A little bit of automation can go a long way, as demonstrated by UVAFinance's Business Asset team, who just completed a collaborative project to make asset tagging easier for both their team and our partners in schools and units.
Historically, keeping track of new fixed assets had been manually-intensive. The team had sent tagging forms via email or snail mail to equipment coordinators across Grounds, and those folks would fill out the form with details about their fixed assets, and then send them back in. This process took time and involved the manual cataloging of details such as serial numbers.
With an eye on continuous improvement, Andrew McGehee, Director of Business Assets & Cost Recovery, worked with finance colleagues in Business Systems and User Success & Services, to streamline the process using Workday and Salesforce.
The result is that newly capitalized assets created in Workday automatically generate a Salesforce ticket complete with all of the asset's information. That pre-populated information is linked to a Drupal form that routes directly to the equipment coordinator so that they can fill in a much smaller list of missing details and send it back to the team via online submission.
The improvements mean less paper going back and forth, a reduction in manual data entry, an easier submission process for folks across Grounds, and a real-time way for the Business Assets team to track outstanding asset tagging.
Thanks to the Business Asset Team (Andrew McGehee, Mohammed Eitta, Joyce Gredler, & Brittany Newton) as well as Andrew Sallans from the User Success & Services Team, Mandy Eames from the Workday Support Team, and Scott Adams and Meredith Dixon from the Business Systems Team, for their cooperative efforts in delivering this improvement!
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