Business Service units are committed to continuous improvement to help enable the university's success by providing high-quality resources and excellent services in an efficient manner.

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100% of projects

improve service and create efficiency
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25+ projects

completed 2019-2021

2024 efficiencies

ProjectDate completedDepartmentSummary
Data WarehouseDecember 2024CambusImplemented TransTrack software for consolidation and data warehousing of all compliance and regulatory required data for Federal reporting.
Surplus ProcessNovember 2024SurplusReviewed previous maps and updated  process map to match current state to support training, standardization, auditing, and future changes.
Business Continuity Planning - General StoresOctober 2024GSDeveloped a comprehensive disaster plan outlining how to handle and recover operations from any type of disaster, internal or external to minimize downtime and disruption to the University of Iowa’s business operations.
Standard Work DocumentationJuly 2024P&TUpdating of Snow removal requirements, documents, and maps for P&T, vendors, and campus to support future vendors and snow emergencies.
DLRS Process MapNovember 2024RMDeveloped current state map of the Driver License Review System (DLRS) process for Risk management and Campus. Detailed suggested process and application changes in support of upcoming IT updates for the DLRS application.
Standard Work DocumentationJanuary 2024APDeveloped detailed Standard Work documentation for each task and job function related to the data entry of Invoices process to act as a training aid and to ensure standardization of task performance between staff.
Metric ReviewMarch 2024AP Review, analysis, and adjustments to the key metrics for the processing of Invoices for future state planning.
Compliance AutomationNovember 2024Business ServicesImplemented the Compliance and Qualification automation tracking program for all of Business Services departments and staff. This automatically, tracks, notifies, and schedules required trainings.
Supply ChainDecember 2024UIReview of current and desired future state of an improved process for management of all Campus and UIHC purchased goods and services to stream line the AP, Purchasing, USS, BI-data, Materials Management and Supply Chain interactions and communications with each other and campus.
Dry Ice ProcessNovember 2024GSImplemented campus self ordering of dry ice from Preqs and standardization of product to reduce lead times, material costs, and order changes.
HDD Shredding StandardizationDecember 2024SurplusStandard method to submit, track, and document shredding of drives for campus and UIHC.
Cambus Benefits ReviewFebruary 2024CambusReviewed benefits and shortfalls of Cambus compared to other regional transportation agencies.
Prepaid Process ImprovementJanuary 2024ControllerImplemented a standard accounting BI-web tool for management, tracking, and completion of PrePaid invoices for the UI and UIHC. This automation software allowed campus to standardize and automate most of the PrePaid process.
SPSJuly 2024SurplusApplication rollout for automation of Surplus processes and integrations with campus and supplier applications and DBs.

2023 efficiencies

ProjectDate completedDepartmentSummary
Standard work DocumentationNovember 2023P&T Customer Service - SupervisorDeveloped detailed Standard Work documentation for each task and job function related an upcoming new role within Parking and Transportation’s Customer Service department to act as a training aid and to ensure standardization of task performance.
Service ReplacementOctober 2023P&T CambusReplacement of low ridership timer periods and fixed-routes with an On-Demand service replacing HD buses with minibuses improving service offering, reducing costs, eliminating CDL requirements on these routes.
Dry Ice ProcessOctober 2023General StoresReviewed current state and developed a future state road map for managing dry ice for campus to improve costs, reduce lead times, and reduce product lose.
Standard Work DocumentationSeptember 2023P&T MaintenanceDeveloped detailed Standard Work documentation for the Snow Removal process and locations for campus before, during, and after snow falls for both internal staff and external vendors. This documentation is used to provide a safe and consistent snow removal process for campus and to assist in future RFPs.
Employee Task ReviewsJuly 2023UI ParkingCompleted a comprehensive review of tasks and efforts performed by staff. This data is used to rebalance workloads and assignments.
Standard work DocumentationJune 2023Business Services AccountingDeveloped detailed Standard Work documentation for each task and job function within half of the Business Services Accounting department to act as a training aid and to ensure standardization of task performance.
Package and Mail Delivery ProcessMay 2023Central Delivery / Campus mailReview and mapping of current, ideal, and future state processes and implementation of process changes to simplify and standardize the delivery of packages and mail to campus by both departments. These changes allowed for better cross training, standard receiving methods by customers, and better package tracking for campus.
Business Continuity Planning - CambusApril 2023Parking and TransportationDeveloped a comprehensive disaster plan outlining how to handle and recover operations from any type of disaster, internal or external to minimize downtime and disruption to the University of Iowa’s bus operations.
Efficiency - CambusMarch 2023PurchasingParking and Transportation
Business Continuity Planning – Fleet ServicesMarch 2023Parking and TransportationDeveloped a comprehensive disaster plan outlining how to handle and recover operations from any type of disaster, internal or external to minimize downtime and disruption to the University of Iowa’s Fleet Services operations.

