Personal identification in today's society often takes the form of login accounts
on computer systems. As university computer systems proliferate, the number of accounts
increases, making it increasingly difficult for students, faculty, and staff to remember
the increasing number of distinct credentials.
Provide a method for computer systems to share and/or synchronize login credentials,
thereby requiring computer users to remember only one set of credentials. Ensure these
credentials are secure and unique.
UVU's Identity Management (IDM) system - in addition to providing the solution requested,
user account creation and management were automated, and tools were made available
for group management, special types of accounts, email address management, and much
In addition to removing the heavy load of account creation, a significant reduction
in the number of helpdesk calls for password resets and for help logging in on specific
systems was realized. Confusion about which username and password belongs to which
systems are a thing of the past, and computer users have more control over the information
computer systems maintain about them. Finally, group management and many other processes
have become simple enough for end-users and business-level managers to accomplish
without the intervention of Information Technology personnel.
Due to the growing University and record enrollment we needed to find a way to handle
the extra admissions applicants and processing workload without raising expenses.
Automating a few of the Admissions processes has eliminated over 10 man-hours per
week that had previously been wasted using the old process , check's and balance are
now in place to insure all newly accepted students receive their acceptance letters
in a timely manner.
UVU Admissions Office handles over 29,000 applications every year with a staff of
3 FT and 3 PT positions this automation has allowed the Admissions Office to be the
most efficient Admissions Department of all of the USHE Institutions.
The new process saves at least 10 hours/week, ( = 520 hours/year, min $4,000/year
Finance & Business Services
Finance and Business Services wanted a way to automate the billing process between
departments on campus that provided goods or services to other departments. Gathering
the data from many different sources and manually cutting and pasting to get the data
in a format that would feed into Banner was time consuming.
Create a system allowing departments to enter transactions, send out approval requests
if needed, keep a history of transactions and post the transactions to Banner.
Banner Billing or "BIT" (Banner Interdepartmental Transfers). Created a system that
allows departments to bill for services with full transfer, history, reporting and
3 hours / week in Finance & Business Services (150 hours/year, min $2500/year savings).
Finance & Business Services
In May 2009 Sunguard implemented a PCI update to Banner which broke the Touchnet payment
link. This broke the campuses ability to take credit cards payments for items in Banner.
The new Touchnet solution was months away and would cost many thousands of dollars.
Quickly find a way to process credit cards that will interface with campus systems
AIS built a system interfacing with Banner and integrated it with other campus systems
through an existing merchant account and within 1 week the campus was up and running
again. They also implemented checks & balances for the business office to reconcile
& balance accounts and apply payments to the proper indexes within the UVU community.
This saves the campus many thousands of dollars in software cost and maintenance fees.
So far… $35,000.00 in software license fees
Solution securely implemented in several areas across campus
$$$ / year
The UVU Campus Helpdesk needed a network monitoring and notification system to inform
the Help Desk when network issues arise. Many times the Help Desk would receive calls
and not know that a system was down.
Build a system that alerts the Help Desk when a system is down or being worked on.
AIS Created; Outage & Notification boards integrated with various network monitoring
systems and installed monitors in critical areas across campus, also creating a backend
that notify's and text's administrators on events. The Outage boards in the Help Desk
area also include sound and are connected to speakers in the ceiling, so if something
is happening on the network we are alerted through sound and automated speech. A method
was created to automatically take a "white Board notice" (Urgent notice from the Help
Desk software) and put it on the outage board and at the same time send a text message
to key individuals.
I can't tell you what a difference this and other AIS projects have made to the Help
Desk. It is so important that the Help Desk be included in these notifications immediately.
It saves us so much time calling, or running around to find out what is happening.
The speech part and the texting part saves us communication time and frees up employees
to be on the phones answering the requests of the faculty, staff and students of UVU.
Long Distance Reimbursement System
In accordance with Campus policy, employees are required to reimburse the campus for
personal long distance calls made on campus phones. Telephone Services prints out
the entire log of calls each month by extension, photocopys them, hand cuts them for
hundreds of employees, and mails a hard copy to each employee so they can highlight
personal calls from the list and pay for them. This is an extremely time consuming
process each month allowing for no consistent accountability involving managers etc…
The LD Reimbursement app was born. Employees and managers now get an e-mail once per
month for LD charges to managers accounts (summary of employee LD activity) and employees
extensions. Employees can now (on the computer in a link from the e-mail) label personal
numbers, mark them and pay online for their personal calls. A full history and accounting
is maintained. Tracking (and cell phones) have reduced long distance bills overall
and more employees are paying their bills.
The Overall Campus bill dropped by $300/mo in the months following the new app.
Employee payments went up $50/mo.
Telephone services now saves 20 hours per month because the process is now automated.
The AIS department noticed that students needing help with enrollment and registration
had longer than needed lines, and support staff did not have some of the tools that
would help them to be more efficient.
Study business processes and student flow then design a system to assist the admissions
and registrar staff to be able to offer improved efficiency to the students.
Line Manager at the One Stop Circle. This was offered from Chris and Mike as they
saw that it was confusing for the students to know when and where to go when the next
station was available. They made a proposal and moved forward with the installment
of the computer and monitor and the announcement of the next station available. They
have made some great improvements over the last 5 years.
