dealing with big universities or any other organizations

In my many various dealings with big universities, I've come to realize two things. No one really knows the full proper way to do anything and make the "little people" or "support staff" your friend. First of all, one would think that a big university, or any other large organization, would have a full set of proper procedures for various events. For example, consider yourself an outside entity doing some work at a big university. This sounds like something that probably happens alot as the university gets paid for you being able to use their services. Now consider that you need some form of ID, username/password, access to the university's systems. Would you believe that there is no system in place for obtaining these even though the access is absolutely necessary for you to even be approved for the on-campus work, much less actually get into the buildings to do the work? We have spent the last year navigating the terrible inlets of university protocols. We finally have approval and access, but it has literally taken 1 year to get it.
This brings me to my second point. We would still be trying to obtain access if I hadn't made 3 dozen phone calls and been sugary, Southern nice to people. I begged and conjoled for their help. If you do this enough, someone eventually takes pity on you and helps. If you need building access, ask everyone you can who does this until you get a redundancy in the name. This helps eliminate some phone calls as 80% of the people won't know but will tell you someone anyway. Call that person, or better go in person, and get the access taken care of right away. If you need username/password type help, call the IT support desk, pray you get someone with a brain, and beg for help. If they can't get it, they usually know who to call. If they don't, ask for another person. For everything else, talk to the vet techs, custodians, physical plant, animal care staff, core facility manager and technician, etc. Do not go to the head because you won't get anywhere. The people who actually do the work are much more helpful. And don't just talk to them when you need something. Cultivate in yourself an ability to be nice and friendly at any time and you'll find the path much smoother. My best friend is a whiz, born natural at this and she always gets what she wants, even from those of us who know what she's doing.