2022 efficiencies

ProjectDate completedDepartmentSummary
Business Continuity Planning - ParkingDecember 2022Parking and TransportationDeveloped a comprehensive disaster plan outlining how to handle and recover operations from any type of disaster, internal or external to minimize downtime and disruption to the University of Iowa’s Parking facilities.
Paperless FormsNovember 2022Risk ManagementCreated and implemented an Online Vehicle Accident Reporting tool in that allows for reduced expenses and processing time of vehicle accident claims compared to the prior system of mailing paper forms. 
Standard Work DocumentationNovember 2022PurchasingDeveloped detailed Standard Work documentation for each task and job function related to the annual 1099 tax process to act as a training aid and to ensure standardization of task performance between staff. This data also allowed for the analysis of resource level requirements.
Lot Counts ReviewOctober 2022Parking and TransportationConducted field data analysis and review of the manual lot count procedure and the automated LPR system’s Lot Count feature. Corrected various configurations affecting system reporting and data analysis. This process review opened options for future automation.
Standard Work DocumentationSeptember 2022Bulk MailDeveloped detailed Standard Work documentation for each task and job function within Bulk Mail on how bulk mail and special mailing campaigns for campus are processed and paid for, this acts as a training aid and to ensure standardization of task performance between staff.
Prepaid Process ImprovementSeptember 2022Financial Reporting and UIHC AccountingReview and mapping of current, ideal, and future state processes and implementation of process changes to simplify and standardize the PrePaid Process for the UI and UIHC. These changes allowed both financial offices to standardize on a single process allowing for the development of automation software and reporting for campus.
ITS – Physical Infrastructure PIMay 2022ITSConsultation with the ITS-PI group on a Process Improvement of their operational processes to increase efficiencies within the department and between their various groups within the department.
Standard Work DocumentationMay 2022Parking and TransportationDeveloped detailed Standard Work documentation for each task and job function including the LPR system within Field Services to support new staff, rotating student staff, and to ensure standardization of processes.
Process ImprovementMay 2022Accounts PayableDeveloped future state processes for campus Match Exceptions in Accounts Payable and implementation of process changes and system improvements to reduce time to complete and resource requirements
Standard Work DocumentationApril 2022Accounting & General StoresDeveloped detailed Standard Work documentation for managing PeopleSoft Items and attributes for Business Services Accounting department, this acts as a training aid and to ensure standardization of task performance between staff in Accounting and General Stores.
On-Demand SchedulingMarch 2022CambusOn-Demand and Paratransit scheduling software and rider app implementation to increase customer satisfaction and ease of use, while reducing Cambus staff efforts.
GS/Mail Product Delivery ProcessingFebruary 2022General Stores & Campus MailStandardization of product delivery processes for General Stores, Central Delivery, and Campus Mail departments, this enabled the standardization of delivery locations, and tracking of campus deliveries to improve customer experiences and expectations on all campus deliveries.

