half of the month in               notch customer service to all        Bursar, Auditing,          students), using leave,
            Banner with the payroll • Loading the taxes for               university employees, reduce         Business and Finance       hiring someone,
            students to PDADEDN based on eclass instead of                overlapping duties and possibly      Support Services, IT,      internation students and
            HR Records manually loading • Windstar upload                 eliminate some overtime              Accounting, Provost        international employees
            to GOAINTL this whole process needs to be                     expenditures.                        Office, Advancement        being taxed or not taxed.
            reviewed. This could help Benefits with                                                            Services, VP office of     In addition to anyone
            internationals and their switch from one visa                                                      Business & Finance.        receiving mail from the
            status to another • Online Direct Deposits and W-                                                  In addition to a cross     university.
            4 this module is in Banner self service and needs                                                  functional group of
            to be reviewed and, if possible, implemented.                                                      Academic and
            The paper processing is time consuming. Also                                                       Business & Finance
            review and determine if we can purchase the pre-                                                   users across campus.
            note software. This would eliminate the “first
            check is paper” and save money and Accounting,
            Bursar and Payroll processing time. Uploading
            Longevity via a report mechanism into PHAMTIM
            instead of Payroll manually processing and
            loading each month • Faculty Load and
            Compensation Module is available in Banner.
            After a process review this could be implemented
            if cost effective • Banner Mailing Address" issues
  8/10/2011 The Appointment Part-Time faculty process          Student    Enhances integration between         Faculty Academic           Benefit to students since This is a banner       No
            improvement team recommends Banner Faculty Success            Banner Student and HR systems.       Services, Registrar        instructors would be      base line module
            Load Module be implemented to strealine            and        Improves user productivity through   office, Financial          loaded in a timely
            appointment and course assignments for faculty Campus         automated application of job         Planning                   manner so students can
                                                               Culture &  assignments, information                                        identify instructors,
                                                               Service    presented to faculty and                                        academic areas have
                                                               Excellence administrators in easy to                                       better way to monitor
                                                                          understand format through portal                                load and improve
                                                                                                                                          reporting.                                                                 colette@memphs.edu




The University of Memphis Confidential                                                                                                                                       5/19/2012                                                                        Page 1
                                                  Administrative Process Improvement
                                                          Projects - Referred

   Exec             PMG             Process     Strategic      Improving admin                  Key                 Benefits to…    Existing/Add'l    Regulatory   Submitted                               Comment                                   Status
 Comments         Comments                        Goal      efficiency/save time or         stakeholders                              Software         driver?        by
                                                                     money
                                  GA -         Access & Increase students'                Academic           Graduate students Existing,             Perhaps                   The Graduate School is in the process of documenting current
                                  selection    Diversity; knowledge of possible           departments,                         probably                                        procedures and will make proposals regarding improvements.
                    refer to
                                               Service    openings; particularly          Graduate School,
    apprv          Graduate
                                               Excellence relevant for service GAs.       Affirmative Action
                    School


                                  Non-          Service   Improve efficiency; reduce      All departments     HR Records           Existing                                    If a process of selecting temporaries were formalized,
                                  instructional Excellenceerrors; eliminate need for                                                                                           appointment would be impacted. PeopleAdmin will have
                     refer
    apprv                         temporary -             paper contracts; eliminate                                                                                           integration to Banner in new upgrade, tentatively planned fro
                    HR AVP
                                  appointment             need to provide redundant                                                                                            April 1, 2011.
                                                          information
                                  Course       Service    One standard policy and/or      Departments        A broad base of       Existing          Effort                     Since President Raines has a goal that The University of
                                  buyout-      Excellence set of procedures will          involved in the    faculty and staff.                      reporting                 Memphis will have $100M in research by 2012, more faculty
                                  percentage              ensure that faculty, staff      buyouts, chairs,                                                                     members may request to take course buyout to proceed with
                                  of pay vs.              and administration are          faculty and those                                                                    the research, therefore, the university needs to have a
                     refer        amount of               communicating effectively       processing                                                                           mechanism in place to determine how the faculty will help to
      AA                          money                   when speaking of a course       requests. Project                                                                    reach the goal while keeping up with the demands of quality
                    Provost
                                                          buyout. Time will be saved      team: faculty,                                                                       teaching. If the course buyout is calculated incorrectly, then the
                                                          .                               Grants                                                                               PI/Faculty member will incorrectly report effort. Also,
                                                                                          Accounting and                                                                       departmental budgets could be adversely impacted if course
                                                                                          administrative                                                                       buyouts are not calculated correctly.
                                                                                          staff
                                  Eliminate   Service    Revenue budgets should           Financial Planning Staff                 Don’t think so.   Don’t think               Forwarded to Financial Planning for comment on 9/7/2010.
                     refer        Revenue     Excellence roll over to eliminate need                                                                 so.
      BF           Financial      Budget                 for request. The annual
                   Planning       Requests               process should be
                                                         automatic
                                  Timeline of Service    Improve administrative           Faculty, chairs,   A broad base of       Existing          No                        Currently, carryforward funds are not available until
                                  Carryforwar Excellence efficiency and save time.        business officers. faculty and staff.                                                September/October. This greatly impacts IDCR, StartUp and
                                  d budgets                                               Business officers                                                                    Revenue accounts. Faculty and/or departments are forced to
                     refer                                                                & Financial                                                                          purchase supplies, equipment, etc. using an incorrect account
      BF           Financial                                                              Planning would be                                                                    and then submit multiple transfer vouchers. In instances where
                   Planning                                                               on project team.                                                                     expenses can post to the account without the budget, an
                                                                                                                                                                               accountability of available funds becomes extremely difficult.
                                                                                                                                                                               This creates additional workload on staff as well as the
                                                                                                                                                                               accounting department.
                                  International Service    Save paper                     Accounting,         all                  Existing          Insurance                 Eliminate paper version of International Travel Requests.
                                  Travel        Excellence                                Insurance                                                  coverage                  Travel PO’s already have account codes that indicate the
                                  Requests                                                                                                                                     instate, out of state, and international travel designation.
                    refer                                                                                                                                                      Exceptions could be written in the comments section. A copy
      BF
                 AVP Finance                                                                                                                                                   of the PO could be sent to the necessary departments who
                                                                                                                                                                               need to approve. Ideally, any PO with an international account
                                                                                                                                                                               code could generate an email to the approving individuals.

