Appointment Process Redesign


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The Appointment Process Redesign (APR) Project will transform the way MIT manages HR/Payroll transactions for faculty and staff, automating the processing of nearly all of the more than 17,000 paper-based forms processed manually today.

A collaborative initiative among HR, IS&T, the DLCs, and VPF, the project offers an interface for faculty and staff appointment transactions that is integrated with SAP. The APR system pre-populates data, ensuring accuracy, and guides the user through transactions with prompts. It includes electronic routing for approvals.

Through the new system, DLCs will be able to process hires, appointment changes, leaves, supplements, and terminations, and the system includes built-in intelligence to facilitate the process. The concept of academic and non academic appointment forms no longer exists in the new system. Rather, transaction processing is merged into one seamless process that guides the user by prompting for needed information. For example, if an administrator initiates a leave for a faculty member, the system will display for selection the different reasons for a faculty leave, such as a sabbatical.

Developed closely with DLC administrators, the different components of the system are being tested in a series of pilot programs, with a goal of making all components of the system available across the Institute early this coming fall.

The pilot programs include organizational units from across MIT to assure that input is received from a a wide range of users with an array of business needs. The original participants in the pilot programs are:

  • Administrative Services Organization (ChemE, DMSE, CBE)
  • Architecture
  • Chemistry (Includes Spectroscopy Laboratory)
  • Facilities
  • Foreign Languages and Literatures
  • Health Sciences and Technology
  • Human Resources
  • Sloan School of Management

The pilot programs were recently expanded to include:

  • Biology
  • Dean for Graduate Education
  • Dean for Student Life
  • Dean for Undergraduate Education
  • Electrical Engineering and Computer Sciences
  • Information Services and Technology
  • Resource Development
  • School of Humanities, Arts and Social Sciences
  • Vice President for Research areas

Following the VPF Model for Modernization, the cross-functional team leading the APR project has worked closely with a user advisory group made up of community members from across MIT. The APR User Advisory Group consists of:

  • Ramona Allen, School of Architecture and Planning
  • Sharon Bridburg, Office of the Dean for Undergraduate Education
  • Agnes Chow, Electrical Engineering and Computer Sciences, School of Engineering
  • Anna Churchill, Sloan School of Management
  • Tasha Clark, Office of the Vice President for Resource Development
  • Sonja Dagbjartsdottir, Office of the Dean for Student Life
  • Heidi Demers, Office of the Dean for Undergraduate Education
  • Kerrianne Ducharme, School of Humanities, Arts and Social Sciences
  • Kathleen Flynn, Human Resources – Benefits Services
  • Karen Fosher, Chemistry, School of Science
  • Bill Garrett, Sloan School of Management
  • Esther Greaves-Estwick, Administrative Services Organization, School of Engineering
  • Ann Harvey, Office of the Vice President for Finance
  • Adrienne McCosh, Human Resources - Compensation
  • Annette Montminy, Facilities (Mary Tobin alternate)
  • Erminia Piccinonno, Biology, School of Science
  • Charlene Placido, Office of the Vice President for Research
  • Jesse Simone, Office of the VP for Information Services and Technology (Linda D’Amato alternate)

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