Workflow ‘envelope’ speeds on-line processing

Workflow is a system for instantaneous electronic routing of University forms and transactions such as appointment, termination, and leave status forms. Transactions in the system move from department to college and then on to administrative units, such as the Provost’s Office or Affirmative Action. Each recipient can review and approve the transactions, then move the form along through the system with a mouse click.

Elaine Haddy, assistant director of Human Resources Information Services, worked with colleagues Michael Kaplan, senior systems analyst, and Larry Meyer, assistant director of Human Resources Information Services, to create the new Workflow system specifically for The University of Iowa.

“We looked at other software,” Haddy says, “but we weren’t satisfied with what was available, so beginning about a year ago, we began building our own. The University is very decentralized and needs a system that’s flexible enough to accommodate the diverse needs of our many units. We’ve found that sometimes the simplest of units has the most quirks in its business rules. We wanted the software to be able to handle those quirks. Now we’re seeing people who want to simplify their business rules based on the simplicity they see in the system.”

In addition to reducing paperwork and office clutter, Workflow offers form tracking, and interactive editing.

“We’re starting with a number of common human resources forms,” Haddy says. “We’ll follow with purchasing requisitions and Affirmative Action forms. Eventually, we hope to reduce the flow of paper across this campus to a trickle while at the same time greatly increasing the speed and efficiency of transactions.”

Education about the new system began last fall, Haddy says, and training began this summer for staff who will use the system.

“We visited every major unit on campus not only to spread the word about the new system, but also to learn about the special needs that are out there. We’ve now held overview training sessions for departmental human resources staff in every major unit on campus and are now finishing computer-based training for the hands-on people who will be using it most,” Haddy says.

“One of our goals was simplicity, and people in the training sessions have told us over and over that they’re surprised how simple it is to use. That makes us happy.”

Article by Charles S. Drum