ExtremeMAKEOVER

College of Life Sciences

Internship Online Management System

lifesciences.byu.edu/internships

October 2013LfSci 199R LfSci 399R

Before! The need for a makeover

1 internship coordinator; 2 internship assistants; many interns (no room for expansion)

Training new internship assistants

Many supplies needed

Organization

Efficiency

Inability to GrowColumns: A-AC (tasks)

Rows: 1-(amount of interns)

Training Intern Assistants

“Simplified” process

InternProvider

Accounting

Internship Coordinator

Approver / Professor

Instructions:1. Intern -> provider2. Provider -> Intern3. Intern -> I.A.4. I.A. -> Dr. AY5. Dr. AY -> I.A.6. I.A. -> Gale/Intern7. Intern -> I.A./Gale8. Gale -> I.A.9. I.A. -> Provider10. Intern -> I.A.11. I.A. -> Accounting12. Accounting -> Intern13. Gale -> Provider14. Provider -> Gale15. I.A. -> Intern16. Intern -> Gale17. Gale/I.A. -> Dr. AY

Internship Assistant

Organization

Databases

Documents/Other paperwork/Templates

Student/Document/Computer folders

Calendaring Software

Office Staff

Office supplies

Efficiency

How many interns can the system handle?

How fast can the information be processed?

The answers weren’t what we wanted with our old system

After! The (nearly) finished project!

Avoiding Redundancy

Simplified Process

Automated Communications

Less Paper Cuts

1 Stop Shop

Timely Process

Avoiding Redundancy

Application information

automatically populates database,

saving time and avoiding

errors

Items needing action are organized, allowing for better time

management

Information can be sorted alphabetically

or numerically.

Helping students Find Internships

Information from current

interns automatically populates our “Past Interns”

database

Simplified Process

Intern Provider

Internship Assistant

Accounting

Internship Coordinator

Approver / Professor

Less Paper Cuts

2 pages still needed forprocessing grant awards,

BUT…

Info for Grant Summary Verification Form will be populated automatically

ready for printing and signatures.

Internship and Grant Applications now online

1 Stop Shop

All Interns are listed here

Each intern’s information is organized into ONE VIEW.

Colors indicate status of various steps of internship process.

All who have Adminaccess can quickly and

easily see pertinent info, and check the status of

progress.

The late-add petition form has a link here

Timely Process

Evaluation

With one click, Experience Provider is sent an email request to submit an evaluation of the

intern.

This comes directly into the system.

Conclusion

Our Internship Extreme Makeover is nearly complete and our office isfull of smiles!

before after

Leave your mummy and go on an internship!

Q & A

THANK YOU!