Streamlining Financial Requests at Baylor University with Integrify
Technology Category
- Application Infrastructure & Middleware - Event-Driven Application
- Automation & Control - Human Machine Interface (HMI)
Applicable Industries
- Buildings
- Equipment & Machinery
Applicable Functions
- Human Resources
- Product Research & Development
Use Cases
- Smart Campus
- Time Sensitive Networking
Services
- System Integration
About The Customer
Baylor University is a private Baptist university located in Waco, Texas. It is a nationally ranked liberal arts institution and the oldest continually operating university in the state, chartered in 1845 by the Republic of Texas. The university has over 12,000 enrolled undergraduates and hundreds of academic and administrative professionals. Baylor operates under a centralized IT office which services its users on the main campus as well as satellite locations. The Information Technology Services department (ITS) is responsible for identifying, developing, and supporting the University Technology Infrastructure to provide direct and indirect services for the entire University. Part of the ITS department's charter is to provide planning, development, and leadership, and to investigate new technologies.
The Challenge
Baylor University, a private Baptist university in Waco, Texas, was facing challenges with its workflow associated with financial requests. The university had been using a custom solution from a Project Management Software vendor, which was found to be limiting due to its poor user interface, high customization costs, and limited scalability across departments. The existing system made end user adoption difficult and was not purpose-built for managing requests. In the university setting, any activity with financial impact had to pass through a rigorous workflow, getting reviewed or approved by various stakeholders. The Information Technology Services (ITS) department at Baylor was tasked with finding a technology solution that would replace manual and paper-based processes, centralize and streamline the review and approval process for budget-impacting requests, and provide a clear understanding of the full impact of requests by involving all necessary areas such as Budget, Human Resources, and Facilities Services.
The Solution
Baylor University implemented a workflow and document management application with Integrify to centralize and streamline the data entry and approval of all departmental requests that impact the budget. The university installed a license of Integrify on their own on-site server and customized their version as “BearQuest” with the Baylor logos. The solution was rolled out campus-wide, with hundreds of potential requestors and upwards of 100 defined “approvers”. The Integrify solution allowed Baylor to simplify and in some cases reduce the need for human data entry, saving time and potential mistakes. It integrated with Baylor's proprietary .NET Employment Management System (EMS), pulling data from ERP systems during the request process. The rollout of Integrify also allowed Baylor to evaluate how it was doing its approvals and optimize its automation accordingly. The solution provided real-time and 360-degree visibility into the project lifecycle for the request, and allowed users to select the proper request type, initiating a complex flow for high-value requests and a simplified flow for low-impact requests.
Operational Impact
Quantitative Benefit
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