Strategic Streamlining of the Residential Student Application to Occupancy Processes March 29, 2006

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Strategic Streamlining of the Residential
Student Application to Occupancy
ProcessesMarch 29, 2006
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Welcome

• Good Morning and Welcome to the unveiling of what
  we hope to be the first of many Strategic
  Streamlining presentations.
• Introductions
• Process Team Members Facilitators
• Susan Ames Housing Shelly Blake Academic
  Affairs
• Rick Barth Admissions Betsey Bowers
  Internal Auditing
• Alice Bell ITS Michelle Doyle College of
  Professional Studies
• Barbara Daley ITS Deborah Ford Student
  Affairs
• Sarah Eberhart Student Affairs Tammy McGuckin
  Student Affairs
• George Geer ITS
• Linda Hall Housing
• Georganne Major Financial Aid
• LaRhonda Moneyham ITS
• Sherron Moore Financial Services
• Edward Rogers Admissions
• Jennifer Scheibe Admissions
• Butch Seabrook ITS
• Angela Wallace Student Accounts

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Goals

• To design an improved process for residential
  students to apply for housing that is efficient,
  convenient and timely.
• Short term goals completed
• Assess current process defined the process
  residential students engage in during the
  pre-applicant, applicant and occupant stages.
• Analysis of current process identified road
  blocks that inhibited the process leading to
  inefficiencies.
• Implementation of solutions identified
  solutions which would minimize roadblocks and
  improve efficiency. Solutions implemented in
  phases.
• On-Going goals
• Inter-departmental communication when changes
  occur that might impact the process. Annual
  meetings to review and update the process to make
  any corrections needed prior to the next
  application period.
• To use available technologies and current UWF
  systems to keep students informed as they
  move through the process.
• To go live with an on-line application process
  for Fall 2007.

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Process Transformation Methodology

• Phases of Process Transformation Methodology
• Phase 1 Assessment
• Phase 2 Analysis
• Phase 3 Improvement

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Current Impacts

• Housing
• Simplified housing application was converted to
  PDF file and made available to prospective
  applicants on the UWF website.
• Review of RMS Housing system A review of RMS
  shows the systems weakness was its failure to
  interface with other campus computer systems
  leading to an accumulation of redundant, dated
  and frequently incorrect demographic data in the
  system. Improvements include
• IT staff reconfigured RMS allowing system to
  communicate with other campus systems.
• Electronic daily status reports sent to housing
  for purged students, conflicting SSN information,
  and changes in student IDs.
• Existing reports providing statistical
  information were reworked to provide totals that
  previously were assembled manually by housing
  staff.
• Benefits Laid groundwork for thorough review of
  housing computer systems. Replaced time
  consuming manual task with new computer reports.
  No need for Housing staff to search through a
  lengthy withdrawal list looking for resident
  students.

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Current Impacts

• Student Accounts Financial Services
• Existing financial aid program was reviewed to
  delay all or a portion of a students housing
  expense until either the end of the 30-day
  waiting period or the date of the second
  disbursement, consistent with the amount of
  financial aid available.
• Now picking up Florida Pre-Paid students from the
  states file and verifying eligibility verses
  relying on a manually generated list.
• Benefits Residents on financial aid had to pay
  less of their housing costs up front. Freshman
  on 30-day waiting period were less likely to
  receive housing late fees. Although Congress
  recently eliminated requirement for Direct Loan
  second reimbursement and 30-day waiting period,
  the program created will be a useful model for
  other financial aid deferments such as Bright
  Futures.

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Current Impacts

• Student Accounts Postal Services
• A report was created listing housing students
  without a P.O. box on campus. These students
  accounts were marked for pick-up and their checks
  were held in Student Accounts office instead of
  being mailed. Students were notified by email to
  pick up their financial aid checks at the Student
  Accounts office.
• Students with on-campus P.O. boxes were pushed to
  a separate print batch list so checks could be
  easily separated from off-campus addresses before
  delivery to the Post Office.
• Automatic emails created to notify both Post
  Office and Housing when a P.O. box number is
  changed.
• Admissions
• Housing application is now included in the
  admissions packet sent to accepted students.

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Future Impacts

• Online web housing application that updates the
  RMS housing system (January 2007)
• Automatic update of student information in RMS
  when a student changes information in the student
  system.
• Automate housing charges from the RMS system to
  the Student Accounts Receivable system.
• Creation of a Post Office Help section on Argus.

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Future Impacts

• Create an automatic e-mail process to the student
  for room assignment information.
• Update the CICS BUZZ screen to indicate that the
  student would pickup the check versus being
  mailed.
• Create an automatic e-mail process when the Post
  Office box number is removed from a student.

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Conclusion

• Phase III
• June meeting annually
• Assess effectiveness and efficiency
• Whats Next
• Commitment by senior administration to expand
  process
• Continual process feedback and refinement
• Opportunities with other processes
• How do I get involved?
• Supervisor
• Identify a process
• Cross-functional team
• Be a role model
• excellence_at_uwf.edu