Smartsheet Process Log

	Include on public dashboard?	Created	Submitter	Unit that owns process	Process Name	Process includes	Smartsheet Process Status	Description/Background
	Collaboration powered by Smartsheet   |   Report Abuse
1		05/12/23 11:51 PM	Shawn Hill	Accounting	GASB 42 - Impairments	Financial data	Active	Check for GASB 42 compliance on capital assets with net book values of greater than: $100k for equipment and $250k for all other capital assets.
2		05/12/23 11:51 PM	Shawn Hill	Accounting	GASB 51 - Intangible Assets	Financial data	Draft	Survey to determine the existence of certain intangible assets at state organizations.
3		05/12/23 11:51 PM	Shawn Hill	Accounting	GASB 87 - Leases (UGA as lessee)	Financial data	Active	The GASB 87 questionnaire is required to be completed by each UGA department that intends to lease a non-university owned asset. The questionnaire is designed to gather information about new lease activities in order to determine if UGA should record a lease liability.
4		05/12/23 11:51 PM	Shawn Hill	Accounting	GASB 87 - Leases (UGA as lessor)	Financial data	Active	The GASB 87 questionnaire is required to be completed by each UGA department that intends to lease a non-university owned asset. The questionnaire is designed to gather information about new lease activities in order to determine if UGA should record a lease liability.
5		05/12/23 11:51 PM	Shawn Hill	Accounting	GASB 96 - SBITAs	Financial data	Active	Questionnaire designed to gather information about new SBITA activities in order to determine if UGA should record a Subscription liability. The Business Services and Accounting team will review each questionnaire for its completeness and determine if the SBITA meets the standards of GASB 96.
6		05/12/23 11:51 PM	Shawn Hill	Accounting	GASB 96 - Library Questionnaire	Financial data	Draft	Questionnaire designed to gather information about new SBITA activities in order to determine if UGA should record a Subscription liability. The Business Services and Accounting team will review each questionnaire for its completeness and determine if the SBITA meets the standards of GASB 96.
7		05/12/23 11:51 PM	Shawn Hill	Accounting	Student Technology Fee (STF) Allocation	Financial data	In Testing	Tracks STF carry forward requests. Units will have the option to carry-forward up to 5% of their STF allocation by submitting a written plan to the Committee for Applied Instructional Technology (CAIT) for approval. If a unit wishes to carry-forward funds in an amount that exceeds 5% of their allocation, the unit must submit its plan, along with the appropriate justification, through the CAIT to the Provost and Vice President for Finance & Administration for approval.
8		05/12/23 11:51 PM	Shawn Hill	Accounting	Tax Exempt Bonds	Financial data	Draft	Questionnaire to track tax exempt bonds. Under federal tax law applicable to tax-exempt bonds, only a small portion of facilities or equipment financed or refinanced with the proceeds of the bonds may be used, leased, managed or operated by a non-qualified user. This questionnaire is intended to help with the collection and review of information in order to determine compliance with the private business use limits. The private business use limits apply for the entire term of the bonds (including any refunding bonds) and violation of private business use limits could result in the loss of the tax-exempt status of the bonds.
9		05/12/23 11:51 PM	Shawn Hill	Accounting	Unrelated Business Income (UBIT)	Financial data	Active	Questionnaire to track UBIT. Each year the University must perform an analysis to determine the amount of unrelated business income (UBI) to be reported to the Internal Revenue Service (IRS) and Georgia Department of Revenue. The University is not exempt from income tax imposed on activities which are substantially unrelated to the purpose and mission of the University, even though these activities may generate income to support the University’s purpose and mission related activities.
10		05/12/23 11:51 PM	Shawn Hill	Accounting	Request for deferred income	Financial data	Draft	Units submit requests for deferred income for accounting review/approval.
11		05/12/23 11:51 PM	Shawn Hill	Accounting	DSS Questionnaire	Financial data	In Testing	Depts request to conduct departmental sales and services through Service Center activities. Workflow to collect requisite approvals.
12		05/12/23 11:51 PM	Shawn Hill	AP/Travel	Food Purchase Justification	Financial data	Active	This form walks the submitter through the process and documentation requirements for various expense types, and emails the submitter a recap that can be attached as documentation when the expense report is submitted in the Financial Management System as a payment request or expense report.
