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IRIS

IRIS. Presented By: Akash Bhatt Cassandra Heavrin. Office of Registration and Academic Records, University of Houston. 59,219 Students 6,278 Employees UHS Institutions University of Houston UH-Clear Lake UH-Downtown UH-Victoria. University of Houston System. Old Business Process.

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IRIS

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  1. IRIS Presented By: Akash Bhatt Cassandra Heavrin Office of Registration and Academic Records, University of Houston

  2. 59,219 Students • 6,278 Employees UHS Institutions • University of Houston • UH-Clear Lake • UH-Downtown • UH-Victoria University of Houston System

  3. Old Business Process

  4. Old Business Process

  5. Drawbacks of the Old Process • Lost Forms • Time Consuming

  6. Drawbacks of the Old Process • Difficult Tracking • Tedious Reporting

  7. IRIS – The user friendly way IRIS – How it Works!!

  8. Login Screen

  9. To Do List

  10. Submitting a Form

  11. Ticket Processing Screen

  12. Ticket Screen

  13. Closed Ticket

  14. Access and Assignment

  15. Lost Forms • If uploaded to IRIS the form cannot get lost as it is stored in the server. • The form could be found using • PSID of Student • Date Submitted • Person who submitted it • Department it was submitted from • It is there forever Drawbacks Addressed

  16. Time Consumption • Time to reach RAR is cut down significantly (electronic submission) • No need to create Excel sheets • Less auditing as College user is part of the process and forms are stored forever (Discrepancy Process) • Fast approvals (ticket bouncing) • Fact – IRIS has cut down the average time of processing forms from 15 days to below 3 days Drawbacks Addressed

  17. Tracking • Status of form can be tracked by the college user by logging into IRIS • Answering calls and enquiries about form is an easy search • Notifications • IRIS notifies College user of the status of the forms that they submitted whenever the status changes • IRIS notifies the staff if the user adds additional files or comments on a form and also when they are assigned a form to be processed • IRIS notifies the administrators when a College user submits a discrepancy against a ticket Drawbacks Addressed

  18. Reporting • IRIS reports the average processing time as well as the current number of pending forms with RAR • Helps in managerial decisions and organizing workforce • Report performance of department as well as employees • Dashboard Reporting is now in place too Drawbacks Addressed

  19. IRIS was officially launched on May 17,2008 • IRIS was adopted college by college • By the end of July 2008 all the Colleges were using IRIS and RAR stopped accepting paper forms • IRIS is in continuous evolution since then and a lot of suggestions have been implemented • IRIS has helped process more than 250,000 forms till date and is used by 250+ users in the UH community The Facts

  20. IRIS and Workflow • Out of the box and in the box • Transparent problems Lessons Learned

  21. PHP / MySQL • IIS Server Tech. Specs

  22. Question/Comments Akash Bhatt abhatt@uh.edu Cassandra Heavrin cassandra@uh.edu

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