= OnBase Higher Education Solutions Bringing Structure to Chaos Challenges & Opportunities for Universitie s

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OnBase Higher Education SolutionsOnBase Higher Education Solutions

Bringing Structure to Chaos Bringing Structure to Chaos

Challenges & Opportunities for Universities

Source: AIIM

Email

Web Pages

Enterprise Applications

Paper Documents & Files

FaxElectronic Documents

FormsReports

Mail

Graphics, Video, &

Audio

Blueprints & Photos

XML & Meta DataPrint Output

Content Sourcesfor Chaos

#1 Challenge for Universities

• Harnessing Information Technology (IT)

• Most valuable information in universities:– Documents – Content

• 90% of university information in documents.

Purpose

• Value of new Information Technologies (IT) to manage content and documents.

• Ways value can be realized.

• Structure to understand this field.

• Call to action to revolutionize information management at universities.

Introduction

• Universities create more documents, collaboration artifacts, emails, corporate records, and other unstructured information than ever.

• Explosion of unstructured information — documents, emails, rich media assets, and Web content — results in chaos if universities cannot create, tag, version, manage, and retain this information in a consistent manner.

Introduction

• Chaos leads to: – frustrated university employees & students unable

to find the information they need to complete a task;

– increased risk exposure for the university from the loss or misuse of intellectual property and sensitive information;

– delivery of poor experiences as students, administrators and educators don't get the information they want or need.

Objectives

• #1. Establish vision of the scope and potential impact of Enterprise Content Management (ECM) in a university.– Implications for university IT managers

• #2. Understand technologies enabling new ways to handle and process documents and content.– Making infeasible functions & processes possible.

• #3. Create structure and vision for ECM at a university.

Scope & Importance of ECM inFour Parts

• #1. Definition & Scope

• #2. Value from Documents & Content

• #3. Driving Forces

• #4. Opportunities & Challenges

#1. Definition & Scope#1. Definition & Scope

Source: AIIM

“ The technologies, tools, and methods used

to capture, manage, store, preserve, and

deliver content across an enterprise.”

(Source: AIIM International, 2003)

#2. Value from Documents & Content

• Improved management and communication of concepts and ideas

• Upgraded, “re-engineered” basic business processes

• Leveraging organizational memory

#3. Driving Forces

• Universities are drowning in paper.• Use Information Technology to manage all university

information in documents and data records• Reduce: uncertainty, ambiguity and equivocality• Enable traditional documents with richer media and

richer structure to support university communication and information processing

• Improve productivity and organizational effectiveness

#4. Opportunities & Challenges

• Not meeting matriculation goals and timetables• Losing prospective students due to delays in

communication, awards, etc.• Running out of physical space or forcing costly

expansion• Consuming valuable staff time on laborious tasks:

matching documents, fixing errors, doing redundant data entry, etc.

• Draining IT resources tasked with getting or keeping disconnected or difficult-to-connect systems “talking”

• Being out of compliance regarding file management and security

• Diminishing the institutional prestige and competitive profile of your college or university

Enterprise Content Management from 3 Perspectives

• #1. Technology

• #2. Benefits

• #3. Responsibilities

Technologies

• Underlying Infrastructure

• Document & Content Management Technologies

Underlying Infrastructure

• Desktop workstations

• Storage media

• Networks

• User friendly software

• Operating systems

Document & Content Management Technologies• Capture & Creation• Storage and Organization• Compound Document Architecture• Distributed Storage• Integrating Documents and Databases• Hypertext• Retrieval & Synthesis• Transmission & Routing• Print & Display

• Document Management Functions

THE CONTENT LIFECYCLETHE CONTENT LIFECYCLE

Source: AIIM

7 Values to Universities

• #1. Improving the publishing process

• #2. Supporting University processes

• #3. Supporting Communication among people and groups

• #4. Improving Access to External Information

• #5. Creating & Maintaining Documentation

• #6. Maintaining University Records

• #7. Promoting Training & Education


• #1. Improving the publishing process Traditional Publishing Process:

Re-engineered Publishing Process:

Electronic Creation &

Composition

Offset Lithography

Warehouse Transportation

Electronic Creation &

Composition

Electronic Storage &

ManagementCommunication

Electronic Printing & Finishing


• #2. Supporting Organizational Processes– Reduce physical space for handling of forms– Faster routing of forms– Managing/tracking of forms and overall workload– Workflow systems for:

• Quality improvement processes• Process re-engineering

Undergraduate Admissions

Financial Aid

Registrar

Facilities

Accounts Payable

Purchasing

Development

Office of the Chancellor

Graduate Admissions

Academic Units

Human ResourcesHousing

University wide deployment, a department at a Time

Alumni Affairs


• #3. Supporting Communication among people and groups– Transfer knowledge and information throughout

university– Reduce time for communication


• #4. Improving Access to External Information– Better access to time-critical information and

reference material– Direct user access to on-line text databases– Circulation of full text research papers– On-line card catalogs– Document reference & access services


• #5. Creating & Maintaining Documents– Maintain current version of documents to be

updated and accessed frequently by variety of requesters.