                                  Acceptance Service       Save time                      Accounting,         all                  Don’t think so    Perhaps                   Faculty who travel are sometimes impeded by requirements for
                                  of electronic Excellence                                payroll                                                    original is               original signatures. For example with travel claims, extra
                   refer AVP      signatures                                                                                                         needed for                comp, meal reimb. etc. the grad school will accept faxed or
      BF
                    Finance       on scanned                                                                                                         audit                     scanned GA contracts and this helps tremendously. Forwarded
                                  documents                                                                                                          purposes?                 to Controller for comment 9/9/2010.

                                  Payroll - first Service Will eliminate the need to      HR Records,         All UofM-paid      Existing            No                        Payroll bank deposit initiation/modification currently does not
                   refer AVP      paycheck is Excellence create paper checks and          Payroll and ITD     faculty, staff and                                               require a pre-note thus creating paper checks. 21st century
      BF
                    Finance       paper                   reduce the traffic at the                           student employees                                                technology no longer requires pre-notes
                                                          Bursar’s window.
                                  Notification Service    Students will save time         Admissions,      Students, advisors Existing                                         Currently, students who need developmental courses are
                                  of advising Excellence instead of being sent from       College Academic                                                                     advised in the Academic Counseling Center (ACC). However,
                                  location                office to office to locate an   Advisor II                                                                           there is no process to inform students clearly about this. When
                                                          advisor. Professional and       representatives,                                                                     students are on campus with Admissions, they are told to see
                                                          faculty advisors would be       Director of                                                                          the advisor for their major/their college advisor, but if they need
                  refer AVP                               assisting students in a         Advising                                                                             developmental studies courses, advisors must refer them back
      AA          Enrollment                              more efficient manner.                                                                                               to ACC. We need to look at this to assist students with
                   Services                                                                                                                                                    knowing where to be advised. With changes coming because
                                                                                                                                                                               of changes in developmental courses, it is imperative to
                                                                                                                                                                               determine whether there is a need for students with lower ACT
                                                                                                                                                                               scores/ALEX scores to be advised in ACC or with major
                                                                                                                                                                               advisors.


The University of Memphis Confidential                                                                                                           5/19/2012                                                                                                    Page 2
                                                 Administrative Process Improvement
                                                         Projects - Referred

   Exec             PMG             Process    Strategic       Improving admin                Key               Benefits to…       Existing/Add'l   Regulatory   Submitted                              Comment                                                 Status
 Comments         Comments                       Goal      efficiency/save time or        stakeholders                               Software        driver?        by
                                                                   money
                                  Scholarship Service    Reduce paper usage;            Scholarship office,   Students, and all Existing            No                       Advancement works annually w/colleges to establish amounts.          1-10-11 Tom Nenon talked with
                                  award       Excellence shorten amount of time for     Advancement, all      university                                                     In Spring, Advancement informs Scholarship Office of amounts;        April Tyson Scholarship office.
                                  process                processing; eliminate          olleges and           personnel involved                                             Scholarship Office prepares forms sent to Colleges for               They will be purchasing new
                                                         confusion about status;        departments that      in the scholarship                                             dissemination to departments. Colleges & departments select          software in Spring 2011. Team will
                                                         every year there are           award                 process                                                        recipients; forward forms to Scholarship Office w/copies to          include Advancement office.
                                                         students who are informed      scholarships                                                                         Advancement. Scholarship Office processes forms so funds             Process involves following units:
                                                         that a scholarship is being                                                                                         may be posted to students’ accounts. Benefits from making            Advancement [establishment and
                                                         taken back, because                                                                                                 process electronic. With several different units involved, the       monitoring of scholarship budgets,
                                                         colleges & departments                                                                                              sharing of information is not entirely reliable. Although            contact with donors and
                                                         have no way of knowing                                                                                              departments are asked to send copies of the award form to the        scholarship recipients], Scholarship
                                                         that students have already                                                                                          college and to Advancement, this is not consistent, and these        Office [production of scholarship
                     refer                               received the maximum                                                                                                two units have no way of knowing if a particular scholarship has     award forms, processing of
     Yes
                 Financial Aid                           amount.                                                                                                             been awarded. Throughout year various units need to contact          completed forms, collaboration with
                                                                                                                                                                             each other to determine status of individual scholarships.           departments, colleges, financial
                                                                                                                                                                             Electronic information would eliminate confusion. Would also         aid], Colleges [working with the
                                                                                                                                                                             increase speed of process. Paper-only causes delays, and can         above units on budgets and
                                                                                                                                                                             be lost. At times the college receives what appears to be            dissemination of award forms,
                                                                                                                                                                             original forms, not labeled as copies, and we have no way of         selection of recipients of college-
                                                                                                                                                                             knowing if the form has been sent to the Scholarship Office.         wide scholarships, completion of
                                                                                                                                                                                                                                                  award forms], and Departments
                                                                                                                                                                                                                                                  [selection of recipients of
                                                                                                                                                                                                                                                  departmental scholarships,
                                                                                                                                                                                                                                                  completion of award forms].
                                  Section    Service    Reduce paper usage;             Key stakeholders:     Students, faculty, Existing           No                       Make the Section Maintenance Forms completely electronic.
                                  Maintenanc Excellence shorten amount of time for      academic              and staff would                                                These are used to change any information about a course:
                                  e Forms               processing of paperwork         departments &         benefit from                                                   instructor name, number of seats, days, times, location, etc.
                                                                                        registrar’s office.   having course                                                  The form, which is located on the Registrar’s website, must be
                                                                                        Project team:         information                                                    completed, printed, signed, and faxed to the Registrar. Usage
                   refer                                                                registrar’s office,   updated in Banner                                              of the form is particularly heavy at the beginning of semesters
      AA       AVP Enrollment                                                           ITD, and a web        more efficiently.                                              when adjustments are being made to adjust class sizes or
                  Service                                                               developer with                                                                       instructor of record and at the end of semesters when
                                                                                        input from                                                                           department chairs must change the instructor of record in order
                                                                                        academic                                                                             to enter grades for faculty who have left town without
                                                                                        departments.                                                                         completing grade rosters. Making the form completely
                                                                                                                                                                             electronic would reduce paper usage and processing time.


