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 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 Approver / Professor Accounting Instructions: 1. Intern -> provider 2. Provider -> Intern 3. Intern -> I.A. Internship Assistant Internship Coordinator 4. I.A. -> Dr. AY 5. Dr. AY -> I.A. 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 Intern Provider 16. Intern -> Gale 17. Gale/I.A. -> Dr. AY
Organization Student/Document/ Documents/Other Computer folders paperwork/Templates Calendaring Software Databases Office supplies Office Staff
Efficiency How fast can the How many interns can information be processed? the system handle? T he 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
Items needing Avoiding Redundancy action are organized, allowing for better time management Information can be sorted alphabetically or numerically. Application information automatically populates database, saving time and avoiding errors
Helping students Find Internships Information from current interns automatically populates our “Past Interns” database
Simplified Process Provider Intern Accounting Approver / Professor Internship Coordinator Internship Assistant
Less Paper Cuts Internship and Grant Applications now online 2 pages still needed for processing grant awards, BUT… Info for Grant Summary Verification Form will be populated automatically ready for printing and signatures.
1 Stop Shop All who have Admin access can quickly and easily see pertinent info, and check the status of progress. The late-add petition All Interns are listed here form has a link here Each intern’s information is organized into ONE VIEW. Colors indicate status of various steps of internship process.
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!
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