Smartsheet Process Log

	Created	Submitter	Unit that owns process	Enterprise or Unit-Level Process	Process Name	Edit Link	Smartsheet Process Status	Needs Retrofitting for Licensing Model Change	Needs Retrofitting for Workday Implementation	Description/Background
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1	05/12/23 11:51 PM	Shawn Hill	Accounting	Enterprise	GASB 42 - Impairments		Active	TBD	TBD	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	Enterprise	GASB 51 - Intangible Assets		Draft	TBD	TBD	Survey to determine the existence of certain intangible assets at state organizations.
3	05/12/23 11:51 PM	Shawn Hill	Accounting	Enterprise	GASB 87 - Leases (UGA as lessee)		Active	TBD	TBD	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	Enterprise	GASB 87 - Leases (UGA as lessor)		Active	TBD	TBD	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	Enterprise	GASB 96 - SBITAs		Active	TBD	TBD	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	Enterprise	GASB 96 - Library Questionnaire		Draft	TBD	TBD	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	Enterprise	Student Technology Fee (STF) Allocation		In Testing	TBD	TBD	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	Enterprise	Tax Exempt Bonds		Draft	TBD	TBD	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	Enterprise	Unrelated Business Income (UBIT)		Active	TBD	TBD	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	Enterprise	Request for deferred income		Draft	TBD	TBD	Units submit requests for deferred income for accounting review/approval.
11	05/12/23 11:51 PM	Shawn Hill	Accounting	Enterprise	DSS Questionnaire		In Testing	TBD	TBD	Depts request to conduct departmental sales and services through Service Center activities. Workflow to collect requisite approvals.
12	01/17/24 11:26 AM	Shawn Hill	Accounting	Enterprise	Accrued Payroll		Active	TBD	TBD	Dynamic view for units to review accrued payroll, distribution %, amount, and chartstring.
13	01/17/24 1:58 PM	Shawn Hill	Accounting	Enterprise	Space survey for IDC rates		Draft	TBD	TBD	Intake and tracking process for IDC rate space survey
14	01/17/24 1:45 PM	Shawn Hill	AccountingOffice of Research	Enterprise	UGARF Check Requests		Active	TBD	TBD	Intake form and workflow approvals on UGARF check requests. Generates a PDF that can be loaded into the Financial Edge system.
15	05/12/23 11:51 PM	Shawn Hill	Accounts Receivable	Enterprise	Aging A/R detail		In Testing	TBD	TBD	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.
16	05/12/23 11:51 PM	Shawn Hill	AP/Travel	Enterprise	Food Purchase Justification		Active	TBD	TBD	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.
17	05/12/23 11:51 PM	Shawn Hill	AP/Travel	Enterprise	Non-Employee Payment form		In Testing	TBD	TBD	Form to request non-employee payment and route to AP for approval.
18	01/17/24 11:33 AM	Shawn Hill	AP/Travel	Enterprise	ACH Modifications		Draft	TBD	TBD	Form and workflow for Accounts Payable to verify ACH modifications.
19	01/17/24 11:35 AM	Shawn Hill	AP/Travel	Enterprise	Electronic Withdrawal of Funds - DHHS Payees		Active	TBD	TBD	Units request electronic payment withdrawal and routes to CBO and then AP for reviews and approval.
20	01/17/24 11:36 AM	Shawn Hill	AP/Travel	Enterprise	Human Subjects non monetary compensation > $100		Active	TBD	TBD	Tracks non-monetary compensation > $100 for human subjects. Captures DOB of human subjects.
21	01/17/24 11:39 AM	Shawn Hill	AP/Travel	Enterprise	AP - Tabbed Checks		Active	TBD	TBD	Intake form and AP tracking list for tabbed checks.
22	01/17/24 11:40 AM	Shawn Hill	AP/Travel	Enterprise	Taxable Travel Expense		Active	TBD	TBD	AP enters taxable travel reimbursements (including allowable amounts) based on query result. Routes to expense manager for approval. Routes to Payroll for approval/payment.
23	05/31/24 11:25 PM	Shawn Hill	AP/Travel	Enterprise	Travel training completion		Active	TBD	TBD	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.
24	01/17/24 11:33 AM	Shawn Hill	AP/TravelBursar & Treasury Services	Enterprise	Cancel or Escheat Checks		Active	TBD	TBD	Student Accounts adds entries and AP reviews, updates check status, enters voucher number, and marks complete. Replaces manual tracking. Contains student 81x number.
