Business Services efficiency projects

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.

100% of projects

improve service and create efficiency

25+ projects

completed 2019-2021

2024 efficiencies

Project	Date completed	Department	Summary
Data Warehouse	December 2024	Cambus	Implemented TransTrack software for consolidation and data warehousing of all compliance and regulatory required data for Federal reporting.
Surplus Process	November 2024	Surplus	Reviewed previous maps and updated process map to match current state to support training, standardization, auditing, and future changes.
Business Continuity Planning - General Stores	October 2024	GS	Developed 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 Documentation	July 2024	P&T	Updating of Snow removal requirements, documents, and maps for P&T, vendors, and campus to support future vendors and snow emergencies.
DLRS Process Map	November 2024	RM	Developed 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 Documentation	January 2024	AP	Developed 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 Review	March 2024	AP	Review, analysis, and adjustments to the key metrics for the processing of Invoices for future state planning.
Compliance Automation	November 2024	Business Services	Implemented the Compliance and Qualification automation tracking program for all of Business Services departments and staff. This automatically, tracks, notifies, and schedules required trainings.
Supply Chain	December 2024	UI	Review 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 Process	November 2024	GS	Implemented campus self ordering of dry ice from Preqs and standardization of product to reduce lead times, material costs, and order changes.
HDD Shredding Standardization	December 2024	Surplus	Standard method to submit, track, and document shredding of drives for campus and UIHC.
Cambus Benefits Review	February 2024	Cambus	Reviewed benefits and shortfalls of Cambus compared to other regional transportation agencies.
Prepaid Process Improvement	January 2024	Controller	Implemented 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.
SPS	July 2024	Surplus	Application rollout for automation of Surplus processes and integrations with campus and supplier applications and DBs.

2023 efficiencies

Project	Date completed	Department	Summary
Standard work Documentation	November 2023	P&T Customer Service - Supervisor	Developed 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 Replacement	October 2023	P&T Cambus	Replacement 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 Process	October 2023	General Stores	Reviewed 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 Documentation	September 2023	P&T Maintenance	Developed 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 Reviews	July 2023	UI Parking	Completed a comprehensive review of tasks and efforts performed by staff. This data is used to rebalance workloads and assignments.
Standard work Documentation	June 2023	Business Services Accounting	Developed 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 Process	May 2023	Central Delivery / Campus mail	Review 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 - Cambus	April 2023	Parking and Transportation	Developed 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 - Cambus	March 2023	Purchasing	Parking and Transportation
Business Continuity Planning – Fleet Services	March 2023	Parking and Transportation	Developed 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

Project	Date completed	Department	Summary
Business Continuity Planning - Parking	December 2022	Parking and Transportation	Developed 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 Forms	November 2022	Risk Management	Created 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 Documentation	November 2022	Purchasing	Developed 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 Review	October 2022	Parking and Transportation	Conducted 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 Documentation	September 2022	Bulk Mail	Developed 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 Improvement	September 2022	Financial Reporting and UIHC Accounting	Review 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 PI	May 2022	ITS	Consultation 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 Documentation	May 2022	Parking and Transportation	Developed 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 Improvement	May 2022	Accounts Payable	Developed 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 Documentation	April 2022	Accounting & General Stores	Developed 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 Scheduling	March 2022	Cambus	On-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 Processing	February 2022	General Stores & Campus Mail	Standardization 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

Project	Date completed	Department	Summary
Risk Adjustment	2021	Risk Management	Review 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 Documentation	December 2021	UIHC & Business Services	Review 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 Documentation	December 2021	Accounts Payable	Reviewed 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 Documentation	November 2021	Purchasing	Developed 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 Qualifications	November 2021	F&O - Human Resources	Review 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 Process	October 2021	Purchasing	Review, simplify, and communicate the process of managing purchasing agreements for the UI Hospital between the UI Purchasing group and UIHC PVI.
Electronic Invoice Processing	October 2021	Accounts Payable	Implementation of electronic data interchange (EDI) with suppliers that reduces manual invoice processing.
Paper Invoice Processing	October 2021	Accounts Payable	Automation of invoice entry using intelligent character recognition (ICR) technology that reduces manual invoice processing.
Paper Invoice Processing	October 2021	Accounts Payable	Automation of invoice entry using intelligent character recognition (ICR) technology that reduces manual invoice processing.
Rental Vehicle Kiosk	July 2021	Fleet Services	Opened 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 Documentation	June 2021	Campus Mail	Developed 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 Documentation	June 2021	Accounting	Developed 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 Elimination	March 2021	Fleet Services	Elimination of paper correspondence and documentation in the leasing, renewals, and replacement of vehicles for all of campus.
Driver Training	January 2021	Fleet Services	Eliminate usage of paper, implement universal workflow, and integrate with third party training courses to automate the management of driving courses for campus.
Risk Adjustment	2020	Risk Management	Review 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 Adjustment	2020	Risk Management	Review 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 Mapping	October 2020	Parking and Transportation	Review 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 Plan	September 2020	Parking and Transportation	Development 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 Documentation	July 2020	Printing Services	Develop 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 Backups	June 2020	Business Services	Created a contingency plan for Business Services and leadership to ensure continue operation in the absence of key staff members across units.
Disaster Plan	May 2020	Laundry Services	Developed 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 Documentation	April 2020	Laundry Services	Developed 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 Auditing	March 2020	Parking and Transportation	Simplification of handling parking passes and cash for parking facilities on campus that increases employee safety and reduces manual labor.
Department Business Placards	February 2020	Parking and Transportation	Reduced 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 Rewrite	January 2020	Parking and Transportation	Rewrite of parking permit authorization rules for campus to reduce labor and to automate permit assignment for campus.
Pharmaceutical Invoice Processing	January 2020	Accounts Payable	Eliminated manual processing of pharmaceutical invoices from the university's largest supplier that reduces manual labor, increases accuracy, and shortens lead times.
Risk Adjustment	2019	Risk Management	Review 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 Process	November 2019	Cambus	Review, 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 Permits	September 2019	Parking and Transportation	Review 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 Data	October 2019	Cambus	Development 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 Process	June 2019	Risk Management	Review 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.