The sponsorship process had grown into two forms, a 3G sponsorship form and a regular sponsorship form. Even though both were accomplishing the same core objective, they created duplication, confusion, and extra coordination. Submitters and processors had to decide which form to use, the team had to maintain two sets of instructions and logic, and the intake and routing steps were not as consistent as they needed to be. Over time, this created avoidable rework, follow-ups, and inconsistent handling depending on which path a request entered through.
To fix this, the team partnered with KU IT Perceptive content team to redesign the sponsorship intake into one consolidated form that covers both 3G and regular sponsorship needs. Alongside the form build, we aligned and updated the downstream process so sponsorship submissions route cleanly through the right Perceptive Content queues/workflow rather than being managed differently based on which form started the request.
The end result is a sponsorship process that is easier to use, easier to maintain, and more consistent for processing teams. Instead of two separate entry points, the campus now has a single standardized intake that supports the full range of sponsorship scenarios and routes them through a clearer queue-based workflow.
Fellow Change Agents:
- Kara McDowell
- Mandy Tucker
- Chris Bell
- Beth Benfield
- Morgan Swartzlander
- Cheryl Harbor
Impact of idea:
- One consolidated form collects the right info the first time, so the team spends less time chasing missing details, correcting misrouted requests, or asking submitters to redo things.
- Standardized queue routing means requests move through the same workflow every time, making processing smoother, reducing pings, and lowering the chance something stalls because it entered through the wrong path.