25	01/17/24 12:06 PM	Shawn Hill	AP/TravelBursar & Treasury Services	Enterprise	Wire Authorizations		Active	TBD	TBD	Tracking list and approval process for wire authorization collaboration between AP and BTS.
26	05/12/23 11:51 PM	Shawn Hill	Asset Management	Enterprise	Surplus Equipment Transfer		In Testing	TBD	TBD	Form to request that items be transferred to the surplus warehouse.
27	01/17/24 12:09 PM	Shawn Hill	Athletic Association	Unit Level	Football Game Credentials		Active	TBD	TBD	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.
28	01/17/24 12:10 PM	Shawn Hill	Athletic Association	Unit Level	Athletics per diem card requests		Active	TBD	TBD	Allows members of Athletics to request per diem cards. Contains 81x number.
29	05/12/23 11:51 PM	Shawn Hill	Budget Office	Enterprise	Carryforward reporting		Active	TBD	TBD	Units input quarterly carryforward balance updates, aggregates data for BOR reporting.
30	01/17/24 12:47 PM	Shawn Hill	Budget Office	Enterprise	Strategic reserves reporting		Active	TBD	TBD	Annual process for units to report on and justify strategic reserves. Automatically balances entries against outstanding carryforward balances.
31	05/12/23 11:51 PM	Shawn Hill	Budget OfficeBursar & Treasury ServicesGraduate SchoolSponsored Projects Administration	Enterprise	Graduate Tuition Return Incentive Program		Active	TBD	TBD	Multi-unit workflow to track Graduate Tuition Return incentive program. Collects 81x number.
32	01/17/24 2:40 PM	Shawn Hill	Budget OfficeBursar & Treasury ServicesRegistrar	Enterprise	eRates		Active	TBD	TBD	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.
33	05/12/23 11:51 PM	Shawn Hill	Bursar & Treasury Services	Enterprise	Petty Cash Application		Active	TBD	TBD	Units request petty cash accounts and BTS team reviews/approves.
34	01/17/24 12:48 PM	Shawn Hill	Bursar & Treasury Services	Enterprise	Charge to Account Form		Draft	TBD	TBD	Allows Student Accounts to process charges to accounts. Contains 81x numbers and student data.
35	03/05/24 4:23 PM	Joshua.Haynes@uga.edu	Bursar & Treasury Services		Scholarship Submission		Draft	TBD	TBD	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.
36	01/17/24 12:51 PM	Shawn Hill	Faculty Affairs	Enterprise	Faculty Performance Reviews		Active	TBD	TBD	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.
37	01/17/24 12:52 PM	Shawn Hill	Faculty Affairs	Enterprise	Faculty Offer Letters		Draft	TBD	TBD	Allows faculty to electronically sign and track offer letters.
38	01/15/26 2:45 PM	Cameron Troedsson	Faculty AffairsHuman ResourcesUniversity Human Resources	Unit Level	UHR - Direct Appointment Tracker		Active	Retrofit Complete	TBD	Retrofitting current 'Start Date Changes' sheet into a new dynamic view for UHR teams to utilize once new SmartSheet licensing model changes go live. Dynamic view completed, UHR specific dynamic view access column added to data sheet.
39	01/17/24 2:09 PM	Shawn Hill	Finance - Programs & Change Mgmt.	Enterprise	Targeted Email Alerts		Active	TBD	TBD	Allows financial and HR practitioners to automatically sign up for targeted emails, including automated notifications on known issues and enhancements.
40	01/17/24 2:44 PM	Shawn Hill	Finance - Programs & Change Mgmt.	Enterprise	FACTS program		Active	TBD	TBD	Automates the scheduling and reminder process for the FACTS program.
41	01/17/24 2:46 PM	Shawn Hill	Finance - Programs & Change Mgmt.	Enterprise	Knowledge Base Ticketing System		Active	TBD	TBD	Created a homegrown ticketing system for knowledge base maintenance with automated notifications and dashboard.