Previous list of efficiencies | 2019 - 2021

ProjectDate completedDepartmentSummary
Risk Adjustment2021Risk ManagementReview of UI insurance portfolio to right-size the total insurance coverage for Flood coverage to reduce the university's costs without loss of coverage.
Standard Work DocumentationDecember 2021UIHC & Business ServicesReview and mapping of current and desired states for the new CMS Regulations on vaccines and their exemptions. This produced a cohesive path for operations to follow.
Standard Work DocumentationDecember 2021Accounts PayableReviewed and developed processes and standard work for the management of Match Exceptions, allowing for complete and accurate training material for employees, and the required information to automate the process for campus.
Standard Work DocumentationNovember 2021PurchasingDeveloped detailed Standard Work documentation for each task and function for the Purchasing Vendor File Team to act as a training aid and to ensure standardization of task performance between staff and to analyze resource level requirements.
Compliance and QualificationsNovember 2021F&O - Human ResourcesReview of F&O training requirements and implementation of the Compliance and Qualifications tracking system to automate the tracking and notifications of required staff training.
Purchasing and PVI Contracts ProcessOctober 2021PurchasingReview, simplify, and communicate the process of managing purchasing agreements for the UI Hospital between the UI Purchasing group and UIHC PVI.
Electronic Invoice ProcessingOctober 2021Accounts PayableImplementation of electronic data interchange (EDI) with suppliers that reduces manual invoice processing.
Paper Invoice ProcessingOctober 2021Accounts PayableAutomation of invoice entry using intelligent character recognition (ICR) technology that reduces manual invoice processing.
Paper Invoice ProcessingOctober 2021Accounts PayableAutomation of invoice entry using intelligent character recognition (ICR) technology that  reduces manual invoice processing.
Rental Vehicle KioskJuly 2021Fleet ServicesOpened a rental fleet kiosk on west campus to allow for unattended pick-up and return of University Rental Vehicles 24/7, reducing customer time spent to pick up and drop off rentals, increasing the hour’s rentals can be picked up and dropped off, and reducing staff time of management of rentals.
Standard Work DocumentationJune 2021Campus MailDeveloped detailed Standard Work documentation for each task and job function within the Campus Mail on how external mail is processed and paid for, this acts as a training aid and to ensure standardization of task performance between staff.
Standard Work DocumentationJune 2021AccountingDeveloped detailed Standard Work documentation for how Accounting bills for each type of Printing Project for the Copy Center, to act as a training aid and to ensure standardization of task performance between staff.
Vehicle Lease Paper EliminationMarch 2021Fleet ServicesElimination of paper correspondence and documentation in the leasing, renewals, and replacement of vehicles for all of campus. 
Driver TrainingJanuary 2021Fleet ServicesEliminate usage of paper, implement universal workflow, and integrate with third party training courses to automate the management of driving courses for campus.
Risk Adjustment2020Risk ManagementReview of UI insurance portfolio to right-size the total insurance coverage for Fine Art coverage to reduce the university's costs without loss of coverage.
Risk Adjustment2020Risk ManagementReview of UI insurance portfolio to right-size the total insurance coverage for Crime coverage to reduce the university's costs without loss of coverage.
Data MappingOctober 2020Parking and TransportationReview of all locations and methods for storing of data and business-related documents within the P&T department. To ensure data and business continuity.
Master PlanSeptember 2020Parking and TransportationDevelopment of a comprehensive master plan to guide future decisions for the department so as to deliver the right services at the right costs to the university.
Standard Work DocumentationJuly 2020Printing ServicesDevelop detailed Standard Work documentation for each task and job function within the Copy Center to act as a training aid and to ensure standardization of task performance between staff.
Staff BackupsJune 2020Business ServicesCreated a contingency plan for Business Services and leadership to ensure continue operation in the absence of key staff members across units.
Disaster PlanMay 2020Laundry ServicesDeveloped a comprehensive disaster plan outlining how to handle and recover operations from any type of disaster, internal or external to minimize downtime and disruption to the University of Iowa's Hospital and Clinics.
Standard Work DocumentationApril 2020Laundry ServicesDeveloped detailed Standard Work documentation for each task and job function within Laundry Services to act as a training aid and to ensure standardization of task performance between staff.
Ticket AuditingMarch 2020Parking and TransportationSimplification of handling parking passes and cash for parking facilities on campus that increases employee safety and reduces manual labor.
Department Business PlacardsFebruary 2020Parking and TransportationReduced distribution of unused parking placards on campus that reduced labor on managing unused permits and free up more permits for other services.
Identity Data Warehouse RewriteJanuary 2020Parking and TransportationRewrite of parking permit authorization rules for campus to reduce labor and to automate permit assignment for campus.
Pharmaceutical Invoice ProcessingJanuary 2020Accounts PayableEliminated manual processing of pharmaceutical invoices from the university's largest supplier that reduces manual labor, increases accuracy, and shortens lead times.
Risk Adjustment2019Risk ManagementReview of UI insurance portfolio to right-size the total insurance coverage for Aviation coverage to reduce the university's costs without loss of coverage.
Hiring ProcessNovember 2019CambusReview, mapping, and standardizing the hiring process within Cambus and the University in relations to Driver License Reviews, background checks, and Drug and Alcohol testing. The robust Cambus processes were adopted by the greater University.
Medical PermitsSeptember 2019Parking and TransportationReview and reoffering of special medical parking permits for campus to follow state ADA placard distribution process versus our own internal process, this reduced parking fraud and management labor.
Boarding DataOctober 2019CambusDevelopment of a database, dashboard, and metrics for Cambus ridership volume and trends to allow for quick determination of the best adjustments to Cambus services to utilize buses and drivers in the most efficient manner to meet customer needs.
Vehicle Accident Report ProcessJune 2019Risk ManagementReview and mapping of the Vehicle Accident Report process for the university. This will enable the university to utilize a paperless process for reporting vehicle accidents and to update their driving policies to match.