Overview of the practical application of MS SharePoint for processing and communication needs of the Texas Tech University Office of the Registrar SACRAO Session M2.7 February 4, :30 – 11:30 AM

Historical Perspective: Fall 2008 – Banner Conversion Registrar’s Office was tasked with dually processing data in both the OLD system and the new Banner system. Decentralized processes were pulled back to the Registrar’s office for that term. Staffing level of 10 people and four student assistants

Challenges faced: Current “standard” responsibilities had to be maintained Consistency of information entered in both systems Delivery methods of information (fax, , hand- delivered) Multiple contacts for status reports (phone, ) VOLUME, VOLUME, VOLUME No funds for additional staffing

Emergency Solution: MS SharePoint One-stop collection of data processing requests Allowed for better management of personnel resources Immediate status updates available to requestors Tracking of information for corrections Record Auditing Emergency auditing of converted data to assist with record accuracy Additional tools Mailing labels Quick general communication to prescribed groups. “For every mountain, there is a miracle.” -Robert H. Schuller “When faced with a challenge, look for a way, not a way out.” -David Weatherford

Fall 2008 by the numbers Processing: (Sept 1, 2008 – April 15, 2009) More than 19,000 mass requests and data conversion corrections More than 30,000 campus community requests for processing Almost 1000 hours of overtime

Negatives: Campus resistance Security maintenance Lack of organization Not every process available No resource information SharePoint “guru” left office

Registrar SharePoint “ReMix”, Summer 2011 – Spring 2012 Analyzed missing request types Surveyed key influencers on needs/wish-list items Tapped into other campus resources Conducted security audit Separated and addressed internal needs vs external needs Created greater resource tools: announcements, calendars, document libraries Created separate tool for all faculty and staff to report Grading and Registration issues

“I don’t want the problems solved for me. I want the fishing rod, not the fish.” -Yanni “Sometimes, instead of climbing over the barricades, you’ve got to walk around them.” - Bono

Implemented for Spring 2012: Built processes specific to Athletic Certification and communication needs. Created separate tool for all faculty and staff to report Grading and Registration issues

Registrar SharePoint Coordinate current student processing requests from colleges Coordinate incoming student needs with Admissions offices Coordinate technical assistance with IT personnel Provide internal resources for staff Resource documents Announcement capability Specific Issue Reports and workflows Issues SharePoint

MS SharePoint Where are we going? Greater opportunity for complete, paper- less workflows More flexibility with communication tools More attention to ease-of-use for campus customer base Greater attention to communication workflows to handle standard “issues” Identifying additional “tie-in” opportunities with other campus offices Focusing use on: Communication Processing Organization Resources

Cleaner, brighter, friendlier presence Greater attention to appearance and design of data Separation of information/communication functions and processing functions

Bobbie Brown Registrar November 6, 2012