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	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	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
Estimated Completion Date
Will this initiative span multiple budget years?	No
Importance	High
Funding Source	Request for Prioritization
Created	01/16/2020 4:22 pm
Updated	01/16/2020 4:51 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
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.	Automation of the Journal Entry process will stream line operations to be for efficient and effective.

Action Steps

Action Step	Responsible Party	Order
IT validate that all we need to do is activate the Auto Journal Entry Process	IT	1
IT to train Business Office on using the Auto Journal Entry Process	IT	2
Contact vendors and invite them to present their product	Student Accounts Staff	3

Expected Outcomes

Outcome	Order
The process will be automated	1
We will retain services from best overall vendor	2

Assessment Methods

Method	Description	Other Method	Responsible Party
Other	Enter other assessment method	The automated journal entry process works.	Comptroller
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

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
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
TOTAL:	$35,000.00 / $10,000.00

Combined From

Initiative Title	Department
Use Banner Document Imaging to automate the Journal Entry Process	Business Office
Exploring new credit card vendors	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 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 SUNYOrange PLUS	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 Financial Aid Global Studies Governance High School Equivalency (HSE) 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 Workforce Development Programming Workforce Student Support Youth Empowerment Program	Initiative Title	Department
		2			Create process improvements using technology more effectively. $38,000.00 / $10,000.00	Administration and Finance, VP Office

Assessment

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