Create process improvements using technology more effectively :: PIP System (SUNY Orange)

Create process improvements using technology more effectively Print All

Initiative Title	Create process improvements using technology more effectively
Submitted in Previous Year(s)	No
Critical Information, Notes, Justification, Rationale	Currently departments are submitting a paper Purchase Requisition to the Purchasing dept. In many cases the form does not have the proper information entered or authorization to process the Purchase Requisition. This causes many phone calls back and forth with the initiator of the Purchase Requisition and with this time passes and the Purchase Requisition is not processed in a timely manner. If the automated process is implemented, specific fields of the Purchase Requisition will be mandatory and the Purchase Req can not move forward until the requestor completes them. Also the automated version of the purchase process will automatically send the completed Purchase Req to the proper person who needs to approve the Purchase Req prior to sending it to the Purchasing Dept. Another added benefit is that this will save on cost of paper and ink because less printing will occur. By allowing students to submit forms and documents electronically, we reduce foot traffic and decrease the response time. We recently introduced an on-line bookstore voucher with great success. Our goal is to add a verification of residence and change of information form. To have the IT department automate the now manual process of importing non credit payroll into our payroll system. Our current process of identifying leave time taken by salaried employees every month is very manual and time consuming. The new process will reduce time of not just HR personnel but all employees that use the system to report. The software module will allow us to electronically monitor the request for all positions.
Consequences of this initiative not being funded	The length of time a Purchase Requisition turns into a Purchase Order will take longer, and possibly the vendor will no longer have the product or pricing might change. Submitted documents pass through several hands and offices increasing the chances of missed or incomplete information. Too much lag time in responding to students. This change would increase the efficiency of this process, decrease human error and greatly decrease the man hours the current process takes. Current process is time consuming, left open to human error, and not easily usable for informational purposes. There is a lot of time lost using our current system of emails which go back and forth between different areas in the college.
Department Goals	Find ways to use technology more effectively and cultivate continuous improvement throughout the Division.
Programs
Locations	Main Campus, Newburgh Campus
Estimated Completion Date
Will this initiative span multiple budget years?	No
Importance	High
Funding Source	Request for Prioritization
Created	01/22/2018 9:59 am
Updated	01/22/2018 10:05 am

Institutional Goals

Goal	How will the initiative support this institutional goal?
MIDDLESTATES STANDARDS 2. Planning Resource Allocation & Institutional Renewal	Reduce employee time allotted to current process now
MIDDLESTATES STANDARDS 3. Institutional Resources	Relying on information from Banner to be accurate
STUDENT SERVICES MASTER PLAN 2013 Technology Explore, introduce and utilize technology designed to improve operations, enhance communication, streamline service, and increase productivity and efficiency.	We must be able to pull reliable information from our current system (Banner). SICAS and Ellucian staff are valuable assets in helping to identify and correct problems and issues.
STRATEGIC PLAN 2015-2020 PRIORITY III: Collaboration and Communication: We will develop connections between internal and external constituents and advance mutually beneficial partnerships. We will promote a culture of trust, respect, and collective responsibility. c: Improve management of information to increase transparency and centralize communication practices.	Successful submission of a purchase request can be tracked by the person who entered the request. Compared to know being aware and playing phone tag with the Purchasing Dept.
STRATEGIC PLAN 2015-2020 PRIORITY IV: Efficient and Effective Operations: We will anticipate and adapt to changing economic realities while maintaining the infrastructure and resources necessary to foster innovation and develop & deliver high quality programs and services. b: Develop, cultivate, and support innovation throughout the organization for continuous improvement.	Provide a better student experience that does not involve multiple transactions to achieve same goal.
STRATEGIC PLAN 2015-2020 PRIORITY IV: Efficient and Effective Operations: We will anticipate and adapt to changing economic realities while maintaining the infrastructure and resources necessary to foster innovation and develop & deliver high quality programs and services. c: Review and revise allocation methods to ensure appropriate investment in people, services, facilities, & technologies.	Purchase Request will turn into a Purchase order more quickly. Then employees can be more productive and do other things.
STRATEGIC PLAN 2015-2020 PRIORITY IV: Efficient and Effective Operations: We will anticipate and adapt to changing economic realities while maintaining the infrastructure and resources necessary to foster innovation and develop & deliver high quality programs and services. d: Foster a collective commitment to comprehensive planning, assessment, and prioritization to ensure institutional effectiveness.	Will be able to analyze the information of its use through employee surveys, and determine its effectiveness.
ACADEMIC MASTER PLAN 2016-2020 Preparation and Success Objective #2: Develop and implement ongoing academic support for continuing students.	746465

Action Steps

Action Step	Responsible Party	Order
Ellucian comes in and assists in setup with Purchasing Staff	Ellucian and Purchasing Dept (very small effort on IT)	1
Assure the ability to attach documents (quotes, other supporting documentation) We need to validate that our current software (Onbase) can attach document with the Automated Purchase Orders, HR Module, FA Module updates, or we purchase one.	IT and Ellucian (conference call)	2
Install of Ellucian EX for Purchasing Only	IT	3
Training Key College Personnel and CTL so they can train Departmental Budget Managers	Ellucian	4
Learn how to create mach forms for use by the Student Accounts Office	Student Accounts	5
Automate non credit payroll throhgh programming	IT	6
Purchase module	Director of Payroll and Assistant HR Officer	7