Parking Program to sell parking sticker/tags. The program that was being used by the
Parking Office was very difficult to learn and Mike and Chris offered to write a more
simple program that could help us come live with parking at the same time we came
live with the whole One Stop operation. Once again the cost was minimal and it has
been a great program that we are still using.
QUE system. This system was developed for Academic Advising to track student flow,
reasons for visits, etc... and to provide a wait system so students know that they
are "on the list" to meet with someone. The advisors have a small window on their
screen that tells them when a student is waiting for them, how long they have been
waiting and how many are in line for them or for the department and gives them some
basic information about the student. This is used by academic and other advising departments
all over Campus.
The savings in both cases has been in customer service and sanity for employees.
Serving an ever growing student population in a manner that allows them to take care
of parking needs and concerns online; while keeping all the data and processes automated
between the payment gateway, parking database, and Banner.
Build a ground-up app that takes care of logging the student in, walking through the
permit purchase or citation payment, handles the transactions, and reports back to
us and our database with the results.
The AIS team looked at the available API calls from our vendor, what data was being
fed from Banner. They then tied the needed calls and data feeds together in a single
package that takes care of student verification, checks their parking account for
current citations, offers them their permits, takes care of payment, and then reports
back to us what took place in the transaction. Using some custom database fields we
have been able to further this automation to speed up permit processing post-sale
With the online parking system in place we have greatly reduced the number of students
in line at the parking office and at OneStop. This allows our employees to take more
one-on-one focus with customers. We save 5 to 10 hours a week in processing permit
forms, citation payments, etc since much of that is now being taken care of automatically.
Lastly, working with AIS to use the custom mail fields in the database have allowed
faster processing of, which permits to mail, and which are for office pickup. The
great thing about this tool is that the AIS team has been able to make live modifications,
as needed, in fine tuning the app.
Police / Events / Media
The Police department was in need of a scheduling system to keep track of the duty
schedule and event schedule. We had been using a calendar we were able to publish
online but Officers would have to contact an administrator to add or remove them from
the calendar. This became a logistical nightmare with trying to keep track of the
duty calendar and scheduling officers for hundreds of events every year.
I took the calendar publishing software to the AIS department and asked if it could
be automated yet secure to where officers could sign up for events and duty shifts
using a unique login with each officer. We also wanted to secure the information for
officer safety as we don't want the general public to know how many officers are working
at any given time. We wanted the system to send a notice to the administrator to approve
the shift based on demand and budget. AIS took the idea and made it happen with their
own improvements as it evolved. The system worked so well that we recommended the
event center use it for their scheduling.
The automated scheduling system has streamlined the scheduling process and made it
more accessible to officers that don't work for UVU all of the time. The system also
allows for the continual changes in the scheduling and keep all officers updated constantly.
The system has greatly reduced the time spent on keeping track of the scheduling needs.
In AIS and other areas within IT we manage several projects consecutively. There are
various methods of project management in these areas. We needed a simple app just
to track projects, priorities, owners and progress.
We built a system that captures all new project requests, runs them through our approval
workflow and helps us assign them to employees and track priorities and progress.
The system is web based and has a nice monitor screen that lists current work and
high priorities to keep us focused on what matters most. It also allows users and
project owners/requesters to see what we are working on and how their project is coming.
Projects and priorities are now visible, tracked and we have better focus on what's
important -vs- what we are actually working on.
Create a new project evaluation request
Comments from our users
The AIS team is innovative, experienced, and has an expansive view in being able to
write programs for automating tasks allowing us to be more efficient in our jobs and
also able to serve the students in a greater more effective manner. Our department
truly feels that “If you can dream it, AIS can do it.”
-UVU Business Services
AIS came to me and suggested an idea for line management at the One Stop circle. This
line manager has been a huge asset to One Stop, both students and workers love it!
-Liz Childs, Sr Director - One Stop
I know that everyone would find life easier if they just used AIS to develop their
products and services over purchasing out-of-the-box products or services!
-Dawn Burgess, Manager - Campus Connection
After analyzing our business process, the AIS team developed a line management system
we didn't even know we needed-- and now we couldn't function without it!
-Bernell Hofheins, Bursar - Business Services
The automation that AIS provided for the Admissions area has saved over 4 hours of
work every week, it's like having another person working in the office. Processes
are done on time every time!
-Ryan Burton, Director - Admissions
I have not found another institution that does everything with the Long distance billing
that they have provided for us. This has shortened my monthly billing process from
2 to 3 days to a few hours per month.
-Kurtis Olsen, Assistant Director - Telephone Services
Would you like to reduce your operational expenses?
AIS can help! You can free-up / re-assign personnel and tasks through the Integration
and Automation process. Take these steps to ready your environment for AIS.
- Identify automation candidates - bottlenecks or inefficencies in your processes/department.
- Evaluate process maturity - Do we have a good idea of what we want yet?
- Rank candidates by value - choose which demons to slay first.
- Call 801-863-6550 to get started or Click here for a new project request/evaluation.