Quality Assurance prioritizes process improvement initiatives, enforces operational internal controls, and facilitates cross-divisional collaboration as well as policy development. Below are summaries of the achievements that we have delivered in recent years (organized by programs). To see what we're currently working on, please visit Our Projects page.
| Program | Description | Collaborator(s) |
|---|---|---|
| Electronic Signatures | Standardized the campus honorarium request process | Human Resources; Office of Research and Sponsored Programs |
| Electronic Signatures | Updated hiring paperwork packet to accommodate a process change issued by the State Controller Office | Faculty Affairs; Human Resources |
| Program | Description | Collaborator(s) | |
|---|---|---|---|
| Audit Services | Documents submitted and accepted by Chancellor's Office Audit & Advisory Services for the Associated Students' Audit | Associated Students, Inc.; Auxiliary Business Services |
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| Audit Services | Documents submitted and accepted by the Chancellor's Office Audit & Advisory Services for the Creative Arts Replacement Building Audit | Capital Planning, Design & Construction; University Corporation |
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| Audit Services | Documents submitted and accepted by the Chancellor's Office Audit & Advisory Services for the Decentralized Computing Audit | Advancement Services; Associated Students, Inc.; College of Health & Social Sciences; Disability Programs and Resource Center; Graduate College of Education; Library Administration |
|
| Change Management | Develop and deliver a change management plan for the Procurement assessment project (ADKAR assessment summary) | Procurement | |
| Change Management | Design the change management service for the Quality Assurance department website | Information Technology Services | |
| Electronic Signatures | DocuSign early renewal was approved and signed, resulting in $60,000 of savings | Procurement | |
| Electronic Signatures | Build a project intake process and potentially Tech Governance Committee (EAB) | Technology Governance Committee | |
| Electronic Signatures | Document the savings to the University for focused efforts on streamlining campus operations | Faculty Affairs; Financial Aid; Human Resources; Student Affairs |
|
| Electronic Signatures | Collaborated with campus departments to improve their PowerForm conversion rates | General Accounting | |
| Policy | Updated and formatted the Cost Recovery policy for campus feedback and comment; Enacted policy and finalized respective webpage for campus |
Administration & Finance management; |
|
| Policy | Collaborated with campus management to coordinate, update, and format the Native American Grave Protection and Repatriation Act (NAGPRA) and California NAGPRA (CalNAGPRA) Policy for the campus community | SF State's Tribal Hospitality | |
| Policy | Conducted an assessment on PolicyStat | Academic Technology | |
|
Policy |
Updated and re-formatted the Key Management Policy for campus feedback |
Facilities Services; |
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| Process Improvement | Migrated AY 2023/24 Financial Aid student-facing processes (48) to DocuSign | Financial Aid | |
| Process Improvement | Created five EOC forms to support the Finance/Admin section's functions and Planning P to provide a graphic representation of the operational period planning cycle; Implement the EOC financial structure, spending authority, and the electronic accounting processes for the Finance/Admin section | Office of Emergency Services |
| Program | Description | Collaborator(s) |
|---|---|---|
| Change Management | Quality Assurance staff completed Prosci certification to become Change Management Practitioners | |
| Electronic Signatures | Completed the DocuSign/OnBase integration for HR operational enhancement | Human Resources; Information Technology Services |
| Electronic Signatures | Developed ServiceNow dashboards to provide insight into customers' needs and establish baseline metrics | Information Technology Services |
| Policy | Launched the updated Policy and University Executive Directive (UED) Approval Form for campus use | |
| Policy | Outdoor Plaques and Landscape Enhancements Policy was successfully enacted | University Advancement |
| Process Improvement | Assisted with Direct Payment/Low-Value Purchase Policy updates and enactment; Updated existing Direct Payment Request templates and created new templates for unauthorized transactions; Facilitated communication to campus about the changes to the policy and the updated and new templates | Accounts Payable; Procurement |