                                  Curriculum   Service    Reduce paper usage;           Departmental,         Faculty and staff   Existing          No                       The current process involves both electronic & hard copy
                                  requests     Excellence shorten amount of time for    college, and          involved in the                                                communication. Curriculum forms [cover sheet, new course
                                  process                 processing of paperwork       university            curriculum                                                     forms, course revision forms, special topics request forms] are
                                                                                        curriculum            approval process                                               available on-line, but must be completed and then printed out
                                                                                        committees,                                                                          for signatures. As it stands, information entered on the forms
                completed for                                                           Director of                                                                          on-line cannot be saved. When new courses are proposed, the
                undergraduate                                                           Curriculum                                                                           appropriate form must be submitted in hard copy, while the
                 Cathy Serex                                                            Planning                                                                             required sample syllabus is sent through the various levels
  In process                                                                                                                                                                 electronically. This can lead to confusion about what has been
                     refer                                                                                                                                                   submitted, and what syllabus goes with what form. In addition,
                   Graduate                                                                                                                                                  with the materials being submitted separately, there is a greater
                    School                                                                                                                                                   chance that a thorough reading of the materials may not take
                                                                                                                                                                             place. If corrections need to be made to any of the forms, the
                                                                                                                                                                             information must be entered again in its entirety. In the case of
                                                                                                                                                                             Special Topics requests, both the request form and syllabus
                                                                                                                                                                             must be printed out and sent through the system in hard copy.


                               Adding     Service          Adjustments can be made      Registrar’s Office,   Students as         Existing                                   When college advising offices or graduation analysts need to
                               second     Excellence       in a timely and efficient    graduation            changes could be                                               add a second major or minor or adjust a catalog year on
                               majors,                     manner and prevent the       analysts, Director    made more                                                      students’ records in Banner, they must send or fax a form to the
                     refer     minors,                     number of faxes sent daily   of Advising           quickly, and                                                   Registrar’s office. During graduation certification, this involves
      AA
                being reviewed adjusting                   to the Registrar’s office.                         especially at                                                  waiting for these changes to be made before certification can
                by Graduation catalogs on                                                                     certification time,                                            occur. At other times, it involves faxing the form and sometimes
                  ckout team   SGASTDN-                                                                       students could be                                              faxing again if the change is not made. If graduation analysts
                                                                                                              coded for                                                      could be given access to make these changes and document
                                                                                                              graduation more                                                them in SPACMNT, this would allow changes to be made in a
                                                                                                              quickly                                                        timely fashion.

The University of Memphis Confidential                                                                                                        5/19/2012                                                                                                                                  Page 3
                                                   Administrative Process Improvement
                                                           Projects - Referred

   Exec             PMG             Process      Strategic    Improving admin                   Key             Benefits to…       Existing/Add'l      Regulatory     Submitted                             Comment                                  Status
 Comments         Comments                         Goal   efficiency/save time or           stakeholders                             Software           driver?          by
                                                                   money
                                  Online     Student    Establishing a fund per            online program   A broad base of       Existing            M50                         Specific project idea: Establish fund for each individual online
                                  Programs – Success; each program will provide           area faculty,     faculty and staff.                        programs are                program. Establish guidelines and/or policies and procedures
                                  M50/U50    Service    the program area with the         department,                                                 funded by                   for setting up online programs in Banner to ensure $100 fees
                                             Excellence correct funding received in       College Deans.                                              TBR; U50 by                 received in Bursars, go to the correct program. Funding
                                                        a timely manner, thus             Project team:                                               UofM                        generated via the online program offering has huge potential for
     BF/                                                improving efficiency.             faculty from                                                                            developing new and increased resources for program areas,
                    refer
  Extended                                              Establishing improved             online Program                                                                          departments, and colleges, especially in the current distressed
                 AVP Finance
  Programs                                              policies/procedures at initial    Area, Business                                                                          economic situation fueled by steadily dwindling state revenues.
                                                        set up via Bursars will           Officer, Extended                                                                       Funding can be used for travel, GA’s, teaching resources,
                                                        eliminate fees going to           Programs, Bursar                                                                        possibly part time instruction, etc.
                                                        incorrect funds.                  and Registrar