42	01/17/24 2:48 PM	Shawn Hill	Finance - Programs & Change Mgmt.Human Resources	Enterprise	Master CBO list		Active	TBD	TBD	Used for workflow routing on other Smartsheet processes
43	01/17/24 2:48 PM	Shawn Hill	Finance - Programs & Change Mgmt.Human Resources	Enterprise	Master HR Liaisons list		Active	TBD	TBD	Used for workflow routing on other Smartsheet processes
44	01/17/24 2:49 PM	Shawn Hill	Finance - Programs & Change Mgmt.Human Resources	Enterprise	Master Faculty Affairs Liaisons list		Active	TBD	TBD	Used for workflow routing on other Smartsheet processes
45	01/17/24 2:51 PM	Shawn Hill	Finance - Programs & Change Mgmt.Human Resources	Enterprise	Master Dean/VP list		Active	TBD	TBD	Used for workflow routing on other Smartsheet processes
46	01/17/24 3:08 PM	Shawn Hill	Finance - Programs & Change Mgmt.Human Resources	Enterprise	Smartsheet enterprise license management		Active	TBD	TBD	Request form, approval workflow, and notifications for Smartsheet license management on our enterprise account
47	01/17/24 12:55 PM	Shawn Hill	Graduate School	Enterprise	Award Letter Wizard		Draft	TBD	TBD	Auto generates award letters for graduate students.
48	01/17/24 12:57 PM	Shawn Hill	Graduate School	Enterprise	Deadlines and Key Dates		Active	TBD	TBD	Auto generates notifications (Teams and email) to Grad Coordinator Assistants on upcoming key dates and deadlines.
49	01/17/24 12:59 PM	Shawn Hill	Graduate School	Enterprise	Grad Assistant Annual Rates		Active	TBD	TBD	Creates automated process for tracking dept, grad school, and provost approvals of grad assistant annual rates.
50	01/17/24 1:01 PM	Shawn Hill	Graduate School	Enterprise	GradStatus Access Request Form		Active	TBD	TBD	Request form and workflow approvals to request access to the GradStatus system. Contains 81x number.
51	01/17/24 1:02 PM	Shawn Hill	Graduate School	Unit Level	Graduate School Budget Dashboard		Active	TBD	TBD	Creates budget dashboard for Grad Dean. including remaining balances, revenue targets, payroll information, historical spend rates, etc.
52	01/17/24 1:03 PM	Shawn Hill	Graduate School	Enterprise	Grad Award/Fellowship Tracker		Active	TBD	TBD	Tracks distribution of award/fellowship funds and automates process of collecting chartstrings from unit financial contacts.
53	05/31/24 11:23 PM	Shawn Hill	Graduate SchoolHuman Resources	Enterprise	Graduate Assistant Increases		Active	TBD	TBD	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
54	01/17/24 1:51 PM	Shawn Hill	Human Resources	Enterprise	Grad Assistant Bulk Updates		Active	TBD	TBD	Allows units to request and track bulk updates to GA Comp Rate, Standard Hours, and/or Job Code
55	01/17/24 1:53 PM	Shawn Hill	Human Resources	Enterprise	SWB/RWB Requests		Active	TBD	TBD	Allows units to request and track short work break and returns from work break
56	01/17/24 2:01 PM	Shawn Hill	Human Resources	Enterprise	Women's Staff Leadership Institute Applications		Active	TBD	TBD	Intake and notification process for Women's Staff Leadership Institute
57	01/17/24 2:02 PM	Shawn Hill	Human Resources	Enterprise	New-hire onboarding surveys		Active	TBD	TBD	Collects feedback from UGA new hires in month 2 of employment with the goal of continuously improving the onboarding process.
58	06/07/24 3:30 PM	shawnh@uga.edu	Human ResourcesInsurance & Claims Management	Enterprise	Volunteer Agreements		In Testing	Retrofit Complete	TBD	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.
59	01/09/26 11:55 AM	Cameron Troedsson	Human ResourcesUniversity Human Resources	Unit Level	UHR - New Employee & I-9 Tracking		Active	Retrofit Complete	TBD	Retrofitting current 'New Employee & I-9 Tracking' sheet into a new dynamic view for UHR Inquiry & Transaction teams to utilize once new SmartSheet licensing model changes go live. Dynamic view completed, UHR specific dynamic view access column added to data sheet.
60	01/12/26 1:20 PM	Cameron Troedsson	Human ResourcesUniversity Human Resources	Unit Level	UHR - Retirement Intent Tracking		Active	Retrofit Complete	TBD	Retrofitting current 'Retirement Intent Tracking' sheet into a new dynamic view for UHR Benefits teams to utilize once new SmartSheet licensing model changes go live. Dynamic view completed, UHR specific dynamic view access column added to data sheet.