• Reports, manuals, drawings, reference material, multi-media and text formats

– Quicker access to documents– More efficiency in the search process– Simultaneous access by several people to the

most current version of the document– Reduced cost of printing & distributing documents.


• #6. Maintaining University Records– Savings in storage space and ease of retrieval– Reduced misfiling of important documents– Better access and sharing over geographic areas– Better version control– Improved retention management


• #7. Promoting Training & Education– Teach and train people in the university

Roles & Responsibilitiesof primary support departments

• IS Department

• Records Management

• Office Management

• Library

• Reprographics & Printing

• Training & Education

Conclusion: Call to Action

• Form a “Document/Content Council”

• Form a Document/Content Technology Group

• Prioritize Applications

• Develop an ECM Plan

• Revise Responsibilities

Leadership• 7,200+ customers• Addressing needs of large & mid-tier enterprises• Serving customers through OnBase Solution Providers

Product• OnBase® ECM solution • Integrated, Scalable, Open, Configurable product• Vertically-tailored applications driving process

efficiencies and improved service at lower unit costs

Solutions Focus• Financial Services, Government, Healthcare,

Insurance, Higher Education & Manufacturing• Back-Office and Compliance solutions

Service & Culture• Customer service focus• Unique corporate culture serving 650+ employees

HYLAND SOFTWARE & OnBaseHYLAND SOFTWARE & OnBase

What Can a University or College Achieve with OnBase?

Real ROI and Real Strategic Advantage• More than an electronic filing cabinet• Flexible, configurable – easy to adapt for unique challenges• Capture of documents from all sources

– Electronic applications and forms, e.g., Common App– Scanned images– Direct fax receipt– E-mail integration– MS integration

• Flexible Integration options with SIS and other core business apps– Non programmatic– API

• Partner who will supply results for <<Initial Department(s)>> and a stable framework for future expansion

– All other departments may build on what <<Initial Department>> puts in place

• Owens Community College

• Passaic County Community College

• Princeton University

• Rice University

• Stanford University

• SUNY, Student Loans Servicing Center

• Syracuse University

• Rochester Institute of Technology

• The Ohio State University

• University of Alaska

• University of California - Davis

• University of Colorado – Denver & Boulder

• University of Massachusetts - Amherst

• University of Memphis

• University of Texas, Dallas

• University of Waterloo

• West Shore Community College

• Yosemite Community College District

A Few OnBase Higher Education Clients

• American Public University

• Boston University

• Bowling Green State University

• Cape Fear Community College

• Carleton College

• Case Western Reserve University

• Coastal Carolina University

• Columbia University

• Contra Costa Community College District

• Davidson County Community College

• Eastern Illinois University

• Hartnell College

• Indiana University

• Indiana University Purdue University

• Monmouth University

• Norwich University

• Occidental College

• Ohio University

• Ohlone College

Analyst Recognition: Analyst Recognition: ForresterForrester

Source: Forrester Research, The Forrester Wave™: Content-Centric Applications Q1 2006, March 29, 2006

ANALYST RECOGNITION - GARTNERGARTNERANALYST RECOGNITION - GARTNERGARTNER

The Magic Quadrant is copyrighted September 2007 by Gartner, Inc. and is reused with permission. The Magic Quadrant is a graphical representation of a marketplace at and for a specific time period. It depicts Gartner's analysis of how certain vendors measure against criteria for that marketplace, as defined by Gartner. Gartner does not endorse any vendor, product or service depicted in the Magic Quadrant, and does not advise technology users to select only those vendors placed in the "Leaders" quadrant. The Magic Quadrant is intended solely as a research tool, and is not meant to be a specific guide to action. Gartner disclaims all warranties, express or implied, with respect to this research, including any warranties of merchantability or fitness for a particular purpose.