                                  Annual        Service    By moving to an electronic     Individual faculty Benefits all full-   No additional       Internal       Ann Harbor   5-10-11. Ann reported this project schedule for Spring 2012
                                  reviews for   Excellence process, there will be apper   being reviewed,    time faculty and     hardware/softwa     policy only,   (aharbor)    golive
                                  full-time                savings and auto-              departmental       their reviewiers.    re purchases will   which
                                  faculty                  archieving of the annual       chairs,                                 be needed. The      requires
                                                           facutly review                 college/school                          only resourcs       faculty
                     refer                                                                deans, Faculty                          needed are          annual
                    Provost                                                               Adminisrative                           those with web-     reviews
                                                                                          Services (records                       development
                                                                                          management)                             skills which will
                                                                                                                                  be identified
                                                                                                                                  from the staff of
                                                                                                                                  AATECH

                                  we need       Research  Faculty and students            Department                              not sure            not sure       Trey       PMG reviewed 5-10-11. Tom Neon has had a verbal
                                  digital       and       running around getting          Chairs                                                                     Martindale conversation with Trey. Tom will do a follow-up.
                                  signature     Creativitysignatures on grant                                                                                        emartndl@m
                                  authority all           proposals, etc. is a big                                                                                   emphis.edu
                                  the way                 waste of time and money.
                                  around.                 Staff have to spend lots of
                                                          time filing forms, campus
                                                          mailing, etc. Same for
                                                          signatures on just about
                                                          everything--advising forms,
                                                          degree plans, applications,
                                                          etc.
                                  Hiring/          Campus Using the same process          Human Records Employees being           Banner’s EPAF       I don't know   Jo Ann      PMG reveiwed 5-10-11. Maria Alam will follow with Jo Ann.
                                  Rehiring of Culture and which helped to eliminate       Director,          hired and Staff      (Electronic                        Donaldson: This may be included with a future project.
                                  Temporary Service       the GA                          Employee                                Personnel                          jbell@memph
                                  Employees Excellence appointment/reappointment          Records                                 Action Form)                       is.edu
                                  (Similar                s papertrail which is now       Supervisor and
                                  suggestion,             entirely paperless.             one Assistant,
                                  little different        Approximately 500               Compensation,
                                  description             electronic GA contracts         Business Officers,
                                  referred list           were processed, which           Staff that hire
                                  #7)                     resulted in the elimination     temporary
                                                          of more than 1,000 paper        employees
                                                          documents and the need
                                                          for students to report to an
                                                          office to sign their
                                                          contract.The learning that
                                                          occurred to process
                                                          contracts electronically, and
                                                          utilize Banner’s EPAF
                                                          (Electronic Personnel
                                                          Action Form).




The University of Memphis Confidential                                                                                                         5/19/2012                                                                                                      Page 4
                                               Administrative Process Improvement
                                                       Projects - Referred

   Exec             PMG             Process   Strategic      Improving admin                Key              Benefits to…   Existing/Add'l   Regulatory    Submitted    Comment   Status
 Comments         Comments                      Goal     efficiency/save time or        stakeholders                          Software        driver?         by
                                                                  money
                                Currently     Service It will save one step in the    Each Executive        Not Really      Yes - existing. N/A           Teresa
                                PeopleAdmi Excellence hiring process. It is a small   office - to get their                 No additional                 Hartnett
                                n is set up           one, but may not be adding      opinion on this                       resources would               thartntt@me
                                such that             any value.                      step (might be                        presumably be                 mphis.edu
                                the VP has                                            useful to refer this                  required.
                                to approve                                            to the Budget
                                all hiring                                            Workgroup for
                                proposals.                                            their review and
                                In the case                                           recommendation)
                                of B&F, we                                            HR-Employment
                                don't review                                          BFSS
                                as we don't
                refer to Budget have any
                     Team       knowledge
                                of the
                                position, the
                                person, etc.
                                And we
                                don't check
                                with the VP.
                                So, it is a
                                wasted step
                                for us, and
                                may be for
                                other
                                executive
                                officers.




The University of Memphis Confidential                                                                                                 5/19/2012                                           Page 5
ative Process Improvement
Potential Projects

                                           Process   Strategic         Improving admin              Key              Benefits to…      Existing/Add'l    Regulatory   Submitted                              Comment
      Exec             PMG
                                                       Goal         efficiency/save time or     stakeholders                             Software         driver?        by
    Comments         Comments
                                                                            money
                                     Student         Access &     Increase students'          All departments; Potential student       Existing,                                  Discussions have centered around a possible bulletin board
                                     workers -       Diversity;   knowledge of possible       Affirmative Action workers               probably                                   approach with some sort of guidelines to be used in selection.
       apprv              low        selection       Service      openings
                                                     Excellence

                                     Student         Service    Improve efficiency; reduce    All departments, Departmental        Existing                                       Current GA project team recommends waiting until after 1 fall
                                     workers -       Excellence errors; eliminate need for    particularly those staff; HR Records                                                semester with electronic GA appointment process in place so
                                     appointment                paper contracts; eliminate    hiring large                                                                        that that process can be refined before implementing for
                                                                need to provide redundant     numbers;                                                                            student workers. Highly complex set of rules are in place for
       apprv              low
                                                                information                   Financial Aid; HR                                                                   student employment. In addition, any additional use of
                                                                                              Records                                                                             PeopleAdmin/WorkForUM will need to wait until after upgrade,
                                                                                                                                                                                  tentatively planned for April 1, 2011.