13		05/12/23 11:51 PM	Shawn Hill	AP/Travel	Non-Employee Payment form	Financial data	In Testing	Form to request non-employee payment and route to AP for approval.
14		05/12/23 11:51 PM	Shawn Hill	Accounts Receivable	Aging A/R detail	Financial data	In Testing	A/R team copies query result into master list and Smartsheet automates the process of aggregating the data and distributing aging A/R reports to units.
15		05/12/23 11:51 PM	Shawn Hill	Asset Management	Surplus Equipment Transfer	Financial data	In Testing	Form to request that items be transferred to the surplus warehouse.
16		05/12/23 11:51 PM	Shawn Hill	Budget Office	Carryforward reporting	Financial data	Active	Units input quarterly carryforward balance updates, aggregates data for BOR reporting.
17		05/12/23 11:51 PM	Shawn Hill	Bursar & Treasury Services	Petty Cash Application	Financial data	Active	Units request petty cash accounts and BTS team reviews/approves.
18		05/12/23 11:51 PM	Shawn Hill	Payroll	Overpayment Form	Financial data	In Testing	Form and decision tree to request overpayments. Creates SNOW ticket. Creates tracking list for Payroll.
19		05/12/23 11:51 PM	Shawn Hill	Payroll	Paychecks Outstanding	Financial data	Active	Automates process of following up with individuals who have outstanding, undeposited paychecks.
20		05/12/23 11:51 PM	Shawn Hill	Procurement	Contract Negotiation Tracker	None of these	Active	This process replaces email and individual Excel workbooks/sheets. This tracks the contract review process within Procurement and among the different Procurement teams.
21		05/12/23 11:51 PM	cversola@uga.edu	Procurement	Informal Bid Tracker	None of these	Active	Allow Procurement to track internal informal bid processing.
22		05/12/23 11:51 PM	cversola@uga.edu	Procurement	PCard Monthly Reconciliation Process	Financial data	Active	Tracks requests to cardholders and submissions of PCard monthly reconciliation packages.
23		05/12/23 11:51 PM	cversola@uga.edu	Procurement	PCard Yearly Spend Analysis	Financial data	Active	Tracks requests to Approvers that card spend is accurate and cards are still needed.
24		05/12/23 11:51 PM	Shawn Hill	CAES	Federal Vehicle & Farm Equipment Tracker	Financial data	In Testing	Allows CAES to track federal vehicles and farm equipment with maintenance logs, mileage tracker, location, etc. Creates prompts to enter updated information at intervals throughout the year.
25		05/12/23 11:51 PM	Shawn Hill	Budget Office Bursar & Treasury Services Graduate School Sponsored Projects Administration	Graduate Tuition Return Incentive Program	Financial data Sensitive Data	Active	Multi-unit workflow to track Graduate Tuition Return incentive program. Collects 81x number.
26		05/12/23 11:51 PM	Shawn Hill	OGE, BTS, Procurement, etc.	Study Away Tracker	Financial data	Active	Allows OGE to coordinate with departments and Finance Division on budgetary aspects of study away programs.
27		05/12/23 11:51 PM	Shawn Hill	SPA, UGAF	Foundation Relations - Gift vs. Sponsored	Financial data	Draft	Creates a decision tree for gifts versus sponsored projects.
28		01/17/24 11:26 AM	Shawn Hill	Accounting	Accrued Payroll	Financial data	Active	Dynamic view for units to review accrued payroll, distribution %, amount, and chartstring.
29		01/17/24 11:33 AM	Shawn Hill	AP/Travel	ACH Modifications	Financial data	Draft	Form and workflow for Accounts Payable to verify ACH modifications.
30		01/17/24 11:33 AM	Shawn Hill	AP/Travel Bursar & Treasury Services	Cancel or Escheat Checks	Financial data Sensitive Data	Active	Student Accounts adds entries and AP reviews, updates check status, enters voucher number, and marks complete. Replaces manual tracking. Contains student 81x number.
31		01/17/24 11:35 AM	Shawn Hill	AP/Travel	Electronic Withdrawal of Funds - DHHS Payees	Financial data	Active	Units request electronic payment withdrawal and routes to CBO and then AP for reviews and approval.
