An Interview with the University of Michigan College of Engineering
The University of Michigan College of Engineering, home to over 500 faculty and a student body exceeding 9,500, undertook a major digital transformation with SmartPath in 2016. Previously, crucial processes like appointments and promotions were managed with paper-based casebooks, causing version control issues and workflow bottlenecks. Casebooks, submitted as large PDFs, offered no tracking of revisions, leading to inefficiencies and errors.
Today, with SmartPath, the college has streamlined and digitized these casebooks, significantly enhancing visibility and tracking across workflows. Customizable workflows meet the unique needs of each department, and automated processes have reduced manual errors and boosted efficiency. Now managing workflows for leaves of absence, modified duties, reappointments, summer salary, and retirement, the College of Engineering’s journey with SmartPath highlights the potential of digital transformation.
We spoke with the College’s Faculty Affairs team about the impact SmartPath has made on their Department.
Streamlining the Promotion and Tenure Process
Prior to SmartPath, the promotion and tenure process was plagued by inefficiencies. Casebooks were submitted as massive PDFs, with no version control or status tracking, leading to frequent errors and wasted time. Jen Piper, Director of HR Operations and Manager of Faculty Affairs, recalls the challenges: “One of our primary issues was managing promotion and tenure casebooks on paper, which created workflow gaps and version control issues.”
Since adopting SmartPath, casebooks are managed digitally, offering real-time visibility into each document’s status, enhancing both consistency and transparency. This shift has not only streamlined the process but also reduced administrative burdens, allowing faculty and staff to focus on more impactful work. As Jen notes, “SmartPath has given us a streamlined, digital process. Automation has significantly reduced time and effort across the board. There’s much less paper shuffling, and departments can track casebook progress easily, reducing back-and-forth errors.”
Customizable Workflows for Unique Needs
SmartPath’s customizable workflows have proven invaluable. Unlike other tools that apply a one-size-fits-all approach, SmartPath enables tailored workflows that meet each department’s specific requirements. For example, the college created a unique leave of absence workflow that aligns with their internal processes before routing to central administration. This flexibility is essential, reducing errors and increasing efficiency. “The ability to customize workflows to meet our organizational needs has been a game-changer,” says Jen. “SmartPath allows us to adapt processes for each school, college, or discipline and automate additional tasks seamlessly.”
Improving Data Accessibility and Decision-Making
The college emphasized how SmartPath’s centralized data system has transformed decision-making by providing quick, comprehensive access to vital faculty and staff information. With all faculty and staff information accessible in one place, they can quickly gather essential data for recruiting, promotions, and leave requests. This accessibility has streamlined operations and enhanced strategic planning. Piper remarks, “Having all casebook data centralized in SmartPath is incredibly beneficial. We can easily access CVs, teaching statements, and evaluation letters, which is essential for tasks like faculty recruiting.”
Overall, the College of Engineering has seen a substantial reduction in time and effort across its departments. By improving process management and reducing errors, SmartPath has created consistent, transparent processes that keep department chairs and faculty informed in real-time. As Jen sums it up, “SmartPath provides a single source for all our documents, reducing the need to search through emails and making collaboration seamless.”
