August 2023 marked an important milestone for the Yale School of Medicine (YSM) for enhanced efficiency and convenience for YSM staff and faculty members. YSM, pursuit of its commitment to continuous improvement, introduced launched a new portal for electronic forms for financial processes. Three forms have been released to date with more in development. The project was a collaborative effort involving the Office of Continuous Improvement, HSIS, and the YSM Finance & Administration functional leads, including the YSM Pre Award Team, Faculty Support, Controller’s Office, and Business Offices.
HSIS leveraged flexible software tools (Salesforce and Form Assembly) to build the application in a way that is technically and financially sustainable.
“The design of the YSM F&A Forms application sets the stage for even greater efficiencies in the future,” said Director for Health IT Strategy and Portfolio Kathleen Omollo, a driving force behind this project. “This approach also improves the user experience for submitters and reviewers with more transparency about how a form is progressing.”
These forms replace existing static forms and offer key improvements:
1. Automated Approval Process
New requests are automatically routed through a streamlined workflow queue. This means less manual intervention and faster processing times. Once approved, departments follow their respective steps to complete the process.
2. Centralized Location for Forms
These new forms are organized in a centralized portal.
3. Automated Status Notifications
Automated email notifications keep users updated on any status changes.
Questions about the forms may be directed to Henry Ung. If you have IT-related issues, please email Salesforce.Health@yale.edu and cc Henry.