32		01/17/24 11:36 AM	Shawn Hill	AP/Travel	Human Subjects non monetary compensation > $100	HR data Sensitive Data	Active	Tracks non-monetary compensation > $100 for human subjects. Captures DOB of human subjects.
33		01/17/24 11:39 AM	Shawn Hill	AP/Travel	AP - Tabbed Checks	Financial data	Active	Intake form and AP tracking list for tabbed checks.
34		01/17/24 11:40 AM	Shawn Hill	AP/Travel	Taxable Travel Expense	Financial data	Active	AP enters taxable travel reimbursements (including allowable amounts) based on query result. Routes to expense manager for approval. Routes to Payroll for approval/payment.
35		01/17/24 12:06 PM	Shawn Hill	AP/Travel Bursar & Treasury Services	Wire Authorizations	Financial data	Active	Tracking list and approval process for wire authorization collaboration between AP and BTS.
36		01/17/24 12:09 PM	Shawn Hill	Athletic Association	Football Game Credentials	None of these	Active	Allows non-UGA and UGA organizations to request football gameday credentials and allows Athletics to keep a single master tracking list that they can view from their phones in the stadium.
37		01/17/24 12:10 PM	Shawn Hill	Athletic Association	Athletics per diem card requests	Sensitive Data	Active	Allows members of Athletics to request per diem cards. Contains 81x number.
38		01/17/24 12:47 PM	Shawn Hill	Budget Office	Carry-forward strategic reserves reporting	Faculty data	Active	Annual process for units to report on and justify strategic reserves. Automatically balances entries against outstanding carryforward balances.
39		01/17/24 12:48 PM	Shawn Hill	Bursar & Treasury Services	Charge to Account Form	Financial data Sensitive Data	Draft	Allows Student Accounts to process charges to accounts. Contains 81x numbers and student data.
40		01/17/24 12:51 PM	Shawn Hill	Faculty Affairs	Faculty Performance Reviews	Faculty data	Active	Central location to track faculty performance review scores and effort percentages. Used for upload into OneUSG Connect along with unit reviews. Designed to make the intake process easier for Dept. Heads and other faculty supervisors.
41		01/17/24 12:52 PM	Shawn Hill	Faculty Affairs	Faculty Offer Letters	Faculty data HR data	Draft	Allows faculty to electronically sign and track offer letters.
42		01/17/24 12:55 PM	Shawn Hill	Graduate School	Award Letter Wizard	Student data	Draft	Auto generates award letters for graduate students.
43		01/17/24 12:57 PM	Shawn Hill	Graduate School	Deadlines and Key Dates	None of these	Active	Auto generates notifications (Teams and email) to Grad Coordinator Assistants on upcoming key dates and deadlines.
44		01/17/24 12:59 PM	Shawn Hill	Graduate School	Grad Assistant Annual Rates	Financial data	Active	Creates automated process for tracking dept, grad school, and provost approvals of grad assistant annual rates.
45		01/17/24 1:01 PM	Shawn Hill	Graduate School	GradStatus Access Request Form	Sensitive Data	Active	Request form and workflow approvals to request access to the GradStatus system. Contains 81x number.
46		01/17/24 1:02 PM	Shawn Hill	Graduate School	Graduate School Budget Dashboard	Financial data	Active	Creates budget dashboard for Grad Dean. including remaining balances, revenue targets, payroll information, historical spend rates, etc.
47		01/17/24 1:03 PM	Shawn Hill	Graduate School	Grad Award/Fellowship Tracker	Financial data	Active	Tracks distribution of award/fellowship funds and automates process of collecting chartstrings from unit financial contacts.
48		01/17/24 1:05 PM	Shawn Hill	Morehead Honors College	Alumni Reader Onboarding	Sensitive Data	Active	Automates several steps in the process for applying, reviewing, selecting, and onboarding alumni readers for the Honors College. Contains 81x numbers.
49		01/17/24 1:08 PM	Shawn Hill	Insurance & Claims Management	Comprehensive Accident Reporting and Evaluation System (CARES)	HR data	Draft	System to report accidents, incidents, and near misses for tracking and analysis. Goal is to allow UGA to build process and not have to purchase a 7-figure system for this.
50		01/17/24 1:08 PM	Shawn Hill	Insurance & Claims Management	Insurance Premium Chartstrings	Financial data	Draft	Automates the process for collecting chartstrings for insurance on physical assets.
