Process Improvement Proposals


2015

January

DESCRIPTION STATUS ACTION OUTCOME
0096 - Make it easier to find timesheets! Reviewed If a user enters the term "timesheet" in the "I'm looking for" search box on the HR website, the excel-based timesheet is the first result from the search. Outcome

2014

December

DESCRIPTION STATUS ACTION OUTCOME
0095 - Add the ability to change the "Bill To" address in purchase orders. Waiting for Review

November

DESCRIPTION STATUS ACTION OUTCOME
0094 - Implement various employee health and recreational programs. Waiting for Review

October

DESCRIPTION STATUS ACTION OUTCOME
0093 - Allow for automatic cancellation of P-Cards when an employee is terminated. Waiting for Review

September

August

July

DESCRIPTION STATUS ACTION OUTCOME
0092 - Develop an approved notification process for budget from foundation funds. Waiting for Review

June

May

DESCRIPTION STATUS ACTION OUTCOME
0091 - Develop program to purchase recycled graduation gowns for both UCF and High School Graduation events held at UCF. Reviewed Information on the company "Greener Grads" will be shared with our campus cap and gown providers. Outcome
Suggestion 0090: Limit application references to professional references. In Review Currently, the application contains instructions that professional references must be current or former direct supervisors or managers. The committee is researching the ability to change the wording for Professional References section of the application.
Suggestion 0089: Match the telephone reference check and USPS hiring checklist to the online hiring proposal for USPS positions. Waiting for Review

April

March

DESCRIPTION STATUS ACTION OUTCOME
Suggestion 0088: Follow proper flag raising & lowering procedures across all UCF property. Reviewed Met with the foundation, who will relay the UCF policy regarding proper procedures to building management. An update on this should be coming shortly.
Suggestion 0087: Implement a system where employees have input in the assessment of their supervisors. Waiting for Review
Suggestion 0086: Improve recruitment hire documents checklist for A&P and USPS hires. Waiting for Review
Suggestion 0085: Verify and maintain the ship to locations within UCF Financials. Reviewed Changes will be made to address various "Ship To" errors. Outcome

February

DESCRIPTION STATUS ACTION OUTCOME
Suggestion 0053: Ensure HR forms match PeopleSoft data entry fields. Review HR forms to remove unnecessary fields. Waiting for Review
Suggestion 0034: Have the budget office research & publish best practices, as well as have a budget representative attend Financials Focus Group meetings. Waiting for Review
Suggestion 0083: Addition of date of death and department on the employee memorials listing. Reviewed PIC recommends that HR disconinue the listing of individuals on their website. The Employee Memorial Wall in Millican Hall should be maintained. Outcome
Suggestion 0082: Implement annual leave payout "donation program" for OPS employees. Waiting for Review
Suggestion 0015: Improve access to the Foundation's Financial Edge system. Waiting for Review

January


2013

December

November

October

DESCRIPTION STATUS ACTION OUTCOME
Suggestion 0032: Review documentation requirements for monthly P-Card submissions. Reviewed Increased the limit on attachments to 3MB and will remind community on best practices for limiting size of PDF attachments. Outcome
Suggestion 0033: Review new PCard set-up & termination procedures Review pending
Suggestion 0052: Review check receiving procedures at UCF Foundation Reviewed The committee asks for the person who submitted this suggestion to contact the committee as additional information is needed in order to respond to this suggestion.

