Notes from the Administrative Services Technology Portfolio Committee Tuesday, December 9, 2014 3:30 – 4:30p.m. (Academic Affairs Conference Room) In Attendance: Scott Collier, Susan Davies, Matt Dull, Sandi Jones, Heather Langdon (co-chair), Sean McGann, Beth Pouder (co-chair), Rick Presnell, Rob Sanders, Rachel Serrano, Sara Speed Work Flow – Beth Pouder and Heather Langdon Banner Workflow is a major project for the coming year. Workflow is already built into Banner and there will be 2 upcoming training sessions in the next few months for IT developers as well as some staff in several areas of the business process areas. Workflow can be summarized as a flowchart of the process of a repeatable pattern of business activity in an area or multiple areas of the university. There has been great interest in how more formal workflow could improve our efficiency. The recommendation after training is to choose a simple workflow situation, then move to more complex ones. The plan is to have the consultant do the first one, the second one with our participation, the third one Appalachian does with the consultant’s supervision. Earlier meetings on some processes that could benefit from WorkFlow are: The New Hire process (on-boarding) Journal entry workflow/interdepartmental billing - consulting to develop workflow for journal entry review and approval Utilize the petitions tab in DegreeWorks for exceptions and substitutions Utilize EPAF’s to increase processing efficiencies o Electronic Personnel action form o Student employment - some but not all o 1-time pays - what triggers this? o Faculty employment different system Student Registration Forms (change of major, drop/add forms, etc. All triplicate forms) The Administrative Services Portfolio Committee discussed other possibilities for WorkFlow projects: Departmental personnel/leadership changes and information/processes connected with them Travel and expense forms (several mentioned interest) Graduate assistantships o Hiring/processing, o Time monitoring Transfer credit petition process o There is already an electronic process, but could be moved to workflow Visiting coursework There is also a need to reach out to departments and Administrative Assistants to find out more details of many processes to investigate what we may investigate further. The committee was asked to reach out and bring back additional workflow ideas to the group. Meeting times for Spring Semester Beth and Heather will check with our Student Rep to make sure the meeting time still works for her next semester. Everyone in the meeting agreed that 3:30 on the 2nd Tuesday of the month is a good time.