Source: Gartner Magic Quadrant for Enterprise Content Management, 2007

Date: September 2006

Authors: Karen Shegda, Kenneth Chin, Mark Gilbert, Toby Bell, Debra Logan

Appendices

• #1. Case Study: Columbia University

• #2. Case Study: Princeton University

• #3. Case Study: Stanford University

• #4. Undergraduate Admissions

• #5. Alumni Relations & Development

• #6. Registrar’s Office

• #7. Financial Aid

Appendix #1: Columbia University

OnBase at Columbia• First implementation in 2002• University-wide enterprise license in March 2007

– Undergraduate Admissions

– Financial Aid– Advising– Purchasing– Accounts Payable– Graduate School of Public Health– Graduate School of Journalism– Graduate School of Arts and Sciences


The Project: Multiple Enrollment Areas• Undergraduate admissions & financial processing• Admissions review• Financial Aid review• Advising


The Solution for Admissions & Advising• “Assigns” appropriate officer based on citizenship,

program and alpha breakdown• Officers conduct reviews from anywhere• Provides instant access to exactly where applicants

are in the review process• Automatically sorts on key information for officers• Tracks INC files and notifies officers when new

documents arrive• Automates “run through” process to proof decisions

before mailing• Automates hand off of matriculated student files to

Academic Advising• Automatically purges specific evaluation

documents from matriculated student file


The Results• In the 1st year, regular decision review completed

2 weeks early• 21% increase in applications processed and

reviewed with the same number staff of members


The Solution for Academic Advising• Automatically scrubs and transfers matriculated student files

– Automatically “processes” deposited applicants are over to advising during the summer

– Expunges review notes and evaluation form from the applicant file

– “Moves” other documents to the advising section of the system, which instantly updates security rights

• Provides advisors with access to applicant files from any campus

• Provides advisors with a student “profile” e-form and other documents in the student file

• Enables advisors to add notes, e-mails and other documents to the student file

Appendix #1: Columbia University Graduate School of Public Health

The Project: Graduate Admissions Review

The Goal: One solution fitting 6 departments’ review requirements

– Faculty-driven review process– Reviewers and committee members work online


The Challenges• Rolling admissions process• Applicants often apply to multiple programs• Must accommodate a collaborative, 3-step review

process:– Coordinator Review– Departmental Review– Committee Review


The Solution for Graduate Admissions• Provides ability to “push” incomplete files to review• Provides ability to notify admissions of errors• Updates review results to Coordinator form• Allows simultaneous file access and review for

multiple reviewers• Provides a single Admissions Review Queue:

• Simplifies setup and eases administration • Enables hundreds of reviewers to see and access only

those files specifically assigned to them


The Solution for Graduate Admissions• Gives departments instant access to

– Their pipelines

– Applicants-in-review– Decisioned applicants– Real-time reports

• Sends coordinator an evaluation form for complete files

• Assigns reviewer(s)• Notifies when new documents arrive• Notifies when all reviews are complete• And does more …

Appendix #2: Princeton University Appendix #2: Princeton University

• First implemented in 2002

• Current departments– Office of the Treasurer– President’s Office– Library– Research and Project Administration

• Office of Development– 15 Billion Endowment– All Development files stored in OnBase

• Existing historical files scanned• All donor and prospect files

– Biographical– Research– Gifts

• Documentation available to officers on the road• Specific Documentation shared outside the office with hundreds of users• Access directly from Advance Windows to related parts of the file• Ability to text search documents based on keywords

Appendix #2: Human ResourcesAppendix #2: Human Resources

• Dynamic foldering• Easy to move documents around

– Different folder section– Fix mis-filings

• Automated input and routing of PDF / paper based forms• Notification of missing required documents• Storage and retrieval of HR and Benefits files• Automation of separation processing• Review / complete applications and route to the appropriate

department for review– Monitor departmental review progress– Notification of interview scheduling request from department– Ability to create Outlook tasks– Ability to create standardize interview questions sheets– Ability for departments to rank applicants

• Automation / tracking of new hire process

Appendix #3: Stanford University

The Project: Multiple Enrollment Departments• Undergraduate Admissions• Financial Aid• Registrar’s Office


The Solution for Undergraduate Admissions• Transfers data & documents received via AY• Automates routing and tracking of incoming

application documents• Automates routing of ready-to-review files• Pre-populates Evaluation Form with data from

PeopleSoft• Provides real-time access to current test scores.• Updates PeopleSoft document tracking with receipt

of documents• Automates data updates from OnBase to PeopleSoft

– Recruitment fields – Disability status – Diversity issues – Decision data


The Results• Reduction of manual data entry and possible

mistakes with ratings and decisions• Readers receive applicant files weeks faster• Ability for readers to see applicants in the pipeline

for their review territories• Instant access to each applicant file regardless of

point in the process• Ability to read outside the office• Multiple users can view documents simultaneously• Transfer of documents to Registrar’s Office at time

of matriculation

Appendix #4: Undergraduate Admissions

What document processing and file review challenges are Undergraduate

Admissions departments facing?