September

August

July

DESCRIPTION STATUS ACTION OUTCOME
Suggestion 0037: Review cost of in-house repairs & renovations vs. outside providers. Reviewed Explanation of cost of R&R has been provided by Facilities & Safety. Outcome
Suggestion 0042: Implement bulk computer purchasing Reviewed The Technology Product Center and departmental IT managers are working with Dell 2x per year bulk computer purchase. Outcome
Suggestion 0035: Review Office Supplies Contract to ensure best pricing. Waiting for review This suggestion has been previously published on 06/21/2013. See results for "Review UCF Purchasing Contracts to ensure compliance with state statutes.
Suggestion 0084: Increase campus community use of on-campus retail Reviewed Topic removed from PIC evaluation. This can be accomplished with an effective marketing campaign.
Suggestion 0081: Implement web-based employee orientation Reviewed A fully online version of orientation is available. Procedures for accessing this are included in the Orientation Notice document. Outcome
Suggestion 0080: Fund University-wide support for professional development Review pending
Suggestion 0079: Formalize cross-training Review pending
Suggestion 0078: Mandate professional development to prevent obsolescence Review pending
Suggestion 0077: Implement mandatory staff training on running effective, time-managed meetings Review pending
Suggestion 0076: Improve notification to non-selected job candidates Reviewed Hiring departments are able to send letters to their non-selected candidates. HR has example letters available on their website. Outcome
Suggestion 0075: Eliminate requirement to revise job applications to match resumes exactly Review pending
Suggestion 0074: Reduce length of hiring process Reviewed HR has produced guidelines which will reduce the length of the hiring process. Outcome
Suggestion 0073: Streamline employee onboarding and exit processes Review pending
Suggestion 0070: Reduce delay in certifying graduates from CBA Review pending
Suggestion 0069: Reduce delay in obtaining transcripts after graduation Review pending
Suggestion 0068: Consolidate Facilities & Safety IT under Resource Management Reviewed Facilities & Safety IT is now a division within Resource Management Outcome
Suggestion 0064: Review the number of layers and method i.e. e-mail vs signature of University approvals Reviewed As a general rule, each department should review their own forms to determine whether or not the appropriate approvals are in place. Electronic approvals are allowed for at UCF, see the response to PIC Suggestion 0065.
Suggestion 0049: Eliminate form redundancy of Office of Internationalization governing UCF Policy 2-903 Review pending
Suggestion 0048: Eliminate form redundancy of Foundation award payment request Reviewed Implemented business process change Outcome
Suggestion 0047: Review NID password change frequency requirements Reviewed UCF is currently using best practices for NID password requirements. Outcome
Suggestion 0046: Implement a data clean process for lost/destroyed items Reviewed Departments are encouraged to follow Procedure FS 2014 RM0022. Departments are asked to perform a first attempt at wiping hard drives, while UCF Surplus will perform their procedures according to the references procedure. Outcome
Suggestion 0045: Require GPS functionality for all mobile devices Review pending
Suggestion 0044: Implement consistent tracking guidelines / procedures for desirable property & data security Review pending
Consolidate purchasing Review pending
Suggestion 0029: Review the process for issuing P-Card statements In Review A program to implement online acccess to P-Card statements is currently in the pilot stage.
Suggestion 0028: Require F&A to review account codes prior to PO sourcing Reviewed Including F&A in the PO sourcing process would add steps to the process. Purchasing will work with departments to reduce changes in the future. Outcome
Suggestion 0027: Do not require inventory for low-value bench stock items Reviewed Facilities & Safety implemented a new procedure, which does not account for low value items. Outcome
Suggestion 0026: Phase out desktop printing campuswide Reviewed Each department's facts and circumstances will determine if a network printer would be advantageous for them to implement. Relevant costs to consider would be rent, maintenance, utilities, labor, etc.
Suggestion 0021: Review the requirement for receipts needed for items less than $25.00 Reviewed No change. Outcome
Suggestion 0019: Move the annual Conflict of Interest form into myUCF and simplify Reviewed The annual Conflict of Interest form is now located via the myUCF log-in. This was done in conjunction with the implementation of the Federated Identity solution. Outcome
Suggestion 0017: Expand CMMS use to all Facilities & Safety departments Reviewed CMMS is available for all F&S departments to use. Outcome
Suggestion 0013: Eliminate the printed faculty & staff phonebook Reviewed CS&T provided a response. Outcome
Suggestion 0008: Improve search return results from the Search UCF function In review 06/23/2014 Update - The Search UCF function is being transitioned to SMCA. SMCA will review and comment on the structure and coding of sites, which may be preventing the best search results from being returned.
Suggestion 0007: Organize or categorize the results from the AskUCF page In review
Suggestion 0006: Create a consistent process for budget requests to the VP level Review pending
Suggestion 0004: Implement E-Performance Review pending
Suggestion 0003: Create and view telecommunications requests online Reviewed Users may use the PDF version of the Telecommunications Request Form and click on action button which sends an e-mail to telecommunications with the form attached. Form must come from authorized signatory. Outcome
Suggestion 0002: Streamline Travel Reimbursements Review pending

June

DESCRIPTION STATUS ACTION OUTCOME
Suggestion 0040: Review UCF Purchasing Contracts to ensure compliance with state statutes Review pending
Suggestion 0050: Streamline Telecommuting Agreement Reviewed Telecommuting form was reviewed and reduced to three pages. Outcome
Suggestion 0055 : 0063: Implement energy & cost saving ideas Reviewed Quantified improvements made to date Outcome

May

DESCRIPTION STATUS ACTION OUTCOME
Suggestion 0072: Improve the contract information submission process for Supplemental Summer Agreements Review pending
Suggestion 0014: Automate the timesheet approval process by allowing staff members to enter time directly into a system and route it for approval. In Review A process to allow for online time entry is expected to be in place by the end of fiscal year 2015.
Suggestion 0071: Improve the Supplemental Summer Agreement Change Notification to also show the change in faculty member's total summer payment, not just the FTE change. Review pending

April

DESCRIPTION STATUS ACTION OUTCOME
Suggestion 0031: Office of Research Foundation staff requires multiple approvals for single trips Reviewed No process change required - additional employee training provided

March

DESCRIPTION STATUS ACTION OUTCOME
Suggestion 0030: Relax payment terms for utility payments Reviewed Implemented business process change Outcome
Suggestion 0020: Revise policy to cease collection efforts on incidental telephone charges Reviewed - See Page 4 of the Outcome Document Implemented policy / procedure change. Outcome
Suggestion 0005: Improve budget transfer process Review in progress
Suggestion 0012: Move parking renewal process online and eliminate signature requirement Reviewed Starting Spring 2014, the payroll deduction option will be offered completely online. Outcome
Suggestion 0065: Allow email to be the default approval method unless a form explicitly specifies that signature is required Reviewed E-mail is an acceptable approval method. The link to the right is found from the Purchasing website. Outcome
Suggestion 0025: Eliminate requirement to recover sales tax paid in error below a set dollar limit Reviewed Implemented business process change Outcome
Suggestion 0024: Allow fuel purchases on UCF PCard Reviewed Implemented business process change Outcome
Eliminate additional memo for salary supplement payments from UCF Foundation Reviewed Implemented business process change Outcome
Suggestion 0022: Review the UCF Foundation (UCFF) policy that restricts UCFF PCard use to only Foundation employees. Review in progress
Suggestion 0022: Improve the UCF Foundation expense reimbursement process Reviewed Implemented business process change. Outcome
Suggestion 0011: Modify ePAF to allow attachment of E&G Salary Commitment Forms Reviewed Resolved - Communication required Outcome
Suggestion 0051: Eliminate overlap in Graduate Faculty Nomination and SACS forms Reviewed Referred
Suggestion 0016: Provide single IT sign-on and access to ARGIS and Faculty Qualifications Management System from the myUCF portal Reviewed ORC has moved its research systems to a campus-wide single sign-on using PID. Outcome
Suggestion 0054: Review salary increase restrictions and related hiring equity issues Reviewed Implemented business process change - August 2012 Outcome