Process Optimization Project

Project Overview

This project focused on improving the student travel pre-authorization process for Towson University's CIS Department. The original workflow relied heavily on manual email communication, repeated corrections, and document collection through separate messages.

Our team redesigned the workflow using Microsoft Forms, Power Automate, OneDrive, and Excel to reduce communication delays, improve submission accuracy, and simplify the overall process for students and administrators.

Problem

• Students frequently submitted incomplete or inaccurate information.
• The coordinator had to send repeated follow-up emails.
• The previous form lacked clear routing logic and instructions.
• Travel documents and receipts were difficult to organize and track.
• The workflow created unnecessary delays and administrative overhead.

Solution

• Redesigned the Microsoft Form with clearer guidance and required fields.
• Implemented routing logic for different student travel situations.
• Created Power Automate workflows for email notifications and reminders.
• Centralized document uploads through OneDrive folders.
• Improved submission tracking through Excel automation and organization.

My Role

• Collaborated with team members to analyze the original workflow.
• Helped identify process inefficiencies and usability issues.
• Contributed to workflow redesign and automation planning.
• Created Power Automate automation.
• Participated in usability testing and project documentation.
• Helped present the final solution and implementation process.

Technologies Used

• Microsoft Forms
• Power Automate
• Excel Automation
• OneDrive Integration
• Business Process Analysis
• Workflow Optimization
• Usability Testing

Results & Impact

• Reduced communication from approximately 10 emails per request to a significantly more efficient automated workflow.
• Saved roughly 1 hour of manual administrative work per student request.
• Reduced form complexity from over 30 input points to under 15.
• Improved submission accuracy through validation and routing logic.
• Centralized document organization and tracking through OneDrive and Excel.

Project Demonstrations

Power Automate Workflow Demonstration

Email & Form Workflow Demonstration

Project Files

The files below provide additional details regarding the project, workflow redesign, implementation process, and final results.

Updated Travel Form Final Report Final Presentation

What I Learned

This project strengthened my understanding of business process optimization, workflow automation, usability testing, and systems analysis. It also demonstrated the importance of designing solutions that align with organizational constraints, existing technologies, and real user needs.