workflow: from daunting to done (sort of) presenters: cindy hampton, it systems analyst, mc judson...
TRANSCRIPT
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Workflow: From Daunting to Done
(sort of)
Presenters: Cindy Hampton, IT Systems Analyst, MC
Judson Matthews, MAK-Solutions
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Disclaimer:
We are functional people … not techie gurus ….
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Why Workflow?
• SACS requirement to provide services to online students
• Allow broader, 24/7 access
• Improve efficiency
• We hate paper
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What is Workflow?
• Functional definition: Separate Banner module that allows for the conversion of paper processes into automated processes
• Sounds great (and fairly easy) …. To a functional person!
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Our Implementation Process:• Create buy-in • Hire a consultant (MAK-Solutions)• Create buy-in• Pre-implementation planning• Create buy-in• Training with consultant• Create buy-in• Implementation (using one or two processes)• Create buy-in• Testing of process• Create buy-in• Train stakeholders• Create buy-in• Roll out• Continued assessment, build more processes
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Training/Workflow Process Implementation
• Identify process AS IT IS (not as easy as you think)
• Identify process as you would like it to be
• NEGOTIATE (must have chocolate for this stage)
• Great opportunity to review/improve processes
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Withdrawal Process Using
Workflow
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Process Overview
Student
initiates via Banner Web
If student is a Law student,
the Director of Law
Records is notified,
processes request.
If last day to
withdraw has
passed, Academic
Affairs must
approve.
Financial Aid is
notified, counsels student, records decision
.
Housing is
notified,
records decisio
n.
Registrar Office
is notified, process
es request.
Bursar’s Offices reviews account, communi
cates with
student if necessary
.
All parties
receive a confirmation email (Security, Library,
Athletics, etc.)
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Criteria for Using Process
• All students except Physician Assistant students are eligible to use the process
• Students must be enrolled for current or future term (cannot be past the end date of the term or part of term)
• Office of the Registrar will initiate process in the case of pre-registered withdrawn students
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Student Initiates via Web
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If past the deadline to withdraw, Academic Affairs Receives Email Notification
Click here to access Workflow Login Screen
Notice all pertinent information shows in email.
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Academic Affairs Logs into Workflow
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Academic Affairs Processes Request
1. Add notes if appropriate
2. Record decision (withdraw or cancel)
3. Click Complete to forward request.
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If denied, email is sent to student.
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If approved, Financial Aid Receives Email Notification
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Financial Aid Logs Into Workflow
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Financial Aid Processes Request
1. Counsel with student if appropriate.
2. Record decision (withdraw or cancel)
3. Add notes if appropriate
4. Click Complete.
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Residence Life Receives Email Notification
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Residence Life Office Logs in and Processes Request
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Registrar’s Office Receives Email Notification
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Registrar’s Office Logs in and Processes Request
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Bursar’s Office Receives Email Notification
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Bursar’s Office Logs in and Processes Request
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All Involved Parties Receive Confirmation Email that Request is Complete
• Student• Academic Affairs• Financial Aid• Residence Life• Bursar’s Office• Registrar Office for Imaging Purposes• Office of Student Success• Graduation Coordinator (if student has already applied for a degree)• Security• Library• Office of Global Education (for international students only)• Athletics (for athletes only)
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Confirmation Email
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Ending Notes
• Different strokes for different folks• Endless applications (Student, HR,
Finance, Advancement ….)• Potential to change the way we do
business