Appendix #4: Undergraduate Admissions Challenges

• Increasing applicant pool• Growing competitive pressure• Escalating service demands• Understaffing

Appendix #4: What Can Undergraduate Admissions Achieve with OnBase?

• Digitally store all incoming documents– Electronic applications (e.g. Common App)– E-mails– Summary forms

• Handle increased applicant volume with the same staff• Increase competitive advantage in finding and reaching

out to best fit applicants faster• Automate the routing of files once complete• Provide secure review of admissions package from

anywhere• And do more …


The Reduction of Applicant Processing Time• Automate import of electronic application

documents• Match pre-application documents• Automate matching of incoming applications (online

and paper based) to documents already stored in OnBase, facilitating timely folder completion

• Automate file assembly and forwarding to the appropriate reviewer(s) on file completion in SIS

• Create electronic pull sheets populated with key data elements from OnBase: Name, test scores, GPA, VIP, Legacy, Athlete, Dev, etc.


A Strategic Advantage in the Review Process • Provide Web-based access for reviewers from any secure

connection• Automate routing and sorting of files by athletic code, VIP,

GPA, class rank, region or any other data• Slice-and-dice the applicant pool at the touch of a button• Order reviews by CEEB code, class rank, GPA, etc. for easier

comparison of multiple applicants• Instantly update files marked as Dev, VIP, etc. for rerouting,

additional reads, etc.• Review on-the-fly the demographics of proposed admit pool

and make changes before loading final decisions to SIS

Enrollment Services - Barriers & Burdens

• Service slowdowns and decision delays caused by manual, error-prone filing and processing

• Space constraints and staffing concerns stemming from paper-reliant, labor-intensive processes

• Inability to target or keep pace with growth in applications, services or departmental scope

• Difficulty coordinating information and activities across multiple, often disconnected systems and processes

• Missed opportunities for timely, accurate academic advising and for enhancing student service

• Difficulty monitoring and tracking process efficiency

Appendix #4: Customer Spotlight

How have colleges and universities leveraged OnBase in Undergraduate

Admissions and what are their results?

Appendix #4: Case Western Reserve University

The Project: Undergraduate Admissions

The Goal: Support aggressive 5-year plan• Improve the University’s selectivity: Reduce 75%

admit rate to 35%• Increase number of First-Year Undergraduate

applications from ~4,600 to 10,000 • Decrease Case’s discount rate by reducing reliance

on gift aid• Slightly increase Case’s First-Year class size


The Challenges• Manual, paper-based processes resulting in

lost/misplaced files, delays in decisions• Bottlenecks in review processes and uneven

reading loads• No way to prioritize completed file folders • Outdated information systems with very little

document or Web integration• No physical space and limited financial resources

for expansion• Additional paper generated by printing electronic

documents


The Solution for Undergraduate Admissions • Replaces paper folders• Processes incoming applicant documents• Immediately, automatically updates SIS with receipt

of documents• Automates routing of applicant files through review• Automates routing of admitted applicants through

scholarship process• Tracks/monitors time to complete review process

and productivity• Facilitates online status checks for documents

required, documents received and decisions


The Results• Experienced 60% increase in applications over 3

years• File review completed by same number of

counselors• Virtually eliminated overtime among processing

staff (saved four months’ temporary work)• Decisions delivered faster

– almost two weeks ahead of schedule– one month earlier than previous year

• Reduction in call volume: Applicants can instantly view online which documents have been received

Appendix #5: Alumni Relations and Development

Appendix #5: Alumni Relations and Development

Better Control and Access of Your Information = More $$$$

• Find a needle in a haystack in seconds– Research funding sources for specific projects– Answer the “call”

• Is everything really in the file?– Web and paper clippings, correspondence, gift agreements– Emails– Store call sheets– Related files

• Organize and optimize– Better prepared to make the ask– Easily create profiles– Easily create/save/distribute research

• More done, faster with fewer resources– Secure collaboration for gift agreements, contracts, etc.– Remote access by road staff to constituent files– Advance Integration

Appendix #6: Registrar’s Office

What document processing, file management and student service

challenges are Registrar’s offices facing?

Appendix #6: Registrar’s Office Challenges

• Understaffing• Mounds of paper

– Forms, forms, forms– Volumes of transcripts and transfer credits– Volumes of drop/add forms, course changes, transcript

requests, graduation petitions, etc.

