July 20, 2020
The UH Mānoa Business Process Working Group is responsible for identifying and coordinating opportunities to move academic support and student services operations to paperless workflow, as well as recommend models for efficient office operations that can accommodate a wide range of in-office and telework combinations. Recommendations are intended to build on practices that units facilitated transitioning to work-from-home operations in March 2020, combined with the implementation of paperless workflows to improve the university’s overall efficiency.
The group has a working document which it is finalizing and will be shared when it is complete. Here are some of its findings that covers coordinated efforts currently utilized by various groups to support the elimination of paper-based processes, as well as parallel efforts at the UH System, including the following areas:
- Continuation of the process of collecting a comprehensive list of forms, along with information about associated business processes used by UH Mānoa units, that are not currently supported via paperless electronic workflow.
- Forms inventories started to date that include fiscal forms, human resources forms and student/faculty facing forms (many have also been identified by the System Group and the UH Mānoa Academic Personnel Forms Committee). The Research Corporation of the University of Hawaiʻi (RCUH) forms and their related business processes will be incorporated at a later date as RCUH is currently undergoing an internal strategic systems review.
- Paper-based processes will be converted to electronic workflow utilizing the two system supported workflow platforms, Hyland OnBase (the enterprise document management system) and Kuali Build. OnBase is a document-based platform that includes robust security features and a highly scalable document repository. Kuali Build is a very agile form and workflow tool that supports quick adoption and is generally not dependent on staff to create and deploy apps.
- Collection of information and resources that can be used to provide best practices to campus units to address the need for flexible operations that can seamlessly transition between on-campus and telework locations.
The intent is to identify variations in current review and approval processes associated with paper forms, and explore best practices for uniformity across campus in order to begin conversion of forms to paperless workflow. This will be an ongoing effort extending beyond fall 2020.
In addition, guidelines for configuration of office spaces, including distancing, barriers and high touch areas, have been prepared by the Space Planning, Preparation and Utilization group.
- S. French (Interim Vice Chancellor for Administration, Finance & Operations)
- G. Yoshimi (Vice President for Information Technology and Chief Information Officer)
Working Group Members
- Sandy French (Co-Lead, Interim Vice Chancellor for Administration, Finance & Operations)
- Garret Yoshimi (Co-Lead, Vice President for Information Technology and Chief Information Officer)
- Jan Gouveia (Vice President for Administration)
- Roxie Shabaz (Assistant Vice Chancellor for Enrollment Management, and Director of Admissions)
- Lilikalā Kameʻeleihiwa (Kūaliʻi Council, and Professor, Kamakakuokalani Center for Hawaiian Studies)
- Juanita Andaya (Director of Administrative Services, SOEST)
- Sheryl Tashima (Chief Administrative Officer, College of Education)
- Sarah Simmons (UH Mānoa Staff Senate, and Operations Coordinator, Outreach College)
Scope of Work
Identify and coordinate opportunities to move academic support and student services operations to paperless workflow, and recommend models for efficient office operations that can span a range of in-office and telework combinations.