PROCESS SIMPLIFICATION SURVEY RESULTS

Survey Response ResponsesSent% Controllers Group % Faculty % Grand Total %

Six Priorities Emerged 1. Extensity Replacement 2. Travel Self Booking 3. Financial Reporting for Faculty 4. Business Objects Accessibility 5. Fast Track Improvements 6. FS Website Navigation

Extensity Comments ControllersFacultyTotal Complex/confusing Time consuming015 Comments:  “Extensity is a nightmare that takes away a lot of valuable time for productivity. The process for complete an expense report could easily be condensed in this system.”  “Extensity is very difficult. Is there an easier program?”  “Some aspects of Extensity are efficient, but there always seem to be complicating factors that make the process frustrating and time- consuming. (The term "Extensity" is considered an expletive in my department.)”

Simply Travel -Travel Approval, Expense Reimbursement  Total dollar approval for trip  Reduce number of fields, one- page entry for reimbursement

Travel Arrangement Comments Comments:  “I like to be able to do my own travel forms and arrangements..”  “I don't like having to use the travel office. Although sometimes they find a good rate, other times I lose a good rate in the time it takes to go back and forth with them.”  “The only challenge there is that there are usually delays in contacting travel agents and I can have to wait several hours to get a returned call when they are busy (which is almost always).” ControllersFacultyTotal Request for self-booking010 Wait/delay issues with staff 224

Get There Travel Self Booking  Travelocity-like functionality  All major airlines, hotels  Travel vendor pricing + BYU contract rates

Financial Reporting Comments Comments:  “The monthly financial reports are often hard for me to understand. I get the bottom line (how much money is input or taken out of my accounts), but it is often difficult to follow which money is coming from which account. ”  “If you are not an accountant the budget/expense summary sheets can be very hard in understand.”  “The monthly budget reports are too confusing to me. Why can't they be something like a credit card statement, with explanations of purchases, etc...” ControllersFacultyTotal Difficult to read

Faculty Financial Report  Faculty-friendly format  Clear English  Clear balance  Access to more information if needed Send your examples to Paul Behrmann or Jay Hanson

BOb Reporting Comments Comments:  “Finding the right BOb report is always trial and error for someone who doesn't use BOb every week.”  “The listing of BOb reports could be more user friendly.”  “BOb is a great tool but (in my opinion) the newest version is not as efficient (as far as use of the entire interface area) as was the old version.” Controllers Complex/confusing10 System issues5 Time consuming finding appropriate report 5

Business Objects Accessibility  Fewer menu items  Clearer descriptions  Examples displayed before printing

Fast Track Comments Comments:  “The Fast Track system should make taxpayer identification numbers available to controllers. ”  “Setting up vendors in fast track is not easy.”  “One thing that I don't like in FastTrack is that when we're paying an independent contractor who we've already worked with several times, we still have to enter the Tax ID number for that individual even though we've already done it several times for that specific contractor.” Controllers Vendor Setup Difficult6 System issues5 Complex/confusing 3

Fast Track  Improve navigation  Better independent contractor entry

FS Website Comments Comments:  “Usually I don't even know where to start calling to get the answer I need. The Financial Services website is usually something I have to browse a while before I can find the right people to call.”  “The Financial Services Web site contains a lot of great information, but I find it hard to navigate.”  “I avoid the Financial Services website because there are so many layers and it is so complex. Wow!” Controllers Hard to navigate10

Financial Services Website  Improve navigation  Reduce number of layers to get at data