                                     Non-            Access & Increase knowledge of           All departments      Potential           Existing         Perhaps                   Discussions have centered around a possible bulletin board
                                     instructional   Diversity; possible openings                                  temporary                                                      approach with some sort of guidelines to be used in selection.
       apprv              low        temporary -     Service                                                       employees                                                      NOTE: any additional use of PeopleAdmin/WorkForUM will
                                     selection       Excellence                                                                                                                   need to wait until after upgrade, tentatively planned for April 1,
                                                                                                                                                                                  2011.
                                     Termination     Service    The required form seems       Employee             Staff               Existing                                   Believe that the contract end date pulls the individual off the
                                     forms for       Excellence redundant for one year        Records, Human                                                                      payroll. Perhaps an automatic message to the department and
                                     contracted                 appointments. There is a      Resources,                                                                          individua. HR or Employee Records would need to address
                                     employees                  beginning date and an end     Payroll.                                                                            this. Forwarded to HR-Records for comment on 9/7/2010: form
      apprv              low                                    date on the appointment                                                                                           is needed for a variety of reasons: documentation for employee
   Part of no. 7        Fall '11                                form. Once the end date                                                                                           to use to apply for unemployment; administrative management
                                                                has been reached, the                                                                                             of leave balances; form provides terminiation reason, which are
                                                                employee is officially                                                                                            used in turnover reports by TBR and HR.
                                                                terminated. There seems
                                                                to be duplicity of process.

                                     Position        Student    Appointments cannot be        Academic college   Any department     Existing            Don’t know.               Financial Planning & Human Resources – Compensation
                                     Management      Success;   processed. Either the         business officers, who has to hire                        May be an                 cancel faculty positions in Banner & workForum without
                                                     Service    positions have to be          Financial          using one time                         issue for                 notifying the departments. In at least one instance, a position
                         med                         Excellence recreated in Banner and/or    Planning, Human    funds; staff who                       Financial                 was advertised and filled using workForum, but Financial
        Yes
                        Fall '12                                workForum or new              Resources.         have to redo                           Planning.                 Planning had cancelled the position.
                                                                positions have to be                             paperwork; faculty
                                                                created and appointment                          who might not be
                                                                forms redone.                                    paid.
                                     Paper-based     Service    Reduce                        Business Officers, Staff and Faculty Existing. BD-04      Unknown                   The outcome should reduce photocopying/toner/paper charges
                                     budget          Excellence photocopying/toner/paper      Provost's office,                     budget revisions                              that are incurred from printing the budget revision forms which
                                     revisions.                 charges; save time            Financial                             are already                                   are already online. Furthermore, it is assumed that most
        Yes          med/ Fall '11
                                                                                              Planning, Grants                      processed via                                 departments hand-carry these types of documents to the next
                                                                                              Accounting, HR.                       Banner. E-                                    level approving authority for signatures. Thus a larger portion
                                                                                                                                    signatures are                                of money can be saved on student workers. Electronic
                                                                                                                                    acceptable to                                 signatures/approvals can be accessed via Banner, so




  The University of Memphis Confidential                                                                                   5/19/2012                                                                                                           Page 6
ative Process Improvement
Potential Projects

                                           Process   Strategic   Improving admin                        Key               Benefits to…        Existing/Add'l   Regulatory      Submitted                              Comment
      Exec             PMG
                                                       Goal   efficiency/save time or               stakeholders                                Software        driver?           by
    Comments         Comments
                                                                      money
                                   Scholarship   Service    Reduce paper usage;                   Scholarship office,   Students, and all Existing             No                           Advancement works annually w/colleges to establish amounts.
                                   award process Excellence shorten amount of time for            Advancement, all      university                                                          In Spring, Advancement informs Scholarship Office of amounts;
                                                            processing; eliminate                 olleges and           personnel involved                                                  Scholarship Office prepares forms sent to Colleges for
                                                            confusion about status;               departments that      in the scholarship                                                  dissemination to departments. Colleges & departments select
                                                            every year there are                  award                 process                                                             recipients; forward forms to Scholarship Office w/copies to
                                                            students who are informed             scholarships                                                                              Advancement. Scholarship Office processes forms so funds
                                                            that a scholarship is being                                                                                                     may be posted to students’ accounts. Benefits from making
                                                            taken back, because                                                                                                             process electronic. With several different units involved, the
                                                            colleges & departments                                                                                                          sharing of information is not entirely reliable. Although
        Yes        present to Exce                          have no way of knowing                                                                                                          departments are asked to send copies of the award form to the
                                                            that students have already                                                                                                      college and to Advancement, this is not consistent, and these
                                                            received the maximum                                                                                                            two units have no way of knowing if a particular scholarship
                                                            amount.                                                                                                                         has been awarded. Throughout year various units need to
                                                                                                                                                                                            contact each other to determine status of individual
                                                                                                                                                                                            scholarships. Electronic information would eliminate confusion.
                                                                                                                                                                                            Would also increase speed of process. Paper-only causes
                                                                                                                                                                                            delays, and can be lost. At times the college receives what
                                                                                                                                                                                            appears to be original forms, not labeled as copies, and we
                                                                                                                                                                                            have no way of knowing if the form has been sent to the
                                                                                                                                                                                            Scholarship Office.
                   present to Exce Extra Comp    Service    Improve efficiency; reduce            Academic              Staff and Faculty                                                   Review policies - streamline process
                                                 Excellence errors; eliminate need for            departments
                                                            paper contracts; eliminate
                                                            need to provide redundant
                                                            information
                                   Student Purge Student    Improve efficiency; reduce            Registar &            Students, Staff                        TBR purge    Betty Huff      Review policies - make process more efficient
                                                 Success; errors                                  Financial Aid                                                policy
                   present to Exec               Service                                          Offices
                                                 Excellence

