Business IT Initiatives

View the roadmap to see Business IT initiatives on a timeline as well as future planned efforts or submit a project proposal for consideration.

Current Initiatives

Create a middleware component for campus applications. The business value created will be that campus software developers will have a common set of API methods, allowing faster development of applications

Campus community event to bring together key business and IT stakeholders to outline business problems and engage on process and technical solutions. Over 25 solutions requests identified and 3 initiatives underway. 

This in-person event will be held October 20, 2022.

Facilities & Services is partnering with the Business IT Collaboration, the Rokwire team, and others to design and develop new capabilities for the Illinois Mobile application. Those capabilities aim to provide navigation and travel time estimates from building to building and to specific exterior doors. The enhancement will also allow customers to indicate if they need an American with Disabilities Act (ADA)-compliant door to access the building.

The effort is gathering data from various sources and working to integrate that data into a useable format and updating application code to allow the features to be implemented.

Establish a more centralized way to manage overall web strategy and branding for campus.

Campus HR departments collaborate with IHR to flatten Urbana applicant tracking processes. This process improvement will support implementation of Cornerstone and JDExpert as a unified solution. These applications provide an easy-to-use, user-friendly, and collaborative set of tools for job applicant tracking and the hiring and onboarding processes overall. Expected benefit is expedited time to hire and reduction of HR processing time of 10% through standardization of campus processes.   

Implement Performance module on the Cornerstone system to support automated process for performance evaluations and enable more structured career development. Goal is to support remote or hybrid workforce, flatten process between units, and encourage culture of continuous performance discussion between managers and employees to raise overall employee satisfaction and reduce overall attrition. 

Updating a legacy system to provide a campus solution for key management. This update will leverage Archibus and AiM data.

A new, interactive report through Tableau to assist with personnel budgeting

Adding reports specific to Receivables within Commitments

Adding job aides and videos for handling Transfers within the Commitments tool

Registering, tagging and grouping important finance reports to the Digital Services Center (DSC) to help units find and access the reports they need

MS Teams site established to share best practices, keep campus stakeholders informed on Business IT project developments, and create a sense of community. The MS Teams site would allow real time feedback on how initiatives are creating value and where there is room for improvement. 

Making available data about scholarship information from UIF will allow better access of use. Advancement and Business teams will benefit considerably from this access.

Improve the Unit Security Contact experience on the Urbana campus by providing guidance on:

1) Selection and training
2) Resources
3) Integration with onboarding and offboarding process.

Paused Initiatives

Implementing IT employee classification standardization with IHR with input from Urbana campus HR. Goal is to reduce redundancy and simplify overall IT hiring processes. Improved time to hire, improved career and promotional paths, and standardization across campus processes.

Completed Initiatives

Provide increased marketing, training, communication, and outreach to support business units in leveraging the Adobe Sign solution for signatures and routing on electronic documents. Better support for remote workforce and streamlining of business processes. Expected savings of 1,000s of person hours in printing, routing, and chasing manual forms.

Campus community event to bring together key business and IT stakeholders to outline business problems and engage on process and technical solutions. Over 25 solutions requests identified and 3 initiatives underway. 

The goal is to establish a process for campus to identify technology needs and guide those requests through analysis to create a full business case including expected ROI and solution sizing and cost estimation to enable consistent prioritization and sourcing of initiatives for the campus greater good.

Website established to consolidate documentation and communications in a central place to assist with community engagement and information around Business IT.

Centralized reporting portal created that allows users to share their reports across the campus without regard for data source or reporting source. Benefits include standardization of reports, reduction of duplication, and overall flattening of business processes across campus.

Increased collaboration between education analysts, eLearning specialists, and LMS service owners will lead to better communication, feature prioritization, and overall student experience across of all of the colleges.

Engineering has developed a suite of facilities tools that can be utilized by colleges outside of Engineering. These tools are requested and managed through a site called AppTrack. This reduces the need of procuring numerous tools across campus to do related jobs.

xpand scope of Engineering portal tools to broader campus audience to enable business processes and reduce redundant systems.

Expansion of this time tracking tool is part of the overall Engineering portal of applications as covered under the MOU with campus. This ties in with the payroll feeder. The goal being to utilize this existing tool across campus, creating common process and reducing admin overhead.

Expansion of an existing Engineering HR tool that would allow campus Civil Service employees to log vacation and sick leave hours under a common tool. Using a unified system reduces duplication of administration and HR resources.

Database upgrade to a managed, up-to-date, version of SQL. Migrate historical data into a single updated SQL server for improved data analysis.

The goal is to document all HR systems with intention of fully understanding overall technology ecosystem and identifying opportunities to provide tools to replace manual processes and to consolidate redundant systems to consistent platforms.

Provide online form for tracking employee Service In Excess (SIE) with expected benefit of facilitating remote workforce and reducing overall time to track/process information for campus HR units.

Multiple campus units added to the OVCRI Commitments financial tracking tool to allow for better tracking and reporting on budget allocations. This will create consistent process across campus units allows for better cooperation and communication of fund allocation and giving a single version of the overall financial picture through reporting.

Establish online forms to manage purchasing processes for P-card users. Enables remote workforce and reduces time to process purchases (automated vs. manual).

Worked with IHR to leverage existing LAS mass feeder file to speed up time to process payroll for Extra Help personnel. Reduction in manual entry errors. Payroll processing cycles reduced from 1 business day to 1 hour.

Establish processes, practices, and a shared environment to allow for technology teams to work together to fulfill business needs (including campus IT resources and consultants). Allows for better collaboration and opens alternative models for staffing to accomplish objectives.

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