Process
Improvement
Initial Focus Areas:
- Travel
- HR (On-boarding)
- Award Processing
- Procurement
- Chemical Purchases
UNIVERSITY OF ALASKA FAIRBANKS
Travel
 Process Mapping
• From creation of TA to payment of TER
 Potential process improvements
• Expand travel card use to include lodging (expand
overall use of university credit card use for travel)
• Create shared resource centers to improve
efficiency and maintain compliance
• Note: Travel processed will be significantly
changed with the implementation of the soon to
be purchased Banner travel module
UNIVERSITY OF ALASKA FAIRBANKS
HR – On-boarding
 Process Mapping
• On-boarding: new employee Banner access
delays
 Recommended Process Improvements
• Change security coordinators’ priority for
activation/de-activation of employee accounts
• Modify training and access requirements
• Consolidate multiple access authorization forms
to a single form
UNIVERSITY OF ALASKA FAIRBANKS
Procurement (Restricted Funds)
 Process Mapping
• Overall restricted fund procurement process
• Sub-processes: Requisition, ProCard, Subaward
 Current Process Improvements
• Vendor W-9 form collected by department
• Central email repository for backup documents
 Recommended future improvements
• Increase research procurement training
• Procurement Technician Program
• Continuous re-evaluation of process
UNIVERSITY OF ALASKA FAIRBANKS
Grant Award Setup
 Process Mapping
• Pre-award and Post-award processes
• Sub-processes: PI review, compliance review,
match/cost share, F&A, negotiator
 Potential Process Improvements
• Reduce suspense log entries
• Return fully signed award to agency electronically
• Modify budget setup using FRAPROP screen
 Recommended Improvement
• Consolidate collection of IRB/IACUC protocol
forms at the department
UNIVERSITY OF ALASKA FAIRBANKS
Procurement (Restricted Funds)
 Process Mapping
• Overall restricted fund procurement process
• Sub-processes: Requisition, ProCard, Subaward
 Current Process Improvements
• Vendor W-9 form now collected by department
• Central email repository for backup documents
 Recommended future improvements
• Increase research procurement training
• Procurement Technician Program
• Continuous re-evaluation of process
UNIVERSITY OF ALASKA FAIRBANKS
Chemical Purchases
 Mapping Process Identified:
• Pathways by which chemicals reach UAF labs
• Three different mechanisms for ordering
chemicals
• Four types of locations where chemicals are
delivered
UNIVERSITY OF ALASKA FAIRBANKS
Chemical Purchases (cont’d)
 Outcomes of Process Map
• Developed means of identifying ProCard
purchases
• Identified risk w/chemical deliveries to office
areas (plastic bins purchased for depts.)
• Mapping led to additional process map of
chemical inventories
UNIVERSITY OF ALASKA FAIRBANKS
Chemical Purchases (cont’d)
 Benefits to UAF
• Identification of ordering process and inventory
updates enables EHS to assist faculty/staff in
management & use of chemicals
• Bins help reduce chance of injury/illness/property
damage if damaged package is delivered to
business office
• Improved knowledge of chemicals on campus
UNIVERSITY OF ALASKA FAIRBANKS