51		01/17/24 1:11 PM	Shawn Hill	Insurance & Claims Management	Motor Vehicle Use - Driver Acknowledgment Form	Sensitive Data	Active	Electronic intake form to capture driver data. Eliminates thousands of manual entries each year. Includes data on driving records.
52		01/17/24 1:28 PM	Shawn Hill	Insurance & Claims Management	Vehicle Renewals	Financial data	In Testing	Automates process for validation, including insurance chartstrings, for roughly 2,000 UGA vehicles
53		01/17/24 1:30 PM	Shawn Hill	Office of Institutional Research	Master Institutional Hierarchy (MIH)	Financial data HR data	In Testing	Mapping, requests, approvals for MIH
54		01/17/24 1:32 PM	Shawn Hill	Office of Research	New Faculty Hires	Faculty data HR data	Active	Automatically alerts various research units of upcoming faculty hires (at offer letter stage) so that proactive steps can be taken to ensure that they are ready to conduct research upon arrival.
55		01/17/24 1:36 PM	Shawn Hill	Office of Research	Core Facilities Equipment Requests	Research data	Active	Creates a tracking sheet with workflow for core facilities equipment requests.
56		01/17/24 1:36 PM	Shawn Hill	Office of Research	Research Facilities Space Request	Research data	Active	Creates a tracking sheet with workflow for research space requests. .
57		01/17/24 1:37 PM	Shawn Hill	Office of Research	FASTER research advisory team progress	Research data	Active	Tracks ideas and progress on these ideas to improve research processes
58		01/17/24 1:39 PM	Shawn Hill	Office of Research	IDC return unit guidelines	Financial data Research data	Active	Tracks units IDC distribution split percentages to investigator, dept, college.
59		01/17/24 1:42 PM	Shawn Hill	Office of Research	Minor's Research Access Form	Research data Sensitive Data	Active	Intake form and approval workflow for minors who will be participating in research. College minor's address, school, phone #, email, and parent/guardian information. Collect approvals from the minor, the parent/guardian, and the PI along with data on any potential risks/hazards to which minor may be exposed.
60		01/17/24 1:45 PM	Shawn Hill	Accounting Office of Research	UGARF Check Requests	Financial data Research data	Active	Intake form and workflow approvals on UGARF check requests. Generates a PDF that can be loaded into the Financial Edge system.
61		01/17/24 1:47 PM	Shawn Hill	Office of Research	VPR request for budget transfer	Financial data	Active	Tracking sheet for VPR budget transfer requests
62		01/17/24 1:51 PM	Shawn Hill	Human Resources	Grad Assistant Bulk Updates	HR data Student data	Active	Allows units to request and track bulk updates to GA Comp Rate, Standard Hours, and/or Job Code
63		01/17/24 1:53 PM	Shawn Hill	Human Resources	SWB/RWB Requests	HR data	Active	Allows units to request and track short work break and returns from work break
64		01/17/24 1:58 PM	Shawn Hill	Accounting	Space survey for IDC rates	Financial data	Draft	Intake and tracking process for IDC rate space survey
65		01/17/24 1:58 PM	Shawn Hill	Mail & Receiving Services	Holiday mail pickup requests	None of these	Active	Intake, notification, and tracking process for holiday mail pickups
66		01/17/24 2:01 PM	Shawn Hill	Human Resources	Women's Staff Leadership Institute Applications	None of these	Active	Intake and notification process for Women's Staff Leadership Institute
67		01/17/24 2:02 PM	Shawn Hill	Human Resources	New-hire onboarding surveys	HR data	Active	Collects feedback from UGA new hires in month 2 of employment with the goal of continuously improving the onboarding process.
68		01/17/24 2:07 PM	Shawn Hill	Office of Accreditation & Institutional Effectiveness	Centers & Institutes List	Research data	Active	Creates a tracking list of active and inactive centers and institutes. Allows UGA to publicly post this on a webpage through an embedded dashboard. Allows Grants Portal to read a current list of active centers and institutes via the API, which is used for reporting and proposal submission.
69		01/17/24 2:09 PM	Shawn Hill	Finance - Programs & Change Mgmt.	Targeted Email Alerts	None of these	Active	Allows financial and HR practitioners to automatically sign up for targeted emails, including automated notifications on known issues and enhancements.
