Overview of the practical application of MS SharePoint for processing and communication needs of the Texas Tech University Office of the Registrar
SACRAO Session M2.7February 4, 201310:30 – 11:30 AM
SharePoint: Making Processes Efficient
Historical Perspective:Fall 2008 – Banner ConversionRegistrar’s Office was tasked with dually
processing data in both the OLD system and the new Banner system.
Decentralized processes were pulled back to the Registrar’s office for that term.
Staffing level of 10 people and four student assistants
Utilizing MS SharePoint for Efficiency and Communications
Challenges faced:Current “standard” responsibilities had to be
maintainedConsistency of information entered in both
systemsDelivery methods of information (fax, email,
hand-delivered)Multiple contacts for status reports (phone,
email)VOLUME, VOLUME, VOLUMENo funds for additional staffing
Utilizing MS SharePoint for Efficiency and Communications
Emergency Solution: MS SharePointOne-stop collection of data
processing requestsAllowed for better management of
personnel resourcesImmediate status updates available
to requestorsTracking of information for
correctionsRecord Auditing
Emergency auditing of converted data to assist with record accuracy
Additional toolsMailing labelsQuick general communication to
prescribed groups.
“For every mountain, there is a miracle.”
-Robert H. Schuller
“When faced with a challenge, look for a way, not a way out.”
-David Weatherford
Utilizing MS SharePoint for Efficiency and Communications
Fall 2008 by the numbers
Processing:(Sept 1, 2008 – April 15, 2009)More than 19,000
mass requests and data conversion corrections
More than 30,000 campus community requests for processing
Almost 1000 hours of overtime
Utilizing MS SharePoint for Efficiency and Communications
Negatives:Campus resistanceSecurity maintenanceLack of organizationNot every process availableNo resource informationSharePoint “guru” left office
Utilizing MS SharePoint for Efficiency and Communications
Registrar SharePoint “ReMix”, Summer 2011 – Spring 2012Analyzed missing request typesSurveyed key influencers on needs/wish-list itemsTapped into other campus resources Conducted security auditSeparated and addressed internal needs vs
external needsCreated greater resource tools: announcements,
calendars, document librariesCreated separate tool for all faculty and staff to
report Grading and Registration issues
Utilizing MS SharePoint for Efficiency and Communications
Utilizing MS SharePoint for Efficiency and Communications
“I don’t want the problems solved for me. I want the fishing rod, not the fish.”
-Yanni
“Sometimes, instead of climbing over the barricades, you’ve got to walk around them.”
-Bono
Implemented for Spring 2012:Built processes specific to Athletic Certification
and communication needs.Created separate tool for all faculty and staff to
report Grading and Registration issues
Utilizing MS SharePoint for Efficiency and Communications
Registrar SharePointCoordinate current
student processing requests from colleges
Coordinate incoming student needs with Admissions offices
Coordinate technical assistance with IT personnel
Provide internal resources for staff
Resource documentsAnnouncement
capabilitySpecific Issue
Reports and workflows
Utilizing MS SharePoint for Efficiency and Communications
Issues SharePoint
MS SharePoint 2010 - Where are we going?Greater opportunity for complete,
paper-less workflowsMore flexibility with
communication toolsMore attention to ease-of-use for
campus customer baseGreater attention to
communication workflows to handle standard “issues”
Identifying additional “tie-in” opportunities with other campus offices
Focusing use on:
•Communication
•Processing
•Organization
•Resources
Utilizing MS SharePoint for Efficiency and Communications
• Cleaner, brighter, friendlier presence• Greater attention to appearance and design of data• Separation of information/communication functions and processing functions
