Financial Aid: Taking time sheets to the next level.
The biggest improvement Transylvania’s financial aid department saw was with their time sheets. Prior to implementing Etrieve, Transylvania was still using a three-page, carbon copy time sheet that came with a lengthy completion and approval process.
“Students had to fill out the piece of paper, take it to the supervisor to get their signature and then walk it to the financial aid office,” Story shared. “Then the financial aid office had two different employees manually check the math to make sure it added up correctly. Then they hand keyed it into PowerFAIDS, their financial aid software, and ran another report to check for any data entry mistakes. Once that was done, they ran a data export for HR. As you can imagine, that was pretty much an all-day process,” said Story.
Now time sheets are all online within Etrieve. Students are able to complete the form online, which then routes to their supervisor leveraging Etrieve’s workflow automation feature. After the supervisor electronically signs the form, it routes to the financial aid office for processing.
“What used to take a full day now only takes about an hour, and with the additional automation we are getting ready to add, it will only take a couple of minutes. It is such a long overdue process improvement.”
With Etrieve, supervisors are still able to approve time sheets even if they are sick or off campus. Additionally, Transylvania is able to provide quicker and more streamlined service to students.
Along with greater efficiencies with their time, Transylvania has experienced significant paper savings. Financial aid has a review committee that meets weekly. The committee previously printed a huge stack of paperwork for each meeting, but now they just share it all though Etrieve.
The committee benefits from saving time not having to print paperwork and preserves resources with Etrieve’s online access.
With financial aid award letters, Transylvania was previously printing an admissions copy and a file copy for each student. They would walk a stack of papers to the admissions building every time they were awarding letters or when they changed an award. Now, financial aid is able to print the letters directly to the student record and allow access for both coaches and admissions counselors to view them anywhere, any time.
“The speed of the day to day work has been great for financial aid. They don’t have to get up and search for files anymore–it is all just there at their fingertips.”