61	01/12/26 1:20 PM	Cameron Troedsson	Human ResourcesUniversity Human Resources	Unit Level	UHR- Front Desk Sign In		Active	Retrofit Complete	TBD	Retrofitting current 'Front Desk Sign In' sheet into a new dynamic view for UHR Inquiry & Transaction teams to utilize once new SmartSheet licensing model changes go live. Dynamic view completed, UHR specific dynamic view access column added to data sheet.
62	01/12/26 1:20 PM	Cameron Troedsson	Human ResourcesUniversity Human Resources	Unit Level	UHR - Departmental Parking Pass Tracker		Draft	Retrofit Needed	TBD	Retrofitting current 'New Employee & I-9 Tracking' sheet into a new dynamic view for UHR Admin teams to utilize once new SmartSheet licensing model changes go live. After discussion, determined that we will be moving data entry to a form and will make the sheet itself view only for requestors. Form completed, further discussion on implementation needed
63	01/13/26 9:40 AM	Cameron Troedsson	Human ResourcesUniversity Human Resources	Unit Level	UHR - Out of State Employment Request Form		Active	Retrofit Complete	TBD	Retrofitting current 'Out-of-State Employment' sheet into a new dynamic view for UHR Inquiry & Transaction teams to utilize once new SmartSheet licensing model changes go live. Dynamic view completed, UHR specific dynamic view access column added to data sheet.
64	01/13/26 10:03 AM	Cameron Troedsson	Human ResourcesUniversity Human Resources	Unit Level	UHR - Onboarding and Orientation		Active	Retrofit Complete	TBD	Retrofitting current 'Onboarding and Orientation' sheet into a new dynamic view for UHR Inquiry & Transaction teams to utilize once new SmartSheet licensing model changes go live. Dynamic view completed, UHR specific dynamic view access column added to data sheet.
65	01/13/26 10:09 AM	Cameron Troedsson	Human ResourcesUniversity Human Resources	Unit Level	UHR - Start Date Changes		Active	Retrofit Complete	TBD	Retrofitting current 'Start Date Changes' sheet into a new dynamic view for UHR Inquiry & Transaction teams to utilize once new SmartSheet licensing model changes go live. Dynamic view completed, UHR specific dynamic view access column added to data sheet.
66	01/15/26 11:40 AM	Cameron Troedsson	Human ResourcesUniversity Human Resources	Unit Level	UHR - Background Investigation Tracking		Active	Retrofit Complete	TBD	Retrofitting current 'Background Tracking sheet into a new dynamic view for UHR Inquiry & Transaction teams to utilize once new SmartSheet licensing model changes go live. Dynamic view completed, UHR specific dynamic view access column added to data sheet.
67	02/18/26 4:16 PM	Cameron Troedsson	Human ResourcesUniversity Human Resources	Unit Level	UHR - Independent Contractor		Active	Retrofit Complete	TBD	Retrofitting current 'Independent Contractor' sheet into a new dynamic view for UHR teams to utilize once new SmartSheet licensing model changes go live. Dynamic view completed, UHR specific dynamic view access column added to data sheet.
68	02/18/26 4:16 PM	Cameron Troedsson	Human ResourcesUniversity Human Resources	Unit Level	UHR - Retire Rehire		Draft	Retrofit Needed	TBD	Retrofitting current 'Retire Rehire' sheet into a new dynamic view for UHR teams to utilize once new SmartSheet licensing model changes go live.
69	01/17/24 1:08 PM	Shawn Hill	Insurance & Claims Management	Enterprise	Comprehensive Accident Reporting and Evaluation System (CARES)		Draft	TBD	TBD	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.
70	01/17/24 1:08 PM	Shawn Hill	Insurance & Claims Management	Enterprise	Insurance Premium Chartstrings		Draft	TBD	TBD	Automates the process for collecting chartstrings for insurance on physical assets.
71	01/17/24 1:11 PM	Shawn Hill	Insurance & Claims Management	Enterprise	Motor Vehicle Use - Driver Acknowledgment Form		Active	TBD	TBD	Electronic intake form to capture driver data. Eliminates thousands of manual entries each year. Includes data on driving records.
