How many times does an action get delayed because you couldn’t locate the right form in order to initiate the process?  How many multiple websites must you sometimes go to (and search for those before that) in order to locate the form that you need?  Rather than searching through google.com or looking through your emails, hoping to remember the person who might have sent it to you, or worse yet, getting rejected for a request because of using an outdated form, look no further!  A solution is just weeks away!

The goal of this project is to develop a centralized document repository for all forms and fillable documents involving administrative transactions at UCSF.  The forms targeted by this project are from various control points such as Human Resources, Finance/Accounting, Research Administration and IT/Access services.  These control points depend on client completion of these forms in order to drive actions from those service areas.  Collaborative relationships will be formed as part of the project in order to test the website and its usability and interface.  This project will also open up opportunities for adaptability and enhancements in the future to integrate with other campus IT resources and platforms. Additionally, this project will also explore means of electronic signature capability on forms, to help further complete forms.

Deliverables

1. A web-based UCSF campus repository accessible to campus and medical center employees.
2. User-friendly interface that allows users to easily locate and search for existing forms or actions or policies that are linked to an existing form.
3. Capability for control points to upload and update forms directly onto website as needed.

Impact on UCSF's mission and/or community

This project aims to: 1) improve the management of forms that are used frequently by University faculty and staff; 2) reduce occurrence of multiple instances and outdated versions of forms stored on the existing forms of UCSF storage; 3) improve the rate of transactions dependent on forms and fillable documents and initiate actions sooner; and, 4) reduce time spent finding and downloading of documents to sign/scan/upload and submit to service areas.

Future enhancements for this project

• Manage user and administrator profiles through MyAccess login.
• Integrate an electronic signature application to insert verified signatures on forms.
• Capability to store history of completed forms.

List of team members and their role

Core Member: Jennifer Lo –Project Manager, Department of Otolaryngology-Head and Neck Surgery

Core Member:  Pranathi Sundaram –Technology Lead, Department of Radiology and Biomedical Imaging

Core Member: Patrick Phelan – Technical Consultant, Department of IT Security and Policy

Core Member: John Kealy - Drupal and web consultant, ITS

Core Member: Catherine Dunne - Programmer support and database development consultant, Department of Psychiatry

Estimated time devoted by each team member

The team will require additional help to program, test and evaluate the website, as well as to create collaborative partnerships.  In general, the core members will devote approximate 0.10-0.15 FTE towards this project.

This project team is seeking members to join. Please feel free to contact jlo@ohns.ucsf.edu if you have an interest.

We are looking for programmers who can develop websites on Drupal and other technical staff who have an affinity for document management solutions.