• Barrages of phone inquiries• Difficulty locating files and forms• Time-consuming, error-prone SIS updating• Difficulty sharing information with Academic Units• Varying retention requirements and demands on

storage – lifetime for many documents

Appendix #6: What Can the Registrar’s OfficeAchieve with OnBase?

Control and Consistency in File Management• Automate transfer and scrubbing of matriculated student files• Consolidate student folders• Automate student petitions • Initiate and capture all correspondence (word, e-mail)• Automate paper forms processing

– Save students time and effort in processing petitions for graduation, drop/add forms (after the deadline), etc.

• Ease communication with academic areas– File sharing– Collaboration on student processes

• Flawlessly apply rules for records retention


How have colleges and universities leveraged OnBase in the Registrar’s

Office and related areas, and what are their results?

Appendix #6:University of Colorado - Denver

The Project: Registrar’s Office

The Goals• Update SIS (as system of record) accurately,

efficiently• Open better paths of communication with

academic units• Increase turnaround times and service quality in

handling student inquiries, petitions, requests, etc.


The Challenge• Supporting file management, forms processing

and interdepartmental routing/approval– for 2 campuses– enrolling 28,000+ students– in more than 100 programs-of-study– across 12 schools and colleges


The Solution for the Registrar’s Office• Provides ability to capture/route/prioritize incoming

documents based on status, term or other data• Automates file completion and consolidation• Replaces paper forms with online forms for

automated submittal and routing– Graduation petitions– Drop/Add after the deadline– Requests for transcripts

• Automates communication and file sharing with academic units for above processes

• Monitors and manages document retention


The Results• Enhanced the student experience by

– easing form submission– streamlining approval processes– providing staff with accurate, updated information when

responding to requests and inquiries

• Bolstered collaborative, cross-campus approaches to student service

Appendix #7: Financial Aid

What document processing and file review challenges are Financial Aid

departments facing?

Appendix #7: Financial Aid Challenges

• Increase in applications without increase in budget• Costly reliance on overtime and temporary staff for

peak processing• Difficulty locating/tracking verification documents• Struggle to keep up with incoming e-mails and phone

inquiries

• Manual processes resulting in packaging delays and

inaccuracies

Appendix #7: What Can the Financial Aid Office Achieve with OnBase?

Ease and Accuracy in Verifying/Awarding Aid• SIS-integrated document retrieval & indexing• Notify staff of new documents that arrive for in-

process students• Automatically route completed files to appropriate

departments/programs/reviewers• Monitor and match “loose credentials” (pre-app

documents) when the application arrives


How have colleges and universities leveraged OnBase in Financial Aid, and

what are their results?

Appendix #7: Monmouth University

The Project: Financial Aid Processing & Verification

The Goal: Speed Service and Decision-Making• Ensure immediate access to files• Improve ability to respond to inquiries on the

initial call


The Challenges• May to September seasonal spikes overwhelming

staff• Paper processes causing frequent misfiling,

provoking retrieval delays


The Solution for Financial Aid• Provides “at a glance” summary of documents

received• Monitors audit trail of documents in process• Alerts counselors when new documents arrive• Flexibly distributes files for reading• Locates misfiled and duplicate records


The Results• Eliminated back files waiting to be processed• Files now available “on demand”• Multiple staff can simultaneously access same file

from any location• Office space regained


The Solution for Financial Aid• Updates, routes and monitors incoming verification

documents• Updates SIS with arrival of incoming documents• Enables financial aid application to update SIS

immediately• Gives students instant online access to which

verification documents have been received• Stores outgoing and incoming correspondence

directly into student file• And does more …


The Solution for Financial Aid• Facilitates processing of:

– scholarships, including interaction with Foundation– student loans– student employment– athletics

• Enables real-time provisional awarding for both students and applicants

• Automates routing of incoming appeals based on type

Appendix #8: Graduate Admissions

What document processing and file review challenges are Graduate Admissions departments facing?

Appendix #8: Graduate Admissions Challenges

• Manual transfer of paper files to departments• Tracking files that have been transferred to

departments• Lost / misplaced files• Monitoring review progress and status• Slow review process due to multiple reviewers required

for decisioning a file

Appendix #8: What Can Graduate AdmissionsAchieve with OnBase?

Enhanced file tracking, completion, review• Match application documents from all sources• Automate the routing of files once complete• Allow each application to be reviewed and tracked

independently• Provide Web-based online review system for

admissions and faculty• Accommodate program-specific criteria• Ensure program-specific review security