Innovation Submission Forms and Processes
Item #: 20230020
CONTACTS
Implementing Organization: Research and Innovation
Implementation Lead: Quinten Klingonsmith
Development Team: Winston Inoway, Quinten Klingonsmith
Article Written By: Quinten Klingonsmith
Innovation Council Liaison: Quinten Klingonsmith
Innovation Team Coordinator: Quinten Klingonsmith
STATUS
Implementation Date: Apr 19, 2023
Adoption Status: Implemented (further implementation possible)
Adoptability Note: Google forms are being used for a lot more than simple surveys.Â
How can you use Google Forms to improve your process by gathering information in a standardized format?
APPLIES TO
Topic: Data Collection, Analysis and Visualization
Organization(s): UDOT (all), Aeronautics, Amusement Ride Safety, Asset Management, Board/Commission, Central Admin/Senior Leaders, Central Construction, Central Maintenance/Facilities Management, Central Materials, Central Preconstruction, Communication, Data Technology & Analytics, Emergency Management, Employee Development, Environmental Division, Equipment Operations, Fiber Optics, Finance/Comptroller, GIS, Human Resources/DHRM, Incident Management, Internal Audit, ITS, Motor Carrier Division, Performance Management, Planning, Policy, Program Financing, Railroad, Region 1, Region 2, Region 3, Region 4, Research and Innovation, Right of Way, Risk Management, Road Usage Charge, Stormwater/Environmental, Strategic Investment, Structures, Traffic & Safety, Traffic Management Division, Transit/Rural Public Transit
Job Role(s): Administrative Staff / Commissions, Business Analyst, Construction Engineer, Executive Leadership, Finance / Accounting, Information Specialist, Materials Engineer, Mechanics / Equipment, Motor Carrier Employee, Program Director, Program Manager, Program Specialist, Roadway Operations / IMT, ROW / Permits, Transportation Technician
Tags: labor costs, labor productivity, employee empowerment, expenses, expenditures, ( process improvement ), standardization, tracking systems, communications > public relations ( PR ), information technology >> software, networks
PROBLEM
The Innovation Team built their own system to store, search, manage and display innovations. For this system to function, data collected about each innovation needed to be consistent and formatted correctly.
CHANGE
The innovation submission process was redesigned. UDOT employees submit innovations using a new Google Form designed for the new system. After reviewing and collecting any additional information, a member of the Innovation Team inputs the innovation into the new system using two other Google Forms that walk them through the process.
The process is documented and step by step instructions are provided within the procedure as well as within the Google Forms.
RESULT
Information placed into the new innovation system is formatted correctly, complete, and standardized. This allows it to be searched and reported on. These enhancements benefit UDOT by making it easier to share and learn from each other's innovative practices.
The new submission process takes longer for authors and the innovation team to initially gather and input information. However, a considerable amount of time is saved on the backend because the data is more complete and the team has to chase down fewer details.
The new system is able to provide greater search and reporting functionality because additional information and tags are required. Without the new forms, this process would take longer and be fraught with error.
RELATED INNOVATIONS
Tag Wizard Brings Consistency to Innovation Catalog Search (20230017)
ROI Calculator Aids in Better Efficiencies Reporting and Decision Making (20230018)
New Innovation Catalog Built In-house with Google Looker Studio (20230023)
New Annual Innovation and Efficiencies Report Offers Up-to-date Information and Cost Savings (20230026)
New UDOT Employee Innovation Station Puts Innovation Resources at Employees Fingertips (20230027)
IMPACT
BETTER MOBILITY
N/A
GOOD HEALTH
N/A
CONNECTED COMMUNITIES
N/A
STRONG ECONOMY
Save 30 minutes of input and QC time per innovation
Standard input fields increases data integrity and completeness
Innovations are easier to find and incorporate into dashboards and reports
Cost avoidance efficiency realized because it is part of a larger innovation system that did not need to be purchased because we built the system in-house for less money
EFFICIENCIES*
Cost Avoidance: $145,576 over 20 years (April 16, 2023 - April 19, 2043)
Benefit/Cost Ratio: 18:1
*Benefits are estimated net of initial and ongoing expenses. Savings are averaged over the expected benefit life of the innovation. See details.