72	01/17/24 1:28 PM	Shawn Hill	Insurance & Claims Management	Enterprise	Vehicle Renewals		In Testing	TBD	TBD	Automates process for validation, including insurance chartstrings, for roughly 2,000 UGA vehicles
73	03/31/25 8:52 AM	shembree@uga.edu	Insurance & Claims Management	Enterprise	Insurance Claims Reporting		Active	Retrofit Complete	TBD	This process replaced an older Adobe Coldfusion form, please allows us to track insurance claims within our office including worker's compensation.
74	02/10/26 10:11 AM	Savannah Hembree	Insurance & Claims Management	Enterprise	Consent for Motor Vehicle Records Investigation		Active	Retrofit Complete	TBD	Electronic intake form to capture consent for motor vehicle record investigations (driver's history). Eliminates hundreds of manual entries each year from paper forms. Includes data on drivers. Some date is redacted once driver is deemed eligible/not eligible. The rest is redacted at one year when the MVR is expired. Retrofitted to provide UHR BI team and UGA Dispatch dynamic view access to update results.
75	02/10/26 10:23 AM	Savannah Hembree	Insurance & Claims Management	Enterprise	Insurance Premium Chartstrings		Active	Retrofit Needed	TBD	Automates the process for collecting chartstrings for insurance on transient assets.
76	02/10/26 10:23 AM	Savannah Hembree	Insurance & Claims ManagementRisk & Resiliency	Enterprise	List of piers, docks, boardwalks, and bridges		Active	Retrofit Complete	TBD	List of all docks, boardwalks, piers, and bridges over waterways that are under a UGA department's control. Allows Risk & Resiliency to verify yearly inspections.
77	01/17/24 1:58 PM	Shawn Hill	Mail & Receiving Services	Enterprise	Holiday mail pickup requests		Active	TBD	TBD	Intake, notification, and tracking process for holiday mail pickups
78	01/17/24 1:05 PM	Shawn Hill	Morehead Honors College	Unit Level	Alumni Reader Onboarding		Active	TBD	TBD	Automates several steps in the process for applying, reviewing, selecting, and onboarding alumni readers for the Honors College. Contains 81x numbers.
79	01/17/24 2:07 PM	Shawn Hill	Office of Accreditation & Institutional Effectiveness	Enterprise	Centers & Institutes List		Active	TBD	TBD	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.
80	02/10/26 10:23 AM	Savannah Hembree	Office of Emergency Preparedness	Unit Level	Certificates for training classes		Active	Retrofit Complete	TBD	Form to capture names/emails of OEP training classes in order to autogenerate certificates
81	02/10/26 10:29 AM	Savannah Hembree	Office of Emergency Preparedness	Unit Level	AED Chartstrings		Active	Retrofit Needed	TBD	List of chartstrings for the annual Lifeready AED fee for departments that maintain an AED at UGA.
82	02/10/26 10:29 AM	Savannah Hembree	Office of Emergency Preparedness	Unit Level	UGA Alert Survey		Active	Retrofit Not Needed	TBD	Survey for the twice yearly UGA Alert tests.
83	01/17/24 1:30 PM	Shawn Hill	Office of Institutional Research	Enterprise	Master Institutional Hierarchy (MIH)		In Testing	TBD	TBD	Mapping, requests, approvals for MIH
84	01/17/24 1:32 PM	Shawn Hill	Office of Research	Enterprise	New Faculty Hires		Active	TBD	TBD	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.
85	01/17/24 1:36 PM	Shawn Hill	Office of Research	Enterprise	Core Facilities Equipment Requests		Active	TBD	TBD	Creates a tracking sheet with workflow for core facilities equipment requests.
86	01/17/24 1:36 PM	Shawn Hill	Office of Research	Enterprise	Research Facilities Space Request		Active	TBD	TBD	Creates a tracking sheet with workflow for research space requests. .
87	01/17/24 1:37 PM	Shawn Hill	Office of Research	Enterprise	FASTER research advisory team progress		Active	TBD	TBD	Tracks ideas and progress on these ideas to improve research processes
88	01/17/24 1:39 PM	Shawn Hill	Office of Research	Enterprise	IDC return unit guidelines		Active	TBD	TBD	Tracks units IDC distribution split percentages to investigator, dept, college.
89	01/17/24 1:42 PM	Shawn Hill	Office of Research	Enterprise	Minor's Research Access Form		Active	TBD	TBD	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.