Expected Outcomes

Outcome	Order
Purchase Orders will be Automated	1
Increase efficiency and improve processes	2
Increased efficiency, decrease in humna errors	3
Greatly reduce the time needed to submit, analyze and load information into current database.	4
Will greatly increase our efficiency and also ease of requesting of postions from all department	5

Assessment Methods

Method	Description	Other Method	Responsible Party
Other	Enter other assessment method	Purchase Req Process Automated	Comptroller
Document Analysis	Documents can be analyzed to provide information and meaning around an assessment topic		Student Accounts
Observations	Information can be collected while observing “events” (including, sponsored activities, student {office staff} sessions, etc.) in the natural setting. Observation can provide information on student behaviors and attitudes.		Payroll and IT
Employer Survey	Advancement, etc.) can survey employers to determine if their graduates are satisfactorily knowledgeable and skilled.		HR

Resources

INITIAL YEAR COST:	$38,000.00
RECURRING COST:	$5,000.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
Banner Document Management	$10000.00	Information Technology, CIO Office
Ellucian Assist in Implementation approvals for requisitions, budget transfers, direct pay invoices, online requisitioning, and document imaging	$17000.00	Information Technology, CIO Office
TOTAL:	$27,000.00 / $0.00

Facility

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Supply

Need	Cost (Initial/Recurring)	Supporting Departments
Module for the position requistion software	$2000.00 / 2000.00 (1st year)	Human Resources, AVP Office
Purchase module	$1500.00 / 1500.00 (1st year)	Payroll
TOTAL:	$3,500.00 / $3,500.00

Staffing

Need	Cost (Initial/Recurring)	Supporting Departments
IT programming time	$0.00	Information Technology, CIO Office
TOTAL:	$0.00 / $0.00

Training

Need	Cost (Initial/Recurring)	Supporting Departments
SICAS and/or Ellcuian Consultant(s)	$1000.00	Business Office
TOTAL:	$1,000.00 / $0.00

Marketing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Other

Need	Cost (Initial/Recurring)	Supporting Departments
Elucian Setup and Training	$5000.00	Business Office
Interview exhange software module to be purchased	$1500.00 / 1500.00 (1st year)	Human Resources, AVP Office
TOTAL:	$6,500.00 / $1,500.00

Combined From

Initiative Title	Department
Automation of Purchase Requisition Process	Business Office
Create mach forms to allow students to complete and submit documents electronically.	Bursar
Non credit payroll as an automated process	Human Resources, AVP Office
Purchase software module from ADP to track salaried employees accruals	Human Resources, AVP Office
Purchase position requisition module	Human Resources, AVP Office

Prioritization

Level 5 Level 5 Cabinet Middle States	Level 4 Level 4 PBIE Committee	Level 3 Level 3 Academic Affairs and Student Services, Provost, VP Office Administration and Finance, VP Office Board of Trustees Chief Diversity Officer Institutional Advancement, VP Office President, Office of Student Services, VP Office SUNY Orange Foundation Sustainability Workforce Development, Strategy & Innovation, VP Office	Level 2 Level 2 Alumni Relations and Special Events Athletics Business Math Science and Technology, AVP Office Business Office CAPE Career and Internship Services Communications Office Enrollment Mgt and Student Financial Services, AVP Office Facilities Food Tech Grants Health Professions, AVP Office Hudson Valley Educational Consortium Human Resources, AVP Office Information Technology, CIO Office Institutional Planning Assessment and Research Lab School Learning & Student Success, AVP Office Liberal Arts, AVP Office Marketing Newburgh Campus Phi Theta Kappa Security Student Engagement and Completion, AVP Office	Level 1 Level 1 Academic Advising Academic Support Middletown Academic Support Newburgh Academic Technology Accessibility Services Admissions and Recruitment Arts and Communication Behavioral Sciences Biology Bursar Business Capital Projects Center for Student Involvement Center for Teaching and Learning Clinical Laboratory Science Computer Science and Technology Criminal Justice Cultural Affairs Custodial and Grounds Dental Hygiene Deployment & Operations Diagnostic Imaging Education Educational Opportunities Program Educational Partnerships English Enrollment Support Services Environmental Health and Safety ESL CAPE Financial Aid Global Studies Governance Honors Program HVAC Information Services & Network Infrastructure Interdisciplinary Studies Liberty Partnership Program Library Mail and Copy Services Maintenance Mathematics Movement Science Nursing Occupational Therapy Payroll Physical Therapy Records and Registration Science Engineering and Architecture Student Services - Data Management Student Services Central Student Services Newburgh Campus Student Support Initiatives Testing Center TRiO Student Support Services Unused Wellness Center Work Force Development CAPE	Initiative Title	Department
	1	2			Create process improvements using technology more effectively $38,000.00 / $5,000.00	Administration and Finance, VP Office

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
No results found.