Phase 1 Projects
January through November 2017
Copier Leases
- Eliminated approximately 105 leases by using internal loans through Copy Machines Department
- Estimated principal savings of $925,000
Travel
- Automated approval of approximately 20,202 low risk travel reimbursements annually, or approximately 49% of reimbursements
- Increased average approval time of reimbursements by 11 hours, thereby reducing the amount of time travelers wait for reimbursement
- Saves Travel department approximately 1,683 hours annually*
Mid -Year Pay Increases
- Standardized & streamlined process for review & approval of all mid-year pay increases by developing & deploying an e-doc to manage process
- Clarified & improved process for departments & campuses
- Saves IU Human Resources & the University Budget Office approximately 638 hours annually
Accounts Payable
- Automated processing of approximately 2,263 Apple invoices annually
- Saves Accounts Payable approximately 188 hours annually*
Phase 2 Projects
January through October 2018
Student Fees
- Created inventory of all student fees
- Standardized & improved process for request & approval of new fees by developing & deploying an e-doc to manage process
- Clarified & improved process for departments & campuses
- Saves University Bursar & University Budget Office approximately 1,047 hours annually
HR Census Data
- Investigated Human Resources Census table creation process, usage & documentation
- Recommended several improvements to improve efficiency & reduce risk
Phase 3 Projects
January through November 2019
Fee Remissions
- Created inventory of all fee remissions
- Developed & deployed a process for request and approval of fee remissions using an online request form
- Standardized the process, reducing the time to completion
Non-Employee Travel
- Reviewed & standardized process for reserving and reimbursing non-employee travel
- Developed and deployed tools for departments to facilitate process of collecting required information for reserving and reimbursing travel, thereby improving processing speed
I-9 Centralization
- Implementation still in process
- Research & implement centralization of I-9 processing with goal of ensuring high level of compliance while improving processing performance
New Hire Orientation
- Implementation still in process
- Research reasons for attendance decline
- Implement improvements to orientation and communication in order to improve attendance
Employee Overpayments
- Research reasons for overpayments & recommend improvements
- Developed comprehensive white paper with reasons for overpayments, developed new reporting tools, and made several recommendations for improvement
* Based on average processing time of 5 minutes
Phase 4 Projects
January through November 2020
Separation Pay
- Centralized and streamlined the process for calculating and entering separation pay, thereby increasing accuracy and efficiency
- Process saves an estimated 645 hours per year across IU Human Resources, UCO Payroll and departments
Reimagining Travel at IU
- Automated approval of low dollar and/or low risk travel reimbursements annually, saving Travel approximately 445 hours per year
- Established trip pre-approval and requirement to use Designated Travel Agency to control costs and ensure ability to provide Duty of Care to travelers
Accounts Payable Refund Checks
- Centralized receipt of refund checks to eliminate unnecessary movement of checks and streamline deposit procedure
- Implemented monthly report that easily allows departments to identify unclaimed funds
Phase 5 Projects
January through October 2021
Supplier Setup
- Eliminated tax form requirement, where appropriate, reducing the number of DAILY incomplete registrations by 30%
- Reduced time to approval by approx. 2 days
- Implemented support form that reduced incoming inquiries by 34% per week
- Estimated hours saved annually: 753
- Developed simplified Quick Guide for all individual registrations, including international
Robotic Process Automation
- Identified repetitive, manual, and/or non-value-added activities across VPCFO organization that RPA could automate
- Completed a benefit analysis of implementing RPA in identified areas
- Developed and deployed a bot as a proof of concept in Supplier Data Management area
- Delivered recommendations regarding RPA to VPCFO Senior Leadership Team
- Deployed robotic automation to update or deactivate approximately 29,000 supplier records, saving approximately 1,000 labor hours.
Reimagining Travel at IU
- Delivered role-based training to 1,677 attendees. 99% would recommend training to a colleague, and 82% felt more confident in their skills.
- Relaxed Designated Travel Agency booking requirement to ensure flexibility for travelers
- Enhancing Analytics and Financial Summary in Chrome River (in process)
- Rolled out CRM case management in March 23. 90%+ of cases closed satisfactorily in 24 hours or less.
- Redesigning website, site structure and navigation (in process)
Phase 6 Projects
February 2022 through February 2023
Purchasing Receiving Compliance
- 5% increase in number of documents corrected rather than routing for compliance review
- Developed and distributed receiving best practices to departments
- Met with each campus to discuss receiving expectations & provided training as needed
- Deployed 2 new dashboards to enable departments to easily identify those items that require a receipt
Duplicate Invoice Reduction
- Created training video for suppliers to learn how to use PO flip process which reduces duplicate invoices.
- Weekly notification sent to new suppliers with information on how to use self-service portal for invoice submission. Includes link to training video.
- Hosted training sessions for suppliers currently using the portal flip process.