Create process improvements using technology more effectively.

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 submit attachments using a IT home grown system for the online Purchase Requisition approval process. Currently IT, Facilities, and Security are using the online Purchase Requisition approval process, and it is planned to go campus wide by the end of AY 1819. Banner has a Document Attachment feature which can be used by all college departments, and will allow the approver in the auto purchase req process to see the attached documents. Right now the approver, purchasing and others can not see the attached documents and needs to correspond with the requisitioner to get this data. The only exceptions is purchasing who uses the IT Home Grown system. The college uses On Base to do document attachment and costs the college $31k a year and can increase as users are added and any modifications made by OnBase Reps. Banner's Document attachment feature costs $9k (as of 2/2/17), and has no additional cost when you add users and no modifications would be needed since we are using the document attachment feature that comes with Banner. This would be at least a $22k annual savings for the college once fully implemented. I would request for this to occur sooner than later since it would be helpful to have Banner Attachment implemented prior to having the remainder of the college use the online auto purchase requisition approval process, so they are trained once and not twice. If push comes to shove I would rather have implementation of the Auto Purchase Req Approval Process by the end of the AY1819, knowing that Banner document attachment being implemented on the early portion of 1920 year. To have the IT department automate the now manual process of importing non credit payroll into our payroll system. Electronic form submission reduces foot traffic and increases response time. We are currently looking at improving and building on the bookstore voucher process, as well as rolling out the verification of residence and change of information form.
Consequences of this initiative not being funded	This is stated in the Critical Information above. This change would increase the efficiency of this process, decrease human error and greatly decrease the man hours the current process takes. Although monetary funding is not needed to implement this initiative, time and resources are being wasted as paper documents pass through several hands and offices increasing the chances of missed or incomplete information. Electronic submission reduces the time in responding to students.
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	01/15/2019 10:22 pm
Updated	06/10/2019 12:05 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
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.	Has the potential to greatly improve process efficiencies across campus.
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.
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
College decide to use Banner Document Attachment	VPs	1
IT to have a Banner Document Attachmetnt Plan Roll Out for the College Campus	IT	2
IT to install Banner Document Attachment	IT	3
It to train Purchasing how to use Banner Attachment	IT	4
Assure everyone who needs Banner Attachement has access to it	IT	5
Purchasing train college on how to use Banner Attachment for Auto Purchase Req Approval Process.	Purchasing	6
Automate non credit payroll throhgh programming	IT	7
Learn how to create mach forms for use by the Student Accounts Office	Student Accounts	8

Expected Outcomes

Outcome	Order
Everyone will see the attached Documents	1
Increased efficiency, decrease in humna errors	2
Increase efficiency and improve processes	3

Assessment Methods

Method	Description	Other Method	Responsible Party
Other	Enter other assessment method	Ourcome of viewing the attached document is had at all levels of the approval process	Comptroller
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
Document Analysis	Documents can be analyzed to provide information and meaning around an assessment topic		Student Accounts

Resources

INITIAL YEAR COST:	$16,000.00
RECURRING COST:	$10,000.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
Banner Document Management Campus Wide	$10000.00 / 10000.00 (1st year)	Information Technology, CIO Office
TOTAL:	$10,000.00 / $10,000.00

Facility

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

Supply

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

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
TOTAL:	$5,000.00 / $0.00

Combined From

Initiative Title	Department
Banner Document Attachment for Automation of Purchase Requisition Process and Campuswide	Business Office
Non credit payroll as an automated process	Human Resources, AVP Office
Create mach forms to allow students to complete and submit documents electronically.	Bursar

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
10 Notes View	10 Notes View	1			Create process improvements using technology more effectively. $16,000.00 / $10,000.00	Administration and Finance, VP Office

Level 4 (PBIE Committee)

The implementation of Banner Document Management (BDM) from this initiative will increase operational efficiency and reduce error, especially when creating Purchase Orders which are contracts entered into by the College and a Vendor for the delivery of goods and/or services. A significant annual savings can be realized when we discontinue OnBase and fully utilize BDM. We are wasting resources that cannot be measured when we send paper attachments instead of electronic attachments. This initiative is directly supportive of more efficient and effective operations.

Level 5 (Cabinet)

Covered already under Banner Document Management System.

Assessment

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