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	All depts. Reduce paperwork, increase efficiency between departments. IPAR. Additional training is needed for both writers and runners on any updates to the software and new aspects that can be used, such as dashboards. Additionally, a report group will have to collaborate to determine an effective and efficient process by which to receive and process new report requests. Continue efforts to provide efficient and effective access to College information. Business Office. When viewing Banner Document Imaging with IT and Ellucian Personnel via Web for the Document Attachment feature to enhance the auto approval process for Purchase Reqs, we were shown that their is a process within Banner to automate the journal entry approval process. Our current process involves select Business Office Personnel to initiate a journal entry, print the entry, and then hand it to another staff member who enters it into Banner. Then it is provided to the Comptroller for review. The review process occurs after the posting of the journal entry, so if the review process catches an issue, another paper journal entry is created to fix the one already posted. Also this process does not catch keying errors that might occur. The automated process will allow assigned staff members to initiate the journal entry themselves in Banner, attach supporting documentation, then be reviewed by the Comptroller or Assistant Comptroller, and then either the Comptroller or Assistant Comptroller can post the entry into Banner. Not only will it create a more efficient process, but it will save paper as well. This is a common practice that would be nice to implement at our institution. Student Accounts is searching for payment plan vendors that may provide increased customer service to our students at a lower cost.
Consequences of this initiative not being funded	Students may not purchase books in a timely manner. College and or Students pay more fees than necessary. It is important for offices and persons to run reports in Cognos to obtain the information needed for their roles and responsibilities. I believe that we already have this functionality and it just needs to be activated, and the supporting documentation can be attached easily since we already have Banner Document Attachment feature. So no funding is necessary just employee time. Funding not required for initiative to be implemented I believe that we already have this functionality and it just needs to be activated, and the supporting documentation can be attached easily since we already have Banner Document Attachment feature. So no funding is necessary just employee time. College and or Students pay more fees than necessary.
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	01/16/2020 4:54 pm
Updated	01/16/2020 4:58 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
MIDDLESTATES STANDARDS 9. Student Support Services	Support students in being successful
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 automation of the journal entry process will allow efficiency in tracking the journal entry, as well as catching keying errors prior to posting or errors in the initial entry itself.
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. a: Maximize existing funding streams and explore alternative revenue opportunities to ensure financial stability.	Decreasing operating expenses for the College
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.	Reduce time necessary to provide students with resources to successfully continue their education
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.	In order to effectively plan, budget, and assess, a certain amount of valid and reliable data is needed for decision making. The report writers, with training, will be better prepared to accomplish the request for information more efficiently and effectively.

Action Steps

Action Step	Responsible Party	Order
Reaching out to other community colleges currently utilizing automated processes with Follett	Student Accounts Staff	1
Create reports to identify eligible students	Student Accounts Staff and IT	2
Collaborate with Follett Bookstore to accommodate students purchasing their books and supplies	Student Accounts Staff and Bookstore Staff	3
Contact vendors and invite them to present their product	Student Accounts Staff	4
Cognos [Next-Level] Training for Report Writers	Multiple offices - IPAR, SS, ITS, AA, etc.	5
Create report library to ensure transparency of information and avoid duplication of data.	IPAR, ITS,	6
Outreach (meet, survey, etc.) to "report runners" to ensure data provided is relevant & appropriate when reports are transitioned to Cognos	IPAR	7
Collaborative continue process of documentation, dictionaries, directions, etc.	IPAR and ITS	8
IT validate that all we need to do is activate the Auto Journal Entry Process	IT	9
IT to train Business Office on using the Auto Journal Entry Process	IT	10

Expected Outcomes

Outcome	Order
Seamless transaction for students using Financial Aid to purchase books and supplies	1
We will retain services from best overall vendor	2
Report writers will have next level knowledge and skills to utilize Cognos to meet the College's reporting needs as well as understand how to efficiently/effectively manage/organize reporting environment.	3
The process will be automated	4

Assessment Methods

Method	Description	Other Method	Responsible Party
Focus Groups	A series of structured discussions with students who are asked a series of open-ended questions designed to collect data about beliefs, attitudes, and experiences.		Student Accounts Staff
Rubrics/ Scoring Guides	Rubrics/scoring guides outline identified criteria for successfully completing an activity, assignment, etc. and establish levels for meeting the criteria. They can be used to score everything from essays, engagement, to performances.		Student Accounts Staff
Document Analysis	Documents can be analyzed to provide information and meaning around an assessment topic		IPAR and ITS
Interviews	The students (or other participants) are able during an interview to share their direct experiences, attitudes and beliefs. Interviews can be either structured or unstructured.		IPAR
Other	Enter other assessment method	The automated journal entry process works.	Comptroller

Resources

INITIAL YEAR COST:	$38,000.00
RECURRING COST:	$10,000.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
Credit Card Terminals	$3000.00	Student Services Central
TOTAL:	$3,000.00 / $0.00

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
TOTAL:	$0.00 / $0.00

Training

Need	Cost (Initial/Recurring)	Supporting Departments
End User training for report runners - Costs Minimal (in-house approach)	$0.00 / 0.00 (1st year)	Information Technology, CIO Office
TOTAL:	$0.00 / $0.00

Marketing

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

Other

Need	Cost (Initial/Recurring)	Supporting Departments
Annual Subscription	$10000.00 / 10000.00	Business Office
Employee Time	$0.00	Information Technology, CIO Office Business Office
Initial Implementation	$35000.00	Business Office
IT and Student Accounts Personnel Time	$0.00	Bursar Information Services & Network Infrastructure
TOTAL:	$35,000.00 / $10,000.00

Combined From

Initiative Title	Department
Automate Bookstore Credit	Bursar
Exploring new credit card vendors	Bursar
Collaboratively develop a reporting environment for functional users that supports data accessibility & an organized reporting structure.	Institutional Planning Assessment and Research
Use Banner Document Imaging to automate the Journal Entry Process	Business Office
Enhancement of IR & Assessment Webpages	Institutional Planning Assessment and Research
Create process improvements using technology more effectively.	Administration and Finance, VP Office

Prioritization

This is initiative is ready for prioritization.

Assessment

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