The Tri Delt Sundial and MacCracken Hall

March 2016

Online Program Codes

In the spring of 2015 the Graduate School gathered a group of stakeholders that included Financial Aid, Enrollment Management, Registrar, E-Learning, Global Initiative, and Institutional Research to discuss the need to track online and hybrid programs.  This broad based discussion led to a definitive conclusion that Miami did not have a means for consistently defining online and hybrid programs or a way of tracking them, but that this information was badly needed.  The lack of information limited several offices’ ability to serve students efficiently and made reporting difficult and sometimes impossible.

In June Ann Bainbridge Frymier, Associate Dean of the Graduate School initiated a Lean Project to create definitions and a coding strategy that would provide the needed tracking and data.  The initial team was led by Ann Frymier with Jim Oris, Andrea Bakker, Carol Jones, Gail Campbell, Janet Hurn, Jen Herman, Kris Cassano, Maria Cronley, Amy Cockrell, and Valerie Robinson as team members.  The team began work in late summer 2015 and quickly limited the project scope to graduate programs only. 

The team identified seven delivery methods that needed to be tracked and proposed modifying the existing program codes (used in Banner), which are alpha codes and contain no numbers. A numeric code (1-7) was assigned to each delivery mode.  Adding a number to the existing program codes for online, hybrid, and off-campus programs does not interfere with current uses of program codes, but allows an office to quickly and easily identify students enrolled in these programs. Implementation of these new codes involves the Registrar creating new codes for a limited number of programs and the Graduate School modifying the graduate application, the application data feed, and the Axiom source used to push data into Banner.  The project is expected to be implemented by September 1, 2016 to provide information important to future course planning and delivering student services appropriate for these students.

Invoice Processing for the Bookstore, Culinary and King Library

Prior to undertaking this project, paper invoices were being entered into Banner at the Bookstore Business Office, the Culinary Support Center and the King Library. The paper invoices were then bundled, sorted, and transported to the Accounts Payable department to be separated, sorted and filed until they could be matched with paper file copies of checks and then scanned and indexed.

The team mentioned below identified several inefficiencies with the current process and utilized features in Buyway and an interface between the Bookstore’s WinPrism system and Buyway to enable invoices to be entered at the department locations with electronic copies attached. This new system eliminates handling of the same document multiple times and reduces the time and resources needed to transport original invoices across campus. Overall, these changes have resulted in increased productivity of 21%. The reduction in printed paper and time required to transport documents also qualify as contributing to our Green goals and principles.

A special thanks to all of the employees who participated as team members: Joyce Looby, Linda Manley, Sarah Persinger, Melanie Brunner, Laurie Sampson, Casey Croucher, Judy Vest, Vickie Rude, Patricia Makaroff, Richard Pratt, and Mary Theresa Ferneding.

Certification News

Joyce Looby (Controller’s Office) is our newest Certified Lean Leader.  She recently completed all requirements for the Lean Leader Certification Program.  Congratulations Joyce!