                   present to Exec EPAF's for        Campus       Currently, departments          Academic              Full-time faculty,    The university  No            Melissa Buchner PMG recommends this process be reviewed with the Part-time
                                   reappointment     Culture      submit paper                    departments,          staff in academic     owns the EPAF                                 faculty appointment project
                                   of F9, FA, and    and          reappointment forms which       dean's offices,       departments,          technology
                                   FD faculty (9-    Service      are routed through the          faculty               dean's offices,       through Banner.
                                   month, 12-        Excellence   dean's office, faculty          administrative        faculty
                                   month,                         administrative services, the    services,             administrative
                                   postdocs).                     provost's office and HR         provost's office,     services, provost's
                                                                  records. Processing and         and HR records        office, and HR
                                                                  tracking reappointments                               records
                                                                  electronically would save
                                                                  time at all levels of review.
                                                                  The paper forms are
                                                                  completed using Banner
                                                                  data. In EPAF's most of the
                                                                  data could be imported,
                                                                  greatly reducing errors and
                                                                  the amount of time spent
                                                                  checking and correcting
                                                                  data at each level of
                                                                  review.




  The University of Memphis Confidential                                                                                        5/19/2012                                                                                                             Page 7
ative Process Improvement
Potential Projects

                                           Process    Strategic         Improving admin                  Key              Benefits to…       Existing/Add'l      Regulatory         Submitted       Comment
      Exec             PMG
                                                        Goal        efficiency/save time or          stakeholders                              Software           driver?              by
    Comments         Comments
                                                                              money
       5/20/2011 present to Exec The                 Student      The intended outcome             Stakeholders         Yes it would. A      This initiative    The IRB is an     Jacqueline Y.
                                 Institutional       Success      would allow for more timely      would be faculty,    better IRB work      would likely use   on-going          Reid - IRB
                                 Review              Research processing of IRB                    staff, and           flow process         both existing      regulatory        Administrator
                                 Board's             & Creativity applications which affects       students who         would free up IRB    software and       board require     jreid@memphis.e
                                 application         Service      research funding, faculty        conduct or are       Administrative       may require the    by the U.S.       du
                                 submission          Excellence research and data                  involved in human    time and effort      purchase of        Department
                                 and work flow                    collection, and student          subjects research.   which would allow    additional         of Health and
                                 process needs                    research and graduation.         The Project team     for more training    software.          Human
                                 improvement.                     What we hope to                  would need to        to faculty, staff                       Services and
                                 The                              accomplish is a transparent      include IRB          and students on                         the Federal
                                 application                      and efficient process that       Administrators, IT   how to conduct                          Drug
                                 submission                       will allow for a user-friendly   staff,               compliant,ethical,                      Administratio
                                 process now                      application submission           Administrators to    and lower risk                          n. Non-
                                 takes place via                  process, faster turn-around      represent            human subjects                          compliance
                                 e-mail which is                  times for IRB reviews,           graduate student     research.                               can lead to
                                 cumbersome.                      better documentation, and        researchers, and                                             the loss of
                                 The IRB staff                    a central location for data      faculty                                                      federal, state,
                                 presently                        storage which offers better      researchers.                                                 and local
                                 manage work                      security for this University                                                                  dollars from
                                 flow through a                   data than a stand alone                                                                       human
                                 combination of                   database can offer. A                                                                         subjects
                                 stand alone                      better work flow process                                                                      research
                                 Access                           would free up IRB                                                                             related grants
                                 databases,                       Administrative time and                                                                       and contracts
                                 Excel                            effort which would allow for                                                                  as well as
                                 spreadsheets,                    more training to faculty,                                                                     affecting
                                 and e-mail                       staff and students on how                                                                     student




  The University of Memphis Confidential                                                                                        5/19/2012                                                                     Page 8
                                              Administrative Process Improvement
                                                        Active Projects

