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SharePoint: Making Processes Efficient

SharePoint: Making Processes Efficient. Overview of the practical application of MS SharePoint for processing and communication needs of the Texas Tech University Office of the Registrar S ACRAO Session M2.7 February 4, 2013 10:30 – 11:30 AM.

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SharePoint: Making Processes Efficient

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  1. SharePoint: Making Processes Efficient Overview of the practical application of MS SharePoint for processing and communication needs of the Texas Tech University Office of the Registrar SACRAO Session M2.7 February 4, 2013 10:30 – 11:30 AM

  2. Utilizing MS SharePoint for Efficiency and Communications • Historical Perspective: • Fall 2008 – Banner Conversion • Registrar’s Office was tasked with dually processing data in both the OLD system and the new Banner system. • Decentralized processes were pulled back to the Registrar’s office for that term. • Staffing level of 10 people and four student assistants

  3. Utilizing MS SharePoint for Efficiency and Communications • Challenges faced: • Current “standard” responsibilities had to be maintained • Consistency of information entered in both systems • Delivery methods of information (fax, email, hand-delivered) • Multiple contacts for status reports (phone, email) • VOLUME, VOLUME, VOLUME • No funds for additional staffing

  4. Emergency Solution: MS SharePoint • One-stop collection of data processing requests • Allowed for better management of personnel resources • Immediate status updates available to requestors • Tracking of information for corrections • Record Auditing • Emergency auditing of converted data to assist with record accuracy • Additional tools • Mailing labels • Quick general communication to prescribed groups. Utilizing MS SharePoint for Efficiency and Communications “For every mountain, there is a miracle.” -Robert H. Schuller “When faced with a challenge, look for a way, not a way out.” -David Weatherford

  5. Utilizing MS SharePoint for Efficiency and Communications Fall 2008 by the numbers Processing: (Sept 1, 2008 – April 15, 2009) • More than 19,000 mass requests and data conversion corrections • More than 30,000 campus community requests for processing • Almost 1000 hours of overtime

  6. Utilizing MS SharePoint for Efficiency and Communications • Negatives: • Campus resistance • Security maintenance • Lack of organization • Not every process available • No resource information • SharePoint “guru” left office

  7. Utilizing MS SharePoint for Efficiency and Communications • Registrar SharePoint “ReMix”, Summer 2011 – Spring 2012 • Analyzed missing request types • Surveyed key influencers on needs/wish-list items • Tapped into other campus resources • Conducted security audit • Separated and addressed internal needs vs external needs • Created greater resource tools: announcements, calendars, document libraries • Created separate tool for all faculty and staff to report Grading and Registration issues

  8. Utilizing MS SharePoint for Efficiency and Communications “I don’t want the problems solved for me. I want the fishing rod, not the fish.” -Yanni “Sometimes, instead of climbing over the barricades, you’ve got to walk around them.” -Bono

  9. Utilizing MS SharePoint for Efficiency and Communications • Implemented for Spring 2012: • Built processes specific to Athletic Certification and communication needs. • Created separate tool for all faculty and staff to report Grading and Registration issues

  10. Utilizing MS SharePoint for Efficiency and Communications Registrar SharePoint Issues SharePoint • Coordinate current student processing requests from colleges • Coordinate incoming student needs with Admissions offices • Coordinate technical assistance with IT personnel • Provide internal resources for staff • Resource documents • Announcement capability • Specific Issue Reports and workflows

  11. MS SharePoint 2010 - Where are we going? • Greater opportunity for complete, paper-less workflows • More flexibility with communication tools • More attention to ease-of-use for campus customer base • Greater attention to communication workflows to handle standard “issues” • Identifying additional “tie-in” opportunities with other campus offices Utilizing MS SharePoint for Efficiency and Communications Focusing use on: Communication Processing Organization Resources

  12. Cleaner, brighter, friendlier presence • Greater attention to appearance and design of data • Separation of information/communication functions and processing functions

  13. Bobbie Brown Registrar Bobbie.brown@ttu.edu November 6, 2012

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