The University of Scranton
Using Workflow to Streamline Campus
ProcessesBill Burke
Director of Financial Aid
The University of Scranton
Work Study at UofSWork Study at UofS
• Work funds are budgeted to Departments
• Departments request number of students
• Financial Aid Office refers students• Supervisors make hiring decision• Each job description has own position
number for federal, university, SWSP• Students enter hours electronically• Different Pay Rates based on seniority
The University of Scranton
Using Workflow Software – What can
it do for me?
Topics of Discussion
• What is a workflow?
• What is SCT Workflow?
• Selecting processes
• Why did we select this project?
• Who should be on the project team?
• Using Workflow to improve your internal processes
What is a workflow?
• Total process perspective
• Processes which involved information being exchanged between offices which ultimately had to be entered into Banner
• Processes that involved paper forms which needed to be moved around campus for approval/signatures
What is SCT Workflow?
• Process to automate tasks
• Automate routing and scheduling
• Triggers
• Ability to direct tasks
• Automate certain decisions
• E-mail notifications
• Coordinate and monitor tasks
Project Development
• Paper-based processes
• Are there “value added” steps
• Can rules be written?
Work Study Work Flow
• Student Placement/Employment
Case Study – The Old Process
• Running back and forth
• Manual paper forms
• Time consuming & inefficient
• Collected same data elements
• Errors
Define Define the Scope of the Project Scope of the Project
• Determine the scope of the project
• Flowcharting
• Focus on sub-processes
– Two separate workflows:
1. Referral/Placement Process
2. Hiring Process
Referral Form (In House)
E-Mail Referral to Student
You have been referred for a work-study position. Please understand that a referral does not guarantee employment. Please contact the supervisor below to arrange details in reference to an interview.
Name: Ed Jones Address: Room 115 St. Thomas Hall
Phone: 570-941-1111 Email [email protected]
Department Number: 600522 Department Name: Payroll
If you have any questions concerning this letter please contact our office, as we are here to assist you. The University of Scranton wishes you the best in achieving your educational goals.
Sincerely,
Scott Key – Financial Aid Counselor
E-Mail Placement to Department
The following student has been placed for a position in your department. Please complete the electronic placement form for this student.
Student ID: 164311111
Student First Name: Sarah
Student Last Name: Smith
Position Number: 040200
Supervisor Hire List
Supervisor Hire Form
E-Mail to Student - Hired
You have been hired as a work study studentin the Payroll Department. Please contact yoursupervisor listed below to finalize your work schedule.
Ed Jones
Room 115 St. Thomas Hall
570-941-1111
E-Mail to Student – Not Hired
The student work study position you applied for in the Treasurer’s Office has been filled. If you would like to apply for another position please reply to this E-mail for another placement.
Scott Key
Financial Aid Office
Missing Information
Please contact Donna Hurricane in the Payroll Office at extension 4068 concerning missing W4 or I-9 information. You cannot enter your hours or begin working until these forms are completed.
Special Rate Request
The following Student has been hired at an 'other rate'.
Student ID: 16411111
Student First Name: Sarah
Student Last Name: Smith
Pay Rate: 7.75
Rate Comment: Sarah fills in for Director of Library during Intersession.
Payroll Workflow Task List
Some StatisticsSome Statistics2003-04 Academic Year2003-04 Academic Year
• Over 1300 referrals made to date• Approximately 929 hirings to date• Approximately 765 students hired• Approximately 215 not hired• Approximately 166 in process• Approximately 111 supervisors
RESULTS!
• Old process required a minimum of 15 person minutes to complete each record
• With SCT workflow, processing time is two minutes per record
• 250 person hours of administrative processing time per year was eliminated
• Improved accuracy of the data and data flow
• Increased student and supervisor satisfaction
The Good & BadThe Good & Bad
• GOOD Points• Less paper• Reduced mailing• Instant
communication• Easy to use• Less errors• Documents not lost• Ability to track
process
• BAD Points• Getting supervisors
to buy into the system
• Technical glitches• Deciding access• Less paper means
no copy information• Challenge to keep
departmental records up to date
Some CommentsSome Comments
• I must commend you and your office for the prompt services that we are receiving from your office for our requests and questions.
• Thank you for not giving up on us. With all our complaining about the previous system being better, it wasn’t.
• It’s just so easy. All the information is right there
• It’s more streamlined
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