All staff who can work at home should continue to do so. Only with an explicit request from a supervisor should a staff member return to campus. For more information, review COVID-19 Workplace Guidance.
As part of the Student Information Systems (SIS) Programs initiative, the Student Systems team has been working diligently to improve service quality for several applications that serve students, faculty, and staff. One such application, launched for use with the March 2020 billing cycle, is YalePay.
Each year there are hundreds of requests for IT services submitted via a variety of methods including email, phone, webforms, and through ServiceNow standard requests. Regardless of the submission method, a follow-up contact may be needed to answer some additional questions, sometimes resulting in delays in fulfilling these requests.
How many clicks does it take you to find a service on the IT website? Do you know about all the IT services available to you? What about services targeted to the faculty, students, and staff you support?
In February, we spoke of multiple functional stakeholders reviewing a ‘To Be’ process flow focused on the elimination of the Graduate Student Payment System (GSPS) by optimizing the use of Yale’s Student, Financial Aid, HR, and Finance ERP systems. Creating the Proof of Concept (POC) for the proposed solution has been underway since that time. By considering other institutions’ solutions, a Workday capability (External Student) that exists but has not yet been implemented, and a creative use of Banner Financial Aid, the POC process flows are beginning to take shape.
Over the winter, the Operational Excellence (OE) team piloted the new Business Process Improvement (BPI) service. Chris Farmer and Joe Lott developed and refined repeatable processes, created a BPI toolkit, and practiced elicitation, documentation, and analysis of current processes. The methodology used consists of understanding the organizational context for the process, defining and analyzing current state, identifying opportunities for improvement, developing future state with improved processes, and creating measures as well as an action plan for implementation of the future state.
The Yale Animal Resources Center (YARC) is Yale’s comprehensive source for laboratory animals, responsible for managing operations and safety of all on-campus animal lab personnel supporting Yale’s critical research. As new social distance safety guidelines emerged in response to the pandemic, YARC turned to IT for help to address a new need.
On Friday, March 13, each member of the Student and Academic Support Systems (SASS) team along with others in IT signed a remote work agreement without fully knowing if the department’s operations would be impacted by the transition to remote work that would begin on March 16. The team was ready and willing to hold each other accountable, go the extra mile, and maintain the high level of quality we are accustomed to, but to have the entirety of the team work remotely was uncharted territory.
The Leadership Team met on March 25 to discuss the following projects and updates.
Recognizing Outstanding Work
Paul Rivers started the meeting by asking Leaders to acknowledge the incredible work that has taken place, particularly over the last few weeks to prepare the campus for remote learning, teaching, and working. Kudos were given to the entire IT organization for their Service Quality as well as their patience, energy, and enthusiasm.