Alleviating Document Management Headaches

Pitt IT helped the Graduate School of Public & International Affairs digitize its paper documentation so that it would be better organized and easily searchable. We accomplished this goal using Document Management (Perceptive Content), which increased efficiency, eliminated the need for multiple filing cabinets, and freed up floor space.

Automating Admissions Applications

Pitt IT automated several time-consuming manual processes that alleviated the administrative burden placed on graduate school admissions staff. Rather than having to manually import applications, an automated process now imports applications into the Student Information System nightly. Pitt IT also developed an integration with a centralized application service (CAS) that automatically pulls application and admissions decisions into the Student Information System when applicants change programs or admissions terms. In addition, Pitt IT automated the process of sending graduate school admissions decision letters.

“We are extremely excited and happy with seamless integration between Liaison and PeopleSoft. The auto import process saves our time and effort tremendously. In addition, we appreciate the implementation of the process that brings unsubmitted application information to Salesforce.”

- Sung-Min Kim, Database Systems Administrator, School of Computing and Information
- Olena Sherbinin, Data Architect, School of Computing and Information

Converting Prospects to Applicants

Understanding what encourages undecided prospects to apply to Pitt can help Schools engage more effectively with applicants. Pitt IT worked with the School of Computing and Information and the School of Health and Rehabilitation Sciences to capture online applications that were started but not submitted. The system also tracks follow-up interactions with prospects, providing valuable insight into the application journey and data about what follow-up methods (e.g., email, phone, other) lead to additional submissions. Pitt IT is working next with the School of Nursing to implement this enhancement.

Delivering Customized Dashboards

The Swanson School of Engineering wanted a solution that would enable them to instantly access an overview of all their projects and the associated financials. Pitt IT created a collection of reports and dashboards that display the data they need exactly how they want to see it. The School can now also print specific project reports to share with their PIs, enhancing efficiency. After learning about the dashboards, the Department of Pediatrics and other units have contacted Pitt IT with similar requests.

Enhancing Admissions with Ai

Admissions staff have the daunting task of processing more than 40,000 inquiries per year related to applications, test scores, orientations, and more. Pitt IT leveraged machine learning and artificial intelligence (AI) to help them better serve applicants and admitted students.

Ensuring Data Resilience

The Bioacoustics Lab has generated a large set of audio files and related data. The files are stored only on a device inside the lab with no backup, leaving them vulnerable to catastrophic data loss. Pitt IT advised the department on available cloud storage options, then onboarded the lab onto Amazon Web Services. Now, the lab has recoverable data in case of an emergency.

Facilitating Finals

The School of Law relies on ExamSoft technology to administer final examinations to its students. Pitt IT collaborates closely with the School to ensure final exams are administered successfully. We assisted the School with setting up exams, helped students ensure their devices were properly configured and provided in-person support during all exam dates.

Forecasting the Future

The Swanson School of Engineering had been considering third-party grant management software to replace a tedious Excel-based process. Pitt IT worked to understand and demonstrate how the University’s Fiscal Panther and Grants Forecasting systems could be customized to meet their needs. Several reporting enhancements were implemented that benefited all University research administrators. Swanson is planning to implement the new systems and processes in fall 2023.

Making Digital Content More Accessible

Ensuring that digital content is accessible is an ongoing part of creating an inclusive environment at Pitt. Pitt IT engaged with the Dietrich School of Arts & Sciences and Office for Equity, Diversity, and Inclusion to produce seven videos on digital accessibility. The videos focus on how to make creations using Office 365 more accessible so that individuals can view and understand digital files with or without the use of adaptive technology, such as screen readers.

Managing Computer Labs

Running their own computer labs and digital signage meant staff at the Joseph M. Katz Graduate School of Business had to take time away from other initiatives to manage and maintain those services. Moving to Pitt IT-managed computer labs, virtual computing lab, and digital signage freed Katz staff to support other mission-critical needs while ensuring alignment with the University’s overall IT strategy.

Preparing Students for Analytics

The College of Business Administration identified a need to improve student skills in key industry applications, including Tableau. Pitt IT Analytics helped develop and now teaches a seven-week class through the Pitt Business Analytics Institute to prepare students for the Tableau Desktop Certification exam.

Providing Real-World Experience

For a second year, students at the College of Business Administration will receive training in Salesforce and gain real-world experience to help boost their marketable skills. After a two-week training course, they will work for 10 weeks to complete Salesforce configuration projects. This enables Pitt IT to clear a backlog of work at a third of the cost of hiring contact employees, while benefiting 14 students.

Putting Course Details at Students’ Fingertips

Pitt IT developed a Course Information API for the School of Law to provide details on the courses that they offer. This makes it easier for students to access information on available courses. The interface was developed in a way that allows it to be adopted by other schools as well.

Streamlining Social Work Applications

The School of Social Work did not have an automated method for importing applications into the Student Information System (PeopleSoft). To address this challenge, Pitt IT implemented Upper-Level Transfer Application (ULTA), a custom-developed solution for admissions that replaces Social Work’s previous application system. ULTA streamlines the process for applicants by leveraging existing student information, automating the loading of applications into PeopleSoft, improving the application review process, and alerting relevant faculty and staff about new applications.

Surveying First-Year Students

Information about students’ academic interests, extracurricular experience, and personal circumstances is used by academic advisors to prepare for introductory appointments. Pitt IT assisted the Office of the Provost in developing a survey for all incoming first-year students as part of online orientation. This eliminates the need for Advisors to individually contact their students to collect this information and ensures students have the same incoming experience across schools.

"Pitt IT’s partnership was critical to the success of the First-Year Intake Survey as we scaled it this year into all first-year schools with 4556 participants. While there were some hiccups, the expertise of Pitt IT helped us to ensure a smooth and consistent delivery to our academic partners. In addition, Pitt IT made sure the data acquisition and storage would be flexible enough to be utilized in a variety of ways."

- April E. Belback, D.Ed., Associate Vice Provost for Student Success and Advising, Office of the Provost
- Amanda Brodish, Associate Vice Provost for Data & Analytics, Office of the Provost