70		01/17/24 2:40 PM	Shawn Hill	Budget Office Bursar & Treasury Services Registrar	eRates	None of these	Active	Request form and approval workflow for UGA eRates. Collects approvals from 10+ units and sends notifications to ensure appropriate BOR coordination and Banner coding. Monthly reminders to show eRate requests in progress.
71		01/17/24 2:32 PM	cversola@uga.edu	Procurement	Aging PO Report	None of these	Active	This process replaces individually-emailed reports for each unit 1-2 times per year to request review and updates for older POs that may need action in order to close out.
72		01/17/24 2:44 PM	Shawn Hill	Finance - Programs & Change Mgmt.	FACTS program	None of these	Active	Automates the scheduling and reminder process for the FACTS program.
73		01/17/24 2:44 PM	cversola@uga.edu	Procurement	Procurement System Onboarding	HR data	Active	This process enables any staff involved in preparations for a new employee, such as obtaining system access, preparing office technology, etc., that often have to be completed in sequence. This replaces the flurry of last-minute and rushed preparations before they arrive.
74		01/17/24 2:46 PM	Shawn Hill	Finance - Programs & Change Mgmt.	Knowledge Base Ticketing System	None of these	Active	Created a homegrown ticketing system for knowledge base maintenance with automated notifications and dashboard.
75		01/17/24 2:48 PM	Shawn Hill	Finance - Programs & Change Mgmt. Human Resources	Master CBO list	None of these	Active	Used for workflow routing on other Smartsheet processes
76		01/17/24 2:48 PM	Shawn Hill	Finance - Programs & Change Mgmt. Human Resources	Master HR Liaisons list	None of these	Active	Used for workflow routing on other Smartsheet processes
77		01/17/24 2:49 PM	Shawn Hill	Finance - Programs & Change Mgmt. Human Resources	Master Faculty Affairs Liaisons list	None of these	Active	Used for workflow routing on other Smartsheet processes
78		01/17/24 2:51 PM	Shawn Hill	Finance - Programs & Change Mgmt. Human Resources	Master Dean/VP list	None of these	Active	Used for workflow routing on other Smartsheet processes
79		01/17/24 2:51 PM	cversola@uga.edu	Procurement	Recreation Reuse Tracking	Financial data	Active	This tracks the request, review, and approval of recreation and reuse POs with various Procurement and Accounting teams. This replaces manual processing via emails and Excel tracking sheet.
80		01/17/24 3:08 PM	Shawn Hill	Finance - Programs & Change Mgmt. Human Resources	Smartsheet enterprise license management	Financial data	Active	Request form, approval workflow, and notifications for Smartsheet license management on our enterprise account
81		01/23/24 10:39 PM	Shawn Hill	Sponsored Projects Administration	Advance Payments to Subrecipients	Financial data Research data	Active	Automates a manual process and physical form to request advance payments to subrecipients and collect approvals from PI, Dean/Dept Head, and SPA Post Award Director.
82		03/05/24 4:23 PM	Joshua.Haynes@uga.edu	Bursar & Treasury Services	Scholarship Submission	Sensitive Data Student data	Draft	Note this is a Terry College of Business Process, I selected the Bursar's office as they are the final step in the Scholarship process. Currently as we're preparing to manage our scholarship submission process we have the issue of being able to collect the needed information for entry. As we bring a scholarship coordinator online we are attempting to streamline the process by having the review and approvals integrated into the submission process. The process will only be available to those that utilize the current information, 99% of the data is non troublesome. The only item we are not able to get around is the 811/810 number. As is the form would be used by internal staff to submit the recipient information for scholarship entry and then be verified by those in the approval path. Currently we are using OneDrive, however that has brought a set of challenges and not everyone is consistent in filling in information. This form would require the information be completed to submit it. At present I have added a safeguard of getting the whole 811/810 number by literally blanking the field after the email notification is sent. At present we've been testing the form to collect the last 6 of the number, however if we could use the 811/810 number we would be able to move toward our ultimate goal of a portal/page for students to submit their information and be matched using the built in automation to generate the eligible scholarships. This would increase our ability to support our students with our donors dollars. At present we have approximately 200 or more scholarships, so we're trying to identify a better way to manage this while having the maximum reach.
