Michigan State University unit boosts employee collaboration and morale

A new way to hire

Managers at Michigan State University’s Infrastructure Planning and Facilities (IPF) unit needed to keep their operations moving at peak efficiency. A key element to achieving peak performance was having the right people—and that meant optimizing the hiring process. IPF wanted to clarify job requirements, maintain paperwork more efficiently, and enhance the onboarding process, which would all contribute to IPF successfully hiring the most qualified candidates. IPF was clear on the consistent, efficient, and transparent hiring and onboarding process that it wanted – but achieving it was complicated by competing processes that had arisen independently over the course of 50 years, contractual obligations to various unions, operational differences and more.

IPF had been using Nintex Promapp® to map and manage business processes for several years, but only for what Kelly Feister, Asset Management & Preventative Maintenance Coordinator at IPF, called “pockets of information.” When Feister and her colleagues decided to test the solution’s ability to manage end-to-end processes, they identified the hiring and onboarding process as their proof-of-concept candidate.

50%

faster process mapping than with Word or Visio

Collaboration among stakeholders throughout the organization

Increased employee morale

Company
Michigan State University
Website
Industry
Education
Country
Capabilities Used
Process Mapping

Who they are

Michigan State University has been advancing the common good with uncommon will for more than 165 years. One of the world's leading research universities, MSU pushes the boundaries of discovery to make a better, safer, healthier world for all while providing life-changing opportunities to a diverse and inclusive academic community through more than 200 programs of study in 17 degree-granting colleges.

What they need

The hiring and onboarding process at MSU’s Infrastructure and Planning Facilities (IPF) unit could include lost paperwork, unclear requirements, and time-consuming scheduling, leading to lost candidates and reduced morale.

How they did it

IPF used Nintex Promapp® to map and manage the end-to-end processes of hiring and onboarding, invited all stakeholders to participate, and made the resulting process information available to all.

Testing an end-to-end process capability

The IPF process-improvement team first used Nintex Promapp® to capture input from its five-phase RAPID process improvement methodology, a popular framework in higher education. Next, IPF hosted an all-day Process Palooza event with key stakeholders from every area of the organization. Participants reviewed the Nintex Promapp® processes and contributed details, supplemental resources, improvement ideas, questions and more – more than 150 pieces of process feedback in all.

The improvement team reviewed the feedback and used it to create a new version of the hiring and onboarding process, using Nintex Promapp® features including linked processes, conditionals, parallel processes and systems tagging.

Once the updated end-to-end process was approved, the IPF held a training session for a broad range of staff, from executive leadership through supervisors, managers, hiring coordinators, and administrative assistants. Participants used Nintex Promapp® to review each step in the new end-to-end process, and now continue to use Nintex Promapp® as the single, centralized source for reliable and up-to-date hiring and onboarding information.

We had a problem with stakeholder engagement before we used Nintex Promapp® but now, top to bottom in the organization, everyone collaborates.
Kelly Feister, Asset Management & Preventative Maintenance Coordinator, Infrastructure Planning and Facilities, Michigan State University
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