Strategy 1: Automation

What is Automation?

Automation involves using technology to eliminate or reduce manual, repetitive tasks that consume time and are prone to human error.

When to Automate: Decision Tree

Ask yourself these questions:

  1. Is this task repetitive? (Done more than 3 times per week)
    • YES → Continue to question 2
    • NO → Automation may not be appropriate
  2. Does this task follow consistent rules/steps?
    • YES → Continue to question 3
    • NO → Consider simplification instead
  3. Does this task consume significant time? (More than 30 minutes per week total)
    • YES → Good candidate for automation
    • NO → ROI may be low; consider other strategies
  4. Does this task require human judgment?
    • NO → Excellent candidate for automation
    • YES → Consider partial automation of routine elements

Automation Opportunities Worksheet

Process/Task Frequency Time Spent Automation Potential (High/Med/Low) Possible Tool/Solution Priority
Example: Course evaluation collection Daily 2 hrs/week High Automated survey system 1
Task 2
Task 3

Automation Implementation Checklist

Before implementing automation, make sure you have:

  • Documented the current manual process completely
  • Identified which steps can be automated (may not be all steps)
  • Researched available tools or contacted IT about options
  • Estimated time savings vs. implementation cost
  • Identified who will manage/maintain the automated system
  • Planned training for staff who will use the new system
  • Set a date to review effectiveness (recommend 30-60 days)

Using Kauli Build To Improve Our Workflow Efficiency

  • Streamlined Form Creation Without Technical Barriers: Kuali Build's no-code platform eliminates the need to involve IT every time we need a new form. Staff across departments can quickly create and modify forms themselves, reducing bottlenecks and allowing us to respond faster to changing needs. This means requests that used to take weeks can now be handled in days or even hours.
  • Automated Workflow Management: By utilizing Kuali Build, we can automate routine tasks like approvals, notifications, and data routing. Forms automatically trigger the right workflows, ensuring submissions reach the appropriate people without manual intervention. This reduces errors, prevents items from falling through the cracks, and frees up staff time for more valuable work.
  • Better Visibility and Accountability: The platform provides clear tracking of where each request stands in the process, making it easy to identify delays and ensure accountability. Administrators can monitor workflows in real-time, while submitters can check their request status without sending follow-up emails, reducing administrative burden on both sides.

Reach out to Andrew Myers in IT if you would like to learn more about Kuali Build.

Cost-Benefit Quick Calculator for Software Purchases

Time Savings Calculation:

  • Current time spent per week: _____ hours
  • Estimated time after automation: _____ hours
  • Weekly savings: _____ hours
  • Annual savings: _____ hours × 50 weeks = _____ hours

Implementation Cost:

  • Tool/software cost: $_____
  • Setup time: _____ hours
  • Training time: _____ hours
  • Total investment: $_____

Payback Period: Total investment ÷ (weekly savings × hourly rate) = _____ weeks

Red Flags: When NOT to Automate

  • The process changes frequently
  • The task requires significant human judgment or creativity
  • The process is unclear or poorly documented
  • The volume is too low to justify the setup cost
  • The technology would create more complexity than it solves

Action Item: Fix the process first, then consider automation.