by the University Registrar‘s Office
The University Registrar’s Office (URO) of Saint Louis University has improved aspects of its operations and services through two key initiatives. The URO’s first phase of the Digitalization Program and the successful implementation of the 5S methodology have led to improved efficiency, accuracy, and service quality.
Digitalization Program Advances Student Record Management
URO plays a vital role in maintaining and managing an extensive amount of student records, including enrollment data, academic performance records, and graduation information. To streamline its operations, enhance accuracy, and ensure the security of vital student information, the URO embarked on a Digitalization Program.
In its first phase, the URO successfully procured and installed a cutting-edge Document Management System (DMS) within the Technology Management and Development Department (TMDD). The DMS aims to:
- Improve the efficiency of record retrieval and storage
- Enhance the accuracy of student records
- Increase the security of student data
Key accomplishments of the first phase of the Digitalization Program include the purchase of a DMS, installation of the DMS at the Technology Management and Development Department (TMDD), and training and orientation in the use of the DMS.
Buoyed by the success of the initial phase, the URO is now poised for the second phase, which involves integrating the DMS system within its own operations. Additionally, the URO is committed to the broader digitalization of processes, including enrollment and graduation procedures.
5S Methodology Project Optimizes Workplace Organization
Aiming to provide top-notch services to students and the university community, URO has diligently pursued the principles of the 5S methodology. This methodology centers around five Japanese words:
- Seiri (sorting): Separating necessary items from unnecessary items.
- Seiton (setting in order): Arranging necessary items in a way that is easy to store and retrieve.
- Seiso (shining): Cleaning up the workplace.
- Seiketsu (standardizing): Maintaining the first three Ss.
- Shitsuke (discipline): Making 5S a way of life.
Furthermore, over the past year, the URO has focused on the following 5S activities:
- Shredding of scrap papers through the 4 O’clock Habit
- Clearing of clerk tables of unnecessary clutters
The office’s commitment to these 5S activities resulted in substantial achievements, including reduced clutter in the workplace, heightened efficiency in record retrieval and storage, and an overall boost in employee morale. These accomplishments have translated into tangible benefits such as improved customer service, reduced operational costs, and enhanced employee safety.
Building on this success, the URO is determined to maintain and expand its application of the 5S methodology throughout the office. By adhering to these principles, the URO aims to continue improving its efficiency and effectiveness. These efforts align with UN SDGs 12 Responsible Consumption and Production.
