By Administration & Business

Affairs

University Policy Manual Improvements

Problem Statement

To offer the campus a clear, concise information on the process

for creating a new policy or revising an exiting policy. Although

the current process was functional, it was determined there

was room for improvement. The procedures and process were

reviewed with sensitivity towards how to benefit the customer

– approach the project through the “lens of the customer.”

University Policy Manual Improvements

Objectives

To streamline, clarify and provide detailed process

information

Create cross functional flowchart for visual clarity

Update exiting University Policy Manual webpage

Create new forms for better clarity of requirements

University Policy Manual Improvements

Team MembersKem Gravenberg (VP/CFO Office) - Team Leader

Kendal Chaney-Buttleman (Accounting)

Veronica Liew (VP/CFO Office)

Kaye Milburn (Auditing Services)

Priscilla Llamas-McKaughan (Financial Services)

Andrew Stiffler (Strategic Planning & Quality Improvement)

Celene Harwell (President’s Office), ex-officio

Donna Thomason (President’s Office), ex-officio

University Policy Manual Improvements

Findings

Process was not clear on complete policy submission.

Confusion between submitting electronic and hard copy

documents.

Customers not aware of existing forms.

President’s Office not receiving proper information as

to why a policy was being created or revised.

University Policy Manual Improvements

University Policy Manual Improvements

As is - state flow chart

Project Timeline & Milestones1st Team meeting, create current process flow chart

(10/5/12)2nd Team meeting, create future flow chart (1/31/13)Team Leader met President’s Office for feedback

(2/22/13)3rd Team meeting, improved future flow chart based on

feedback from President’s Office (2/28/13)4th Team meeting, created forms (3/8/13)Final Team meeting, refined forms (3/22/13)Team Leader met with VP/CFO for approval (4/2/13)Team Leader met with division contacts (5/10/13)New forms and flow chart posted on website (6/6/13)

University Policy Manual Improvements

Future-State Solution Development

Created future-state workflow chart for visual clarity

of entire process.

Created new forms for detailed process information.

Updated policy manual webpage with new forms.

Communicated these improvements to division

contacts.

University Policy Manual Improvements

Future-state flow chart

University Policy Manual Improvements

Solution Implementation

Less errors in document submissions.

Less follow-up calls and emails to clarify missing information.

Reduce confusion between electronic and hard copy

documents.

Increase efficiency and timeline of policy approvals.

Fewer calls/emails from the President’s Office to gather

additional information on justification of new or revised policy.

University Policy Manual Improvements

List of new and improved forms

UPM Future-state Flow Chart

UPM Future-state Flow Chart Narrative

UPM Checklist

University Policy Template

University Policy Justification Form

Policy Change Campus Notification Form

University Policy Manual (UPM)Improvements