Your Ideas Matter
Jayhawks Elevate is successful because of you. Your ideas make us better. Below are some examples of processes being improved by your peer's ideas. Check out changes being made. Perhaps you have an idea to submit too!
Automate Collection Notice Emails
Student Accounts partnered with Student Information Systems to automate the monthly disbursement of student collection letters. Previously we would have a monthly query ran by the Budget office and then over the course of a few days the Student accounts team would manually review the list to remove students who shouldn't get a notice and then send out the letters manually in batches through email. The criteria for this review was the same every month. Our Student Information Systems team took the original query, built in the criteria to automatically filter the student list appropriately and disburse the letters through Enroll & Pay. This process is completely automated now with the work these teams did together because they were willing to look at the process holistically and make it better.
Fellow Change Agents:
Deborah Rollf, Mandy Tucker, Angie Dopp, Justin Carroll, Dee Anna Rendall, and Kevin Kenn
Impact of idea:
$3,600 annually in efficiency savings
Potter Lake Project Input
Bonnie Johnson and other campus stakeholders wanted to support and provide feedback for the Potter Lake development project. She held a charrette to come up with recommendations to offer to Facilities Planning and Development. A number of these ideas were incorporated into the existing project where budget and goals would allow.
Fellow Change Agents:
Bob Hagan, Mark Reiske, Callie Long
Impact of idea:
The stronger our relationships of Faculty to operational support will help us leverage all areas of skills and expertise on campus.
Need for Tracking IT Hardware
Joe Finan Jr had noticed during his time in Risk Management that KU did not have a robust process for tracking all of our hardware used on campus. When working with IT, they agreed with his assessment. Currently IT is shifting to Team Dynamix to use their asset tracking tool to help correct this issue in the future.
Fellow Change Agents:
Tom Johnson, Jake Coffman
Impact of idea:
If we understand our hardware portfolio better we can manage their lifecycle and security risks more effectively.
Streamline Outside Scholarship Deposit Process
Deborah Rollf shared how disjointed the process of posting an outside scholarship can be for a student. This effort requires attention from Financial Aid, Accounting Services, and Student accounts to be sure the amount is recorded on the student account, recognized on the financial aid package, and deposited physically in our bank. These teams partnered to improve the existing excel tracking system they have used in the past to minimize errors and student impacts. They will also continue to look for more ways to make this process better.
Fellow Change Agents:
Mary Frances Riner, Mandy Tucker, Missy Somers, Gail Sherron
Impact of idea:
Fewer students will have a delay in having their aid posted accurately to their account.
Revise the Retroactive Funding Adjustment Process
Elise Stella and others were getting frustrated with the length of time Retroactive Funding Adjustments took to be approved and posted. She suggested a review of the process and form to be more streamlined and hopefully drive quicker turnarounds. There is now an improved RFA form with field enhancements and the team consolidated the previous two forms into one form. This should reduce the number of errors, highlight processing time in each step, and give a more accurate depiction of what is causing the RFAs in the first place to correct with better training.
Fellow Change Agents:
Pam Burkhead, Melissa Bissey, Penny Kellum, Cheryl Harber, and Alicia Reed
Impact of idea:
A reduction in errors and the streamlined process should save $5,000 annually in efficiency