                                         Process    Strategic       Improving admin               Key              Benefits to…           Existing/Add'l   Regulatory                              Comment
   Exec             PMG
                                                      Goal       efficiency/save time or      stakeholders                                  Software        driver?
 Comments         Comments
                                                                         money
                                        GA         Student     Eliminate paper base           GA Office, HR         GA students          Existing,
                                    Appointment    Success;    forms, create contracts          Records                                  implementing
  Yes - High         Active
                                                   Partnership early to meet deadlines,                                                  Banner HR
   priority          Spr '10
                                                   ; Service                                                                             EPAF
                                                   Excellence
                                                   Student     Eliminate over payments to   RSS, Grants          Student Interns,        Existing        No             Current process is entirely manual, including billing of sponsors
                                                   Success;    students & under-recover     Accounting,          administrative          software.                      and reconcialiation of funds (1 FTE in Grants Accounting), and
                                  Sponsored
  Yes - High         Active                        Partnership from sponsors; eliminate     Business Officers,   staff, institution's    Envisage an                    was developed 'on the fly.' As internships grow in number, it is
                                  Interns MOU
   priority          Spr '11                       ; Service   manual work; improve         Grad School,         relationships with      online database                increasingly cumbersome and prone to errors and disconnects
                                  and MIAA
                                                   Excellence coordination between          Bursar               partners                of MOUs.                       between RSS, Grants Accounting, Graduate School.
                                                               functions
                                                   Student     Would save time as           College              Graduating          Existing -            Funding      Provide improved online tool for graduation application
                                                   Success;    manual entries are           graduation           students;           Banner &              Formula      process. Automate process of graduation application,
                                                   Service     replaced; simplify           analysts,            graduation          DegreeWorks           change       checkout, and certification (currently a primarily manual
                                                   Excellence graduation process for        Academic             analysts; advisors;                                    process). DegreeWorks implementation is already scheduled
                                  Graduation                   students; centralize         Advising,            commencement                                           to include a year of capacity building, training, and testing.
  Yes - High         Active                                    resources and data           Commencement         staff                                                  The same timeframe (beginning Fall Semester 2010) can be
                                  check out/
   priority          Fall '10                                                               Office                                                                      used to work with the process improvement team to implement
                                  certification
                                                                                                                                                                        changes in this process. Summer 2011 go live is planned.
                                                                                                                                                                        SSB Graduation Application go live January 2011 (for summer
                                                                                                                                                                        graduation). Notifications/Triggers toDegreeWorks, to staff
                                                                                                                                                                        members, to student, to department, to college Summer 2011.

                                  Part-time        Access &   Increase ability to find      Academic             Potential               Existing,         Perhaps                                                                          Discussions have centered
                                  faculty -        Diversity; instructors in hard-to-fill   departments,         instructors;            probably                                                                                           around a possible bulletin board
                                  selection        Service    areas                         Provost's office,    Academic                                                                                                                   approach with some sort of
                                                   Excellence                               Affirmative Action   departments,                                                                                                               guidelines to be used in
  Yes- High          Active                                                                                      Provost's office                                                                                                           selection. NOTE: any additional
   priority          Sum '11                                                                                                                                                                                                                use of PeopleAdmin/WorkForUM
                                                                                                                                                                                                                                            will need to wait until after
                                                                                                                                                                                                                                            upgrade, tentatively planned for
                                                                                                                                                                                                                                            April 1, 2011.

                                  Part-time        Service    Improve efficiency; reduce Academic                Academic                Existing -     None                                                                                The Faculty Summer
                                  faculty -        Excellence errors; eliminate need for departments,            departments,            Banner EPAF or                                                                                     Compsenation project will
                                  appointment                 paper contracts; eliminate Provost's office        Provost's office        faculty load                                                                                       investigate the Banner HR faculty
                                                              need to provide redundant                                                  module                                                                                             load module. The current GA
  Yes - High         Active                                   information                                                                                                                                                                   project team, which includes
   priority         Sum '11                                                                                                                                                                                                                 many of the same critical
                                                                                                                                                                                                                                            peopke, suggests addressing the
                                                                                                                                                                                                                                            appointment of adjunct faculty
                                                                                                                                                                                                                                            AFTER we learn about that tool.

  Yes - High         Active       EPAF email       Service    Improve communication
   priority         Sum '11       notifications    Excellence action needs to be taken




The University of Memphis Confidential                                                                                                  5/19/2012                                                                                                                         Page 9
                                             Administrative Process Improvement
                                                     Completed Projects

                                           Process      Strategic         Improving admin                   Key         Benefits to…      Existing/Add'l    Regulatory       Comment
              Exec             PMG
                                                          Goal        efficiency/save time or        stakeholders                           Software         driver?
            Comments         Comments
                                                                                money
                                          Research;    Would fill an Controller, Provost's office, Institution        Existing -         Critical          Design a
                                          Service      urgent gap. Pis, RSS, academic              (compliance with   Investigate use of                   process to
                                          Excellence   Would         business officers             federal            Banner EPAF,                         plan faculty
                                                       consolidate                                 regulations)       Banner faculty                       summer
                                                       numerous                                                       load module                          appointments
                                                       pay                                                                                                 so that 100%
                                                       requests                                                                                            compensatio
                                                       into 1                                                                                              n is identified
                                                       document.                                                                                           prior to
                                                                                                                                                           performance
                                                                                                                                                           of work.
                                                                                                                                                           Output will be
                            Faculty
  Yes -                                                                                                                                                    an
               Active       Summer
  High                                                                                                                                                     electronic/pa
               Fall '10     Compensatio
 priority                                                                                                                                                  per
                            n
                                                                                                                                                           document for
                                                                                                                                                           an individual
                                                                                                                                                           faculty
                                                                                                                                                           member that
                                                                                                                                                           will also be
                                                                                                                                                           used to
                                                                                                                                                           request
                                                                                                                                                           payment.
                                                                                                                                                           This will
                                                                                                                                                           consolidate
                                                                                                                                                           numerous
                                                                                                                                                           pay requests
                                                                                                                                                           into one




The University of Memphis Confidential                                                                           5/19/2012                                                             Page 10
                                                           Administrative Process Improvement
                                                                 Not Approved Projects

