Taking Google Forms to the Next Level

Automating Improvement Science for First2 Network

Abstract

EMILY HELTON, First2 Network, Fairmont State University, Fairmont, WV, 26554; MARY ELLEN SULLIVAN, First2 Network; ERICA HARVEY, First2 Network; and SUE ANN HEATHERLY, First2 Network. Taking Google Forms to the Next Level: Automating Improvement Science for First2 Network

How do we use automation in ways that free up time without sacrificing human interaction? By delegating routine tasks to Google Sheets Add-Ons and simple Google Apps Scripts. In this use case, the initial notification of a new request for coaching, sending meeting invites, and reminding coaches to follow up with their teams about potential stumbling blocks like IRB proposals or data collection have all been automated. Coaches and people requesting coaching interact with a single Google Form, which produces output viewable as a Google Sheet, and the rest of the process takes place in the background. The automated parts of the system remove busywork from the coaches and administrators, allowing them to focus on the substantial work of the Network.

   This poster will highlight changes to the ticketing system, used by people proposing change ideas and the coaches who help them through the improvement science process. Whereas before an administrator had to handle requests for coaching, now emails are sent as soon as requests are received. Through a few online tools, the Google Form has bidirectional communication with the spreadsheet, allowing coaches to easily add new change ideas. Standardizing language makes it easier to find and share information throughout the Network. The ticketing system generates useful data without additional burdens on coaches or the people carrying out their change ideas.

Award Number: HRD-1834575; Principal Investigator: Erica Harvey; Fairmont State University.