Harnessing AI to Streamline Operations and Strengthen Campus Collaboration

At the University of Utah, we are embracing artificial intelligence not as a distant future, but as a practical, everyday partner in improving how we work. Across campus, teams are finding ways to use AI to reduce administrative overhead, strengthen decision-making, and create more connected, responsive systems.

One early example comes from the Office of Artificial Intelligence, where we are using AI tools to make our own internal operations faster, more transparent, and data-driven.

Until recently, requests to use AI tools have been handled through manual forms and email exchanges. The process worked, but it required extra time and coordination to ensure that every request aligned with university policy, data governance standards, and security guidelines.

To improve this, our team is rebuilding the AI tool request process using Microsoft Forms integrated with Power BI. This combination creates an automated, intelligent workflow:

• Requests are submitted and automatically logged in a structured format, ensuring consistency and reducing administrative follow-up.
• Power BI dashboards visualize the data in real time, allowing leadership teams to see trends in tool types, user needs, and emerging areas of AI adoption.
• Insights drive action. We can identify common use cases, connect individuals or departments working on similar projects, and anticipate areas where centralized support or policy guidance is needed.
• Response times improve because the workflow automatically routes submissions to the right reviewers, reducing back-and-forth communication.

What began as a simple process improvement is evolving into a model for how AI and automation can enhance operational efficiency across campus. The initiative not only saves time but also strengthens transparency and collaboration. It gives university leaders a clear view of how AI is being used to advance research, teaching, and service, while ensuring every implementation aligns with our commitment to responsible and ethical AI use.