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!
Student Organization Payment Request Process
Jessie Hamm had a manual process for reviewing payment requests, getting suppliers setup, and then payments created in our system. We have created a Finance Service request for SOFAs payment requests that utilizes workflow and automated report distributions for each team responsible for each task. This has allowed them all to get a daily worklist to focus on each morning rather than reacting to system notifications.
Fellow Change Agents:
Mike Lewis, Leslie O'Neil, Mary Sue Sledd, Krissie Druen, Reggie Mitchell, Stephanie Rasys, Erin Monaghan, Michelle Williams, Judy Hamner, Nolan Haire, Steven Johnson
Impact of idea:
This will streamline the request, approval, and coordination effort on getting payments done on time.
Concur Booking Fees Improvement
Penny was frustrated about needing specific documentation for booking fees associated with using our Concur Travel tool. We reviewed the Concur process and decided to cover the booking fees centrally and only require documentation of the actual travel expenses going forward.
Fellow Change Agents:
Katrina Yoakum, Lori Gutsch, Stephanie Howser
Impact of idea:
This will simplify the documentation and reduce frustration with Concur Travel.
Update Kansas Open Records Request Process
Lori Haaga was frustrated that when accepting payments for open records requests, we were taking checks or cash. This would require her office to prepare deposit forms, cross campus to drop them off, and then wait until those funds deposited in the bank to recognize the payment. Once it was received, we tried allocating the small deposits to various units who helped pull the data. This manual process had significant delays for our customers and us processing them. She partnered with our E-Commerce group to create a TouchNet store to accept credit card payments to be automatically deposited into one location rather than being allocated to various departments. The store capability also allows for our Open Records request billing to insert a QR code as well to make paying easier.
Fellow Change Agents:
Parker Thomas Redel, Todd Dilley, Craig Alexander
Impact of idea:
Our customers can make payments online and our back office processes will be significantly improved.
Concur Automated Welcome Back Email
Jodie Seaton had noticed the travelers she supported were not aware of all the documentation they needed to turn in for their reimbursement to be completed. She thought it would be a good idea to have a checklist sent to the traveler when they returned from their approved trip. We discovered the welcome back email we had setup was broken. This was quickly fixed with the help of our FMS team. During our Pay in 30 effort, this was enhanced by sending the checklist to the traveler before they leave.
Fellow Change Agents:
Stephanie Howser
Impact of idea:
Increased traveler awareness of critical information for smooth Travel Reimbursement requests
SSC Notification for New P-Cards
Dona Jurgensen had noticed she wouldn't be aware of her departments having new P-Cards until after transactions started to post on their profiles. This caused difficulty because the SSC is responsible for getting them reconciled for KU/KUCR to pay our Corporate bank card partner. We now have a weekly and monthly report that contains all issued/approved P-Cards for that time frame to share with SSC/LSI/IPSR/AMS. This will keep everyone informed on new P-cards to watch for.
Fellow Change Agents:
Mike Lewis, Mischa Bell, Kevin Teel, Karen Schaller, Todd Dilley, Jena Gunter, Jennifer Hollwick
Impact of idea:
The reconcilers for P-Cards will be informed of new potential activity to watch for.
