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 Jonese1@scranton.edu

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

Jonese1@scranton.edu

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

The University of Scranton Workflow Project

Questions???

Thank you,Bill Burke

burkew1@scranton.edu