83		05/31/24 11:23 PM	Shawn Hill	Graduate School Human Resources	Graduate Assistant Increases	Student data	Active	Annual process to capture graduate assistant increases (comp rate, FTE, and job code changes) to feed an automated update process in UGAJobs and OneUSG Connect
84		05/31/24 11:25 PM	Shawn Hill	AP/Travel	Travel training completion	Financial data HR data Sensitive Data	Active	Tracks comprehensive travel course completion for expense managers across all units. Learning and Development have noted that training data are considered sensitive, though this type of training may be less sensitive than others.
85		05/31/24 11:27 PM	Shawn Hill	Sr VP for Academic Affairs & Provost	Opportunity Hire Tracker	Faculty data HR data	Active	Tracks submissions and approvals (Dept Head, Dean, Provost's Office) for the opportunity hire program
86		05/31/24 11:29 PM	Shawn Hill	Sr VP for Academic Affairs & Provost	Presidential Strategic Hiring Initiative	Financial data HR data	Active	Tracks unit requests and approvals (Dean, Provost Office) for the Presidential Strategic Hiring Initiative.
87		06/07/24 3:50 PM	Shawn Hill	Office of Research	Radiation Safety - Monthly Radiological Forms	Faculty data Research data Sensitive Data	Active	Monthly process prompts PIs using radiation to document their use details
88		06/07/24 3:30 PM	shawnh@uga.edu	Human Resources Insurance & Claims Management	Volunteer Agreements	HR data	In Testing	Replaces a PDF-based process for securing signatures for volunteer approvals, routing these to insurances and claims management, and notifying UHR of these new volunteers.
89		06/10/24 11:03 AM	jgil2@uga.edu	VP for Public Service & Outreach	GC HR Proces - Incoporates Position Requests, Internal Metric Reporting, and RSA Generation	Financial data HR data Student data	In Testing	We are working to streamline our process to manage HR issues. Currently we have a sheet that took our legacy data from a decommissioned system. We are adding a Position Request flow as well as an RSA flow. Our internal Reporting tracks performance measures, QPM, on how many students, what level of student, what they are studying, and where they are from. Data stored is being updated, but is focused on positions. Does not store 810 or social. Will potentially store BCAT, MYID, Address, Birthday Position Posting, Funding source, FTE and Salary data
90		06/21/24 1:12 PM	shawnh@uga.edu	Office of Student Financial Aid	Foreign gift/contract reporting	Financial data Sensitive Data	Draft	Streamlines collection of gifts from or contracts with financial entities. Auto calculates total amounts to determine whether thresholds are met for DOE or NSF reporting requirements.
91		07/02/24 8:48 AM	danieljc@uga.edu	Carl Vinson Institute of Government	Portfolio Management & Data Reports/Visualizations	Faculty data Financial data Research data Student data	Active	Launched this process effective 7.1.2023 to standardize our project intake process, capture key, aggregate data points, and integrate the necessary business workflow automations to increase organizational efficiencies. Also, we are using Power BI to send automated weekly paginated reports and dynamic stat report to leadership. We created a CVIOG data app in Power BI for all team members to access all current/historical projects by city, county, and client and plans to add more into this app. We have mocked up several dynamic dashboards in Power BI using data sourced from this sheet and synthetic data.
92		07/09/24 1:55 PM	shawnh@uga.edu	Payroll	Direct Deposit Exemption Requests	Financial data	Active	Streamlines the process for requesting direct deposit exemptions and eliminates a PDF-based process.
93		11/20/24 2:06 PM	danieljc@uga.edu	Carl Vinson Institute of Government	Professional Development & TAP	Faculty data Financial data HR data	Active	Collect all staff and faculty professional development experiences and TAP information via Smartsheet form and layer with Power BI to create data visualizations: (Conference (Presenting) - local, state, or national Conference (Attending) Continuing Education (for required licensure) Training Program Tuition Assistance Program (TAP) Webinar Workshop Other
94		03/31/25 8:52 AM	shembree@uga.edu	Insurance & Claims Management	Insurance Claims Reporting	HR data Restricted Data Sensitive Data	Active	This process replaced an older Adobe Coldfusion form, please allows us to track insurance claims within our office including worker's compensation.