Extreme MAKEOVER College of Life Sciences Internship Online - - PowerPoint PPT Presentation
Extreme MAKEOVER College of Life Sciences Internship Online Management System lifesciences.byu.edu/internships October 2013 LfSci 399R LfSci 199R Before! The need for a makeover 1 internship coordinator; 2 internship assistants; many
College of Life Sciences Internship Online Management System lifesciences.byu.edu/internships October 2013
LfSci 199R LfSci 399R
Before! The need for a makeover
1 internship coordinator; 2 internship assistants; many interns (no room for expansion) Training new internship assistants Many supplies needed Organization Efficiency
Inability to Grow
Columns: A-AC (tasks) Rows: 1-(amount of interns)
Training Intern Assistants
“Simplified” process Intern Provider Accounting Internship Coordinator Approver / Professor
Instructions: 1. Intern -> provider 2. Provider -> Intern 3. Intern -> I.A. 4. I.A. -> Dr. AY 5.
6. I.A. -> Gale/Intern 7. Intern -> I.A./Gale 8. Gale -> I.A. 9. I.A. -> Provider 10. Intern -> I.A. 11. I.A. -> Accounting 12. Accounting -> Intern 13. Gale -> Provider 14. Provider -> Gale 15. I.A. -> Intern 16. Intern -> Gale 17. Gale/I.A. -> Dr. AY
Internship Assistant
Organization
Databases Documents/Other paperwork/Templates Student/Document/ Computer folders Calendaring Software Office Staff Office supplies
Efficiency
How many interns can the system handle? How fast can the information be processed?
The answers weren’t what we wanted with our old system
After! The (nearly) finished project!
Avoiding Redundancy Simplified Process Automated Communications Less Paper Cuts 1 Stop Shop Timely Process
Avoiding Redundancy
Application information automatically populates database, saving time and avoiding errors Items needing action are
allowing for better time management Information can be sorted alphabetically
Helping students Find Internships
Information from current interns automatically populates our “Past Interns” database
Simplified Process
Intern Provider Internship Assistant Accounting Internship Coordinator Approver / Professor
Less Paper Cuts
2 pages still needed for processing grant awards, BUT… Info for Grant Summary Verification Form will be populated automatically ready for printing and signatures. Internship and Grant Applications now online
1 Stop Shop
All Interns are listed here Each intern’s information is
Colors indicate status of various steps of internship process. All who have Admin access can quickly and easily see pertinent info, and check the status of progress. The late-add petition form has a link here
Timely Process
Evaluation
With one click, Experience Provider is sent an email request to submit an evaluation of the intern. This comes directly into the system.
Conclusion
Our Internship Extreme Makeover is nearly complete and our office is full of smiles! before after Leave your mummy and go on an internship!
Q & A THANK YOU!