| Process Improvement | Assisted with the Classification & Compensation Request updates (i.e., budget review and submission process); Gathered feedback from key stakeholders; Established the DocuSign template for the new process | Human Resources |
| Process Improvement | Continued to facilitate the development of workplace scenarios, health and safety strategies, and building access; Ensured the campus return website content was current and aligned with campus guidelines; Liaised with key campus departments regarding their pandemic responses | Campus Budget & Logistic Committee |
| Process Improvement | Converted AY2022/23 Financial Aid student-facing processes (41) to DocuSign; Incoming and current SF State students were able to submit electronic Financial Aid forms to the University securely | Financial Aid; Information Technology Services |
| Process Improvement | Updated and delivered the redesign for the Performance Evaluation Process; the redesign included updated forms and the creation of new DocuSign templates and PowerForms and instructional visualization | Human Resources |
| Program | Description | Collaborator(s) |
|---|---|---|
| Audit Services | Assisted with developing the search criteria for the new CPA firm | University Corporation |
| Audit Services | Assisted with developing SF State's Youth Protection Program (YPP) | Enterprise Risk Management |
| Audit Services | Re-designed the Audit Services webpage to educate the University on the California State University’s (CSU) audit process and SF State’s Internal Audit Reports | Information Technology Services |
| Electronic Signatures |
Facilitated the update and rollout of approximately 10 Administration & Finance Forms in DocuSign |
Accounts Payable; Budget Administration & Operations; Business Operations; Enterprise Risk Management; Human Resources |
| Electronic Signatures | Migrated DocuSign and Quality Assurance websites to Drupal 8 | Information Technology Services |
| Electronic Signatures | Restructured the DocuSign ServiceNow service catalogue to enhance customer support services for the campus community | Information Technology Services |
| Electronic Signatures | Scheduled virtual drop-in hours and fundamental Zoom training to allow SF State users to connect with QA team members and get access to real-time feedback | |
| Policy | Renamed Policies and Procedures to Policies; Consolidated the website into Administration & Finance's (A&F) website with an additional Campus Governance component; Streamlined and standardized policy approval processes | |
| Process Improvement | Developed guidance on preparation to return, workplace scenarios, health & safety strategies, and building access; Established the Face-to-Face Operations Request Form; Established Activity Request Form for activities, meetings, or events that do not fall within normal business operations | Campus Budget & Logistic Committee |
| Public Records Requests and Subpoenas | Created and launched the Public Records Requests and Subpoenas webpage to provide the University and process servers guidelines and updates on SF State's service process | |
| Public Records Requests and Subpoenas | Streamlined and centralized the service process to the Human Resources Office; Trained HR front desk staff on best practices (i.e., terminology and reasons to accept or reject service processors) | Human Resources; University Counsel |
| Program | Description | Collaborator(s) |
|---|---|---|
| Electronic Signatures | Completed DocuSign Program Maturity and Return on Investment (ROI) analyses | DocuSign; Enterprise Risk Management; Financial Services; Human Resources; University Corporation |
| Electronic Signatures | DocuSign was approved for use with Level 1 data and Personally Identifiable Information (PII), except PCI (credit card information) or HIPAA (medical records) data | Information Technology Services |
| Electronic Signatures | Established a process for returning and potential SF State students to submit verification documents to the Office of Financial Aid; Financial Aid staff acknowledged submissions within 24 hours | Information Technology Services; Office of Financial Aid |
| Electronic Signatures |
Expanded usage of electronic signatures to SF State students; In consultation with the Information Security Office (ISO), developed the Security Matrix |
Information Technology Services |
| Electronic Signatures | Electronic Signatures tool was approved for all University-related business processes that involved external parties | Information Technology Services |
| Process Improvement | Redesigned A&F, DocuSign, and Quality Assurance's website with an emphasis on user-centered designs, well-organized information, and useful redundancy | Disability Programs and Resource Center; Information Technology Services |
| Process Improvement | Streamlined the fund distribution for the Hope Crisis Fund |
Division of Student Life; |