                                                    Process                        Strategic      Improving admin                 Key            Benefits to…    Existing/Add'l     Regulatory                              Comment
    Exec             PMG
                                                                                     Goal      efficiency/save time or        stakeholders                         Software          driver?
  Comments         Comments
                                                                                                        money
                                                                                  Service    ( 1) Eliminate or greatly      All                Students         Likely a very        None        By utilizing emerging web-based synchronous & asynchronous
                                                                                  Excellence reduce “time and place” as     (administrative)                    finite set of tools.             tools, the UoM could provide relevant, personalized support &
                                                                                             factors for receiving          offices that                        They may be in                   work toward the support goal of eliminating time & place as
                                                                                             support and, 2) Make it        directly support                    use on campus;                   factors in receiving quality support. The UoM must rethink its
                                                                                             easier for our students to     students should                     however, if new                  campus support strategy if it hopes to meet the strategic goal
                                                                                             locate and receive support.    be involved.                        tools were                       of service excellence. Must provide more timely, relevant &
                                                                                                                                                                purchased they                   meaningful support touchpoints to its constituents. While the
                                                                                                                                                                would more than                  seasonal manned call cell center was a good 1st step in
   Long term      Not approved Customer Service Support                                                                                                         likely be tools                  elevating our customer service paradigm, a singular, “one-to-
                                                                                                                                                                that have very                   one”, phone-based call center is not sustainable due to
                                                                                                                                                                low costs &                      logistical and practical impediments of maintaining a traditional
                                                                                                                                                                would require                    call center-only model. A new customer support process (or
                                                                                                                                                                very little                      model) needs to be developed that would allow the UoM to
                                                                                                                                                                support.                         draw upon the large set of knowledge workers geographically
                                                                                                                                                                                                 dispersed across our campus.

                                                                                                                                                                                                                                                                     not fesiable for consideration at this time
                                                                                  Service    Would improve internal and University         Students, faculty,   Existing            No           Establish University Service Excellence standards as a way of
                                                                                  Excellence external service by        leadership (to     staff                                                 beginning to institutionalize the To Be Process enablers.
                                                                                             establishing standards     follow through on                                                        Standards would address services provided to students,
                                                                                                                        accountability);                                                         community members, and each other, including meeting
                                                                                                                        HR (if there is                                                          deadlines, etc. After insititional-level standards are adopted,
   Long term      Not approved Service Standards
                                                                                                                        interest in having                                                       individual departments would then translate those standards to
                                                                                                                        Training staff                                                           their own work, with the help of a facilitator, and adopt
                                                                                                                        participate)                                                             something meaningful for them. Managers would then hold
                                                                                                                                                                                                 people accountable to those standards.
                                                                                                                                                                                                                                                                     not fesiable for consideration at this time
                               The process of becoming a licensed teacher in       Sense of    We will have a larger pool   College of         Yes              We would need                    Lauren Elizabeth McGeorge lauren.mcgeorge@memphis.edu               PMG reviewed 5-10-11. This is not an administrative process.
                               Memphis, the state of TN and the USA. Like          Place       of effective leaders and     Education.                          the support of                                                                                       Ann Harbor will contact Lauren and have her discuss this with
                               nurses, we need teachers to be able to travel and               teachers to choose from.     Teacher                             MCS and SCS                                                                                          her Dean
                               work to repair the public education's system. With                                           Education                           students,
                               the spotlight on education, the College of                                                   Program. EDPR                       parents,                                                                                             From: Ann F Harbor (aharbor)
                               Education needs to proactively pursue a better                                               department. TN                      teachers and                                                                                         Sent: Wednesday, May 11, 2011 9:16 AM
                               system of creating/producing effective teachers as                                           Department of                       administrators.                                                                                      To: Lauren Elizabeth McGeorge (lmcgorge)
                               leaders. With the award from the state for                                                   Education. US                       We must all,                                                                                         Cc: Ann F Harbor (aharbor)
                               research purposes, the U of M needs to reinvest                                              Department of                       collectively and                                                                                     Subject: Process Improvement Suggestion
                               in themselves. Research needs to be done for not                                             Education.                          consciously
                               only our nation, but our community, our Memphis;                                                                                 agree on one                                                                                         Dear Lauren:
                               and begin to effectively educate and prepare                                                                                     goal, and that is
                               children/students living in poverty and challenging                                                                              the academic                                                                                         Thank you very much for submitting a process improvement
                  Not approved socioemotional environments for an independent                                                                                   achievement of                                                                                       suggestion regarding the educational system.
                               life in the world after their education careers'                                                                                 ALL the
                               complete.                                                                                                                        children/student                                                                                     While your suggestion is beyond the scope of our process
                                                                                                                                                                s in Shelby                                                                                          improvement team structure, I do encourage you to pass your
                                                                                                                                                                County.                                                                                              it along to Dr. Rakow, Associate Dean of the College of
                                                                                                                                                                                                                                                                     Education. The University’s process improvement teams are
                                                                                                                                                                                                                                                                     focusing on internal university processes to find efficiencies
                                                                                                                                                                                                                                                                     and savings.

                                                                                                                                                                                                                                                                     Again, we appreciate your submission and hope you and
                                                                                                                                                                                                                                                                     others in the Campus School will let us know of any university
                                                                                                                                                                                                                                                                     business processes that you feel are burdensome and could
                                                                                                                                                                                                                                                                     be improved




The University of Memphis Confidential                                                                                                                          5/19/2012                                                                                                                                                             Page 11

								
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