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Extreme MAKEOVER

Extreme MAKEOVER. College of Life Sciences Internship Online Management System l ifesciences.byu.edu/internships October 2013. LfSci 399R. LfSci 199R. Before! The need for a makeover. 1 internship coordinator; 2 internship assistants; many interns (no room for expansion)

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Extreme MAKEOVER

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  1. ExtremeMAKEOVER College of Life Sciences Internship Online Management System lifesciences.byu.edu/internships October 2013 LfSci 399R LfSci 199R

  2. Before! The need for a makeover • 1 internship coordinator; 2 internship assistants; many interns (no room for expansion) • Training new internship assistants • Many supplies needed • Organization • Efficiency

  3. Inability to Grow Columns: A-AC (tasks) Rows: 1-(amount of interns)

  4. Training Intern Assistants “Simplified” process Approver / Professor Accounting Instructions: Intern -> provider Provider -> Intern Intern -> I.A. I.A. -> Dr. AY Dr. AY -> I.A. I.A. -> Gale/Intern Intern -> I.A./Gale Gale -> I.A. I.A. -> Provider Intern -> I.A. I.A. -> Accounting Accounting -> Intern Gale -> Provider Provider -> Gale I.A. -> Intern Intern -> Gale Gale/I.A. -> Dr. AY Internship Assistant Internship Coordinator Intern Provider

  5. Organization Student/Document/Computer folders Documents/Other paperwork/Templates Calendaring Software Databases Office supplies Office Staff

  6. Efficiency How fast can the information be processed? How many interns can the system handle? The answers weren’t what we wanted with our old system

  7. After! The (nearly) finished project! • Avoiding Redundancy • Simplified Process • Automated Communications • Less Paper Cuts • 1 Stop Shop • Timely Process

  8. Items needing action are organized, allowing for better time management Avoiding Redundancy Information can be sorted alphabetically or numerically. Application information automatically populates database, saving time and avoiding errors

  9. Helping students Find Internships Information from current interns automatically populates our “Past Interns” database

  10. Simplified Process Provider Intern Accounting Approver / Professor Internship Coordinator Internship Assistant

  11. Less Paper Cuts Internship and Grant Applications now online 2 pages still needed for processing grant awards, BUT… Info for Grant Summary Verification Form will be populated automatically ready for printing and signatures.

  12. 1 Stop Shop All who have Admin access can quickly and easily see pertinent info, and check the status of progress. The late-add petition form has a link here All Interns are listed here Each intern’s information is organized into ONE VIEW. Colors indicate status of various steps of internship process.

  13. Timely Process Information is saved and passed electronically as each process gets cleared.

  14. Evaluation With one click, Experience Provider is sent an email request to submit an evaluation of the intern. This comes directly into the system.

  15. Conclusion • Our Internship Extreme Makeover is nearly complete and our office is full of smiles! before after Leave your mummy and go on an internship!

  16. Q & A THANK YOU!

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