Massachusetts Institute of Technology

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Accelerating Innovation To Digitize Key Admin Processes

MIT (Massachusetts Institute of Technology) use the Mendix platform to develop business applications that are improving business processes. Below are some examples of applications we have developed with MIT.


Vacation Tracker

  • Need: Previously individuals would maintain a personalized Excel file to keep track of accruals and vacation days available. All requests were previously done through email. This was not an efficient process.
  • Application: The application allows visibility and workflow management for vacation requests within a department. It keeps track of accruals, available days and sending email notification to requesters and approvers. Built with enterprises in mind it allows for multi-departmental use and is for both mobile and desktop devices.

Project Portfolio

  • Need: The reporting and measurement of projects was managed through Excel with the associated issues associated with disparate systems.
  • Application: A project system that keeps track of the financials, milestones, allocations of resources and risks of ongoing projects. It captures new project ideas, which then will be submitted for approval and created as a new project.

Compensation Merit

  • Need: To collate data from numerous sources in order to support HR in the award of Merit payments.
  • Application: A tool used by the HR leadership to evaluate and determine the amount of merit distributions to employees based on the collective analysis of data in SAP, Success Factors, and other systems.

Agreements

  • Need: Agreements between departments was through email and verbal communication. This informal structure made the access to agreements difficult and time consuming.
  • Application: The agreements system store sand displays all the current agreements between departments in an accessible and easy to use format, which saves times and resources.

Time Collection

  • Need: Improve the time recoding process when booking time against a project. The previous process could take up to 6 weeks to be able to see the actual time booked to a project and resulted in budgeting and reporting issues.
  • Application: A weekly time collection system for use by the project management team to capture actual time booked to all projects across their portfolio, with integration into project management applications.

Receipt Capture

  • Need: The automation of reporting on how research grants are being spent and to stop “chasing receipts” for P-card (Purchasing Card ) transactions and matching them to SAP financial transactions
  • Application: An application that allows a purchaser to submit a receipt for a purchase by taking a picture of their receipt via a mobile device or by uploading an image or document via their laptop or desktop computer. The receipt will then enter a review and the approval process and once fully reviewed and approved will update SAP (the system of record) with approval, workflow history and the receipt.

Technology Licensing Office

The application was built for the Technology Licensing Office at MIT. They are the main point for MIT Inventors to submit their inventions for patent in the United States and internationally.

  • Need: The office was looking for a solution to have an easier way for inventors to submit for patent. They were using a paper form and would have to mail or scan and email the form to inventors all around the world who may have worked on the invention. The officers spent a lot of time looking for missing signatures for these submitted inventions. They were also looking for a way to be able to send the information into the on premise database (which maintains all payment information for patents).
  • Solution: The application is built to allow an MIT Inventor log in and submit a new form. There are currently 4 form types with a 5th form to be added soon. Once invention is approved to be filed for patent, if there are other Inventors (both MIT and non-MIT) receive an email with instructions on where to go to sign off on the invention. If they do not log in, and automated email is sent out on specific intervals to remind the inventor to do so.
    The application also allows the Office Administrators for TLO to view which forms are open and/or have documents uploaded into the repository.
  • Value: The TLO has seen a great reduction in paper forms being submitted, a lower overall life of the form (from inventor submission to patent filed), and easier workloads for the Office Administrators.
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Developer

  • Brandon Etheridge