FGS Process and Systems Optimization Project (PaSO)
A UCalgary-wide initiative focused on transforming the way processes, systems and communications support the graduate student journey.
The Faculty of Graduate Studies' Process and Systems Optimization (PaSO) project is a UCalgary-wide initiative focused on transforming the way processes, systems and communications support the graduate student journey.
The team at FGS knows there is a lot of room for improvement in FGS systems and processes. The team is talking to students, staff and leaders across UCalgary to learn more about the challenges and explore and implement solutions.
Together with FGS partners and collaborators, the PaSO team is taking steps that will streamline and automate administrative processes and create a more agile, responsive, and inclusive student experience. This will create a path to transform how current and future graduate students engage and interact with UCalgary. At the same time FGS is creating a more effective working environment for graduate education staff, faculty and leaders so that together we can provide more effective support for graduate students.
Related Links
PaSO is also a Spanish word that means “step” or “path”.
New for Q4 2023!
English Language Proficiency (ELP) Test Scores: Automated receipt process replaces manual submissions and review, resulting in quicker turnaround and reduced student enquiries.
Recent Wins and Insights
Vision/Objectives
The Process and Systems Optimization (PaSO) project, together with the Graduate Student Journey Transformation initiative provide significant support for the Ahead of Tomorrow Strategic Plan. Strategy #4 (“Make our processes clearer, simpler; better than any other university”) is being advanced by streamlining and automating processes to create a more responsive and inclusive graduate experience, while teams supporting graduate education are becoming more effective and working better together.
“I’m so grateful people are not only asking us what needs to be improved but we are part of designing the solutions. There are so many things I didn’t realize we could just ask “Why do we do things the way we do – it’s ok to suggest a better way to get things done.”
Graduate Program Administrator
”Wow wow wow! This is exactly the insight we needed to make the right decisions quickly and with confidence.”
Associate Dean
Faculty of Graduate Studies
Graduate student admissions process being renewed at multiple points
By adapting similar processes from student enrolment services (undergrad), FGS is updating workflow automation, exchange applications, transcript receipts, automated letters and student communications.
Exams for thesis-based courses and the Candidacy process receive attention
Notice of exam forms are being automated and candidates are being sourced as Neutral chairs for exams. Will be ready for January 2024.
Voluntary Withdrawal process becomes more straightforward
By Feb 2024, the voluntary withdrawal process will move to an online Service Request in the student centre, allowing status tracking and eliminating forms and unnecessary emails.
Faculties
Embark Events
Greater visibility has been provided to Haskayne students for business-related extra-curricular events (eg. case competitions, conferences) prior to Orientation via Embark events, during Orientation and through D2L programming. This has increased potential student utilization and decreased required advising time.
Admissions Growth
Werklund has increased ability to process 20-25% more applications annually by shifting workloads based on workload data analysis, cross-faculty collaboration and leveraging FGS Admissions improvements (transcript processing and admission holds/releases). Staff efforts are decreased; speed to offer for applicants increased.
Team Success
The Kinesiology team has implemented 10 improvement initiatives. 6 student journey steps have been eliminated or improved including addressing a large number of email inquiries per year.
PaSO Common Questions
While PaSO launched back in May 2021, its mandate to simplify and streamline processes and explore ways to work better together aligns well with the UCalgary Ahead of Tomorrow strategic plan.
PaSO is also a foundational element of the Graduate Student Journey Transformation initiative which kicked off in June 2022 to accelerate an integrated approach to improving the graduate student experience across UCalgary. Supported by one-time funding from the Provost’s Office, this initiative sees FGS and teaching faculties partnering with Aligned Outcomes – an innovative Calgary-based software and services firm, to re-imagine the graduate student experience within faculties and programs. Putting this all together will enable a consistent end to end approach to transforming the student journey across UCalgary graduate programs.
Through collaboration among FGS, Programs, Registrar’s Office, IT and graduate students, UCalgary will transform the student journey from application to graduation. Objectives along this path include:
- Review forms and processes and assess potential solutions.
- Develop and implement streamlined, efficient and resilient processes to support the graduate student community.
- Leverage technical solutions to automate processes as much as possible.
- Create an environment of continuous improvement so that the change is sustainable for years to come.
- Information and guidance need to be more accessible and communication more effective. FGS is working on some new ideas for that too.
The PaSO sponsors are:
- Tara Beattie, Interim Dean and Vice Provost, Faculty of Graduate Studies
- Amy Dambrowitz, University Registrar
The Core/Project Team includes:
- Catherine McLeod, Project Lead
- Jamie Pryde, FGS Manager Process and System Improvement
- Christian MacDonald, Project Manager
- Irfan Muhammad, FGS Peoplesoft Techno-Functional Analyst
- Christine Verwoerd, FGS Process Improvement Specialist
- Catalina Kovacs, FGS System Improvement Specialist
- Chenwei Lian, FGS Process and System Improvement Specialist
- Milena Marshall, FGS Manager Communications
- Erna Regehr, Change Management Lead
- Aligned Outcomes Team
The Program Working Group includes Managers from the teaching faculties to bring the program perspective to PaSO and contribute to discussion and decisions about priorities and the way forward.
- Teri Jones (SSE)
- Bev Ross (CSM)
- Carrie MacKay (Nursing)
- Lies Thompson (Science)
- Morgan Haley (HSB)
- Corey Wilkes (FGS)
- Dawna Hawrysh (Arts)
- Jodie McGill (Kinesiology)
- Nicole Stubley (Veterinary Medicine)
- Angie Crowley (Werklund)
- Manjeet Gulata (Science Pro)
- Tracy Beauregard (SAPL)
Graduate Program Administrators from the teaching faculties are also engaged in process consultation throughout the project.