90	01/17/24 1:47 PM	Shawn Hill	Office of Research	Enterprise	VPR request for budget transfer		Active	TBD	TBD	Tracking sheet for VPR budget transfer requests
91	06/07/24 3:50 PM	Shawn Hill	Office of Research	Enterprise	Radiation Safety - Monthly Radiological Forms		Active	TBD	TBD	Monthly process prompts PIs using radiation to document their use details
92	05/12/23 11:51 PM	Shawn Hill	Payroll	Enterprise	Overpayment Form		In Testing	TBD	TBD	Form and decision tree to request overpayments. Creates SNOW ticket. Creates tracking list for Payroll.
93	05/12/23 11:51 PM	Shawn Hill	Payroll	Enterprise	Paychecks Outstanding		Active	TBD	TBD	Automates process of following up with individuals who have outstanding, undeposited paychecks.
94	07/09/24 1:55 PM	shawnh@uga.edu	Payroll	Enterprise	Direct Deposit Exemption Requests		Active	TBD	TBD	Streamlines the process for requesting direct deposit exemptions and eliminates a PDF-based process.
95	05/12/23 11:51 PM	Shawn Hill	Procurement	Enterprise	Contract Negotiation Tracker		Active	TBD	TBD	This process replaces email and individual Excel workbooks/sheets. This tracks the contract review process within Procurement and among the different Procurement teams.
96	05/12/23 11:51 PM	cversola@uga.edu	Procurement	Enterprise	Informal Bid Tracker		Active	TBD	TBD	Allow Procurement to track internal informal bid processing.
97	05/12/23 11:51 PM	cversola@uga.edu	Procurement	Enterprise	PCard Monthly Reconciliation Process		Active	TBD	TBD	Tracks requests to cardholders and submissions of PCard monthly reconciliation packages.
98	05/12/23 11:51 PM	cversola@uga.edu	Procurement	Enterprise	PCard Yearly Spend Analysis		Active	TBD	TBD	Tracks requests to Approvers that card spend is accurate and cards are still needed.
99	01/17/24 2:32 PM	cversola@uga.edu	Procurement	Enterprise	Aging PO Report		Active	TBD	TBD	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.
100	01/17/24 2:44 PM	cversola@uga.edu	Procurement		Procurement System Onboarding		Active	TBD	TBD	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.
101	01/17/24 2:51 PM	cversola@uga.edu	Procurement		Recreation Reuse Tracking		Active	TBD	TBD	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.
102	01/23/24 10:39 PM	Shawn Hill	Sponsored Projects Administration	Enterprise	Advance Payments to Subrecipients		Active	TBD	TBD	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.
103	05/31/24 11:27 PM	Shawn Hill	Sr VP for Academic Affairs & Provost	Enterprise	Opportunity Hire Tracker		Active	TBD	TBD	Tracks submissions and approvals (Dept Head, Dean, Provost's Office) for the opportunity hire program
104	05/31/24 11:29 PM	Shawn Hill	Sr VP for Academic Affairs & Provost	Enterprise	Presidential Strategic Hiring Initiative		Active	TBD	TBD	Tracks unit requests and approvals (Dean, Provost Office) for the Presidential Strategic Hiring Initiative.
105	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		In Testing	TBD	TBD	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
106	05/12/23 11:51 PM	Shawn Hill	CAES	Unit Level	Federal Vehicle & Farm Equipment Tracker		In Testing	TBD	TBD	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.
107	07/02/24 8:48 AM	danieljc@uga.edu	Carl Vinson Institute of Government		Portfolio Management & Data Reports/Visualizations		Active	TBD	TBD	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.
108	11/20/24 2:06 PM	danieljc@uga.edu	Carl Vinson Institute of Government		Professional Development & TAP		Active	TBD	TBD	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
109	06/21/24 1:12 PM	shawnh@uga.edu	Office of Student Financial Aid	Enterprise	Foreign gift/contract reporting		Active	TBD	TBD	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.
110	05/12/23 11:51 PM	Shawn Hill	OGE, BTS, Procurement, etc.	Enterprise	Study Away Tracker		Active	TBD	TBD	Allows OGE to coordinate with departments and Finance Division on budgetary aspects of study away programs.
111	05/12/23 11:51 PM	Shawn Hill	SPA, UGAF	Enterprise	Foundation Relations - Gift vs. Sponsored		Draft	TBD	TBD	Creates a decision tree for gifts versus sponsored projects.