Responses - Archived

Those concerns shared via the web-based comment form are reported below to allow the campus community an opportunity to view those issues already raised, status, and responses provided.

Date Received Category Description of Concern Identified Status Response
9/13/2015 Policies, Procedures & Process Leave requests via paper / suggestion of electronic process  Complete The implementation of Workday (effective July 1, 2016) will resolve this issue. Upon implementation, leave requests and approvals will be electronic. There is flexibility to make changes as needed and to easily review what has been submitted/approved. In addition, the amount of leave available to use is included on the request screen.
9/13/2015 Policies, Procedures & Processes International travel, routinely high risk paper forms / suggestion of electronic process Complete The implementation of Workday (effective July 1, 2016) will address this concern. Upon implementation, travel-related approvals will be routed electronically. Some forms will still need to be attached within Workday, but there will no longer be a need to route paper forms for signatures.

9/15/2015

Policies, Procedures & Processes Travel and special meals authorization/signatures via paper-based system suggestion of electronic routing Complete The implementation of Workday (effective July 1, 2016) will address this concern as it pertains to travel. Upon implementation, travel-related approvals will be routed electronically. Some forms will still need to be attached within Workday, but there will no longer be a need to route paper forms for signatures. At this time, it is anticipated that the special meal forms (AS-499) will still need to be completed and routed manually.
9/16/2015 Policies, Procedures & Processes GeauxShop - lower prices available elsewhere Complete

The University looks to achieve the best pricing on an overall contract. Procurement reviews the pricing for an entire market basket of items and determines best price.  It is true that we could sometime find a lower price on a given item, but we look to develop pricing for a catalogue of items.  The average cost to create a traditional purchase order is about $87.00 per transaction.  With an ecommerce platform like GeauxShop, the cost to do the same transaction is less than $20.00 (these are Industry averages). Upon implementation of Workday in July 2016, a new ecommerce platform will be replacing GeauxShop. APIC will continue to explore opportunities to enhance processes and to reduce the administrative burden placed on faculty for these types of transactions.

9/21/2015 Policies, Procedures & Processes Numerous forms for financial processes / suggestion of an integrated electronic system (OnBase by Hyland)

In Progress

Workday will offer enhanced functionality reducing the use of paper forms in many HR and Finance areas. However, at this point in time, it is too early to know the full impact. This concern will remain "in progress" until a determination can be made.
9/22/2015 Policies, Procedures & Processes Hotel allowances and unsafe lodging options when conference hotel is already booked  Complete There is some recourse when a conference hotel no longer has room availability. Per PM-13, in the event that a designated conference hotel(s) have no room availability, the traveler's supervisor (or designee) may approve to pay actual hotel cost not to exceed the conference lodging rates for the other hotels in the immediate vicinity of the conference hotel. LSU utilizes the lodging allowances set by the State of Louisiana. In addition, a traveler’s supervisor (or his/her designee) or the person with fiscal responsibility unless the Campus and/or Department requires a higher level of approval has the authority to approve actual routine lodging provisions, on a case-by-case basis not to exceed 50% over PM-13 current listed rates. (Note: This authority for increase is for lodging only and not for any other area of PM-13). Each case must be fully documented as to necessity (i.e., proximity to meeting place) and cost effectiveness of alternative options.
10/2/2015 Policies, Procedures & Processes Travel - allow extra night stay if it results in overall travel savings (particularly international conference travel)

Complete

If the traveler stays at the business destination once the business travel ends, it is considered personal days and the traveler is responsible for any additional costs. In those situtations in which an extra night stay may result in overall costs savings, the proposed plan may be reviewed by AP & Travel on an individual basis.
10/2/2015 Policies, Procedures & Processes Purchases - Purpose of AS-150 form? In progress The Form AS150 "PayPal/Third Party Processor Transaction Documentation & Approval" was created as a result of the 2009 Internal Audit of the LaCarte Card Program.  It was determined that there was an inherent risk in purchases made on eBay or other websites in which PayPal is used to process payments.  The auditors deemed it was difficult to determine if purchases made on the sites were for a legitimate business purpose and from a legitimate and appropriate vendor. During the transition to Workday, the implementation team is exploring if functionality is available to meet audit requirements wtihout the need for a form.
10/15/15 Policies, Procedures & Processes Parking - Requirement for new employees and students to physically pickup a parking permit In progress The current software system doesn't allow for online permits to be processed. In the future, Parking & Transportation Services will be transitioning to a separate parking management software program that will provide the option to print a temporary permit and have the permanent permit sent directly from our contracted printing provider. 
10/15/15 Policies, Procedures & Processes Technology in the Classroom - Support Complete The ITS multimedia team provides support on computer and audio visual equipment for all general purpose classrooms on the Baton Rouge campus. [For a list of these 188 classrooms, see https://grok.lsu.edu/categories.aspx?parentcategoryid=1576] Most of the general purpose rooms have a phone that automatically rings to the team for support. If not, support for the general purpose classrooms is available at 578-7622.
 10/21/15 Safety Excessive traffic barricades Complete Parking and Transportation Services is working with Facility Services to find different types of barricades for use when reserving spots so as to reduce potential for damaging vehicles.
 10/23/15 Policies, Procedures & Processes Travel documentation can be redundant and should be a one-way process (e.g., too much back-and-forth) Complete  The transition to Workday will help streamline some of this process, particularly as related to initial signature approvals which will route electonically. While there are required elements for travel processing, including reimbursements, efforts are made to be as efficient as possible and processes reviewed for improvements.
 10/30/15 Policies, Procedures & Processes Lack of visitor parking (voiced by a parent) Complete Visitors have the option to park in Student Parking around the campus for a $10.00/day cost.  A visitor permit is available at our Visitor’s Center on the corner of Highland and Dalrymple Monday – Friday from 7:00am – 5:30pm. The LSU Union Square Parking garage (located on East Campus Dr across Highland from the Union) has over 300 parking spaces. In addition, we do offer several other metered parking locations around the campus. All these are metered at $1.50/hour.
11/6/15 Policies, Procedures & Processes Procurement - Vendor registration in PRO is complex & Inquiry regarding future use of electronic or scanned signatures In progress The vendor registration process will be changing with the implementation of Workday.  In addition, Procurement is working to: (1)  incorporate electronic signatures and faxed or scanned copies and (2) looking at other ways to further streamline the process for vendors providing specialty services (Performers, artists, speakers, etc.).

Questions and Concerns

Administrative process concerns must be submitted via the comment form. Please direct any questions to apic@lsu.edu.