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ExtremeMAKEOVER
College of Life Sciences
Internship Online Management System
lifesciences.byu.edu/internships
October 2013LfSci 199R LfSci 399R
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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
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Inability to GrowColumns: A-AC (tasks)
Rows: 1-(amount of interns)
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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
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Organization
Databases
Documents/Other paperwork/Templates
Student/Document/Computer folders
Calendaring Software
Office Staff
Office supplies
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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
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After! The (nearly) finished project!
Avoiding Redundancy
Simplified Process
Automated Communications
Less Paper Cuts
1 Stop Shop
Timely Process
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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.
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Helping students Find Internships
Information from current
interns automatically populates our “Past Interns”
database
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Simplified Process
Intern Provider
Internship Assistant
Accounting
Internship Coordinator
Approver / Professor
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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
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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
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Timely Process
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Evaluation
With one click, Experience Provider is sent an email request to submit an evaluation of the
intern.
This comes directly into the system.
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Conclusion
Our Internship Extreme Makeover is nearly complete and our office isfull of smiles!
before after
Leave your mummy and go on an internship!
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Q & A
THANK YOU!