Imaging as a Complete Solution!
Can Indiana University Deploy One Imaging System
Across All Student Systems?
Dan McDevitt
Linda Hadley
7/15/2013
Imaging as a Complete Solution!
• Overview of Indiana University’s Student Services
Initiative (SSI)
• Document Management/Imaging History at IU
• IU Future Plans related to Student Service Initiative
(SSI)
• Questions
2
IU South Bend
An Introduction to Indiana University
IU Northwest
Indiana UniversityPurdue University Fort Wayne
• Founded in 1820
• Eight campuses
• 110,000 current students
IU Kokomo
IU East
Indiana University-Purdue
University Indianapolis
• 19,000 full- and part-time faculty and staff
• $3.1 billion (USD) budget
• Running PeopleSoft/Oracle student systems
IU Bloomington
IU Southeast
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Indiana University
Student Services Initiative
Overview of Indiana University’s Student Services Initiative (SSI)
• Objectives
• Process/methodology
• Results/recommendations, including IT dependencies, i.e., Imaging
4
Student Services Initiative
• Benchmarking Project
• Conducted in partnership with Accenture
• Institution-wide benchmarking project to access administrative activities, including student
services
• Comparison data among student service units in similarly structured universities were
unavailable
• Identified areas for potential cost savings based on IU experts and Accenture’s experience in
comparable functions migrating to a shared services, i.e., potential savings by
eliminating/changing existing duplications of services
• Shared Services: Student Services Initiative
• Initiated in April, 2011 as a result of the benchmarking project
• Focused assessment of specific student service business processes and related FTE
• Identified specific areas for migration to a shared service model
• Project Overview
• Phase 1: High-level design
• Phase 2: University Feedback
• Phase 3: Detailed design and Implementation Planning
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IU STUDENT SERVICES INITIATIVE PROCESS
IU South Bend
• Subject area experts representing all campuses completed a
detailed review of 190+ business processes
IU Northwest
Indiana UniversityPurdue University Fort Wayne
• Collection and calculation of current and future FTE associated
with each BPR based on the following:
IU Kokomo
IU East
Indiana University-Purdue
University Indianapolis
IU Bloomington
IU Southeast
• Goal was to achieve standardization BPRs, identify
improvements through technology and redefine processes that
could be moved to shared service model
• As Is – current staffing levels under existing operations
• To Be (without IT) – processes that can move to shared
service without a IT dependency
• To Be (with IT) – Processes that have an IT requirement
necessary to achieve the share service and/or local
efficiencies
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Objectives of Shared Services
Shared Services combines the best of a distributed, local model and a central model.
Centralized
• Centralized control
• Focus on efficiency
• Cost driven
Shared Services
• Shared control
• Balances responsiveness &
efficiency
• SLA driven
Shared Services achieves its objectives of
efficiency and responsiveness by:
• Eliminating redundancy through process and
technology standardization
• Consolidating and redesigning non-core
support functions into service centers
• Redesigning organization and responsibilities
in the local units
• Driving shared responsibility for results using
two-way Service Level Agreements
Distributed/Local
• Distributed control
• Focus on responsiveness
• Location driven
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FUTURE STATE OPERATING MODEL
Shared Services will provide cross-campus leadership for legislation, regulation, and
compliance, as well as back office processing. Local modules will focus on activities requiring
strategic decisions, or local knowledge or interaction.
Local Modules
• Manages module locally
• Acts as center of excellence for highly
skilled resources
• Performs transactional activities which
require local knowledge or significant
interaction with students, deans, faculty,
or campus leadership
Shared Services
•
•
•
Provides leadership and advice for
legislation, regulation, and compliance
Provides leadership and expertise in
Student Services business processes
Performs cross campus back office
transactional processing
Student Customer Service
(One-Stop Shop)
• Campus based
• Performs strategic decision making and
integrated student centric campus-specific
services
• Combines Financial Aid, Registrar, and
possibly Bursar activities
• Very high touch
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SPECIFIC EXAMPLES OF SSI BUSINESS PROCESS
RECOMMENDATIONS
•
•
•
•
Student Records
o Migrate to shared service
• Transcript processing
• Enrollment and Degree Certification (Clearinghouse)
Financial Aid
o Migrate to shared services:
• Satisfactory Academic Progress evaluation
• Mass Packaging
• Stafford, PLUS and private loan processing
Student Financials
o Migrate to shared services:
• Calculation of tuition and fees
• Student billing
Admissions
o Consolidate back office application processing for all campuses through the leveraging of
electronic document management
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SSI TECHNOLOGY DEPENDENCIES REQUIRED TO ACHIEVE
RECOMMENDATIONS
Success of SSI will be highly dependent upon the implementation of
specific technology initiatives. These technology dependencies were
identified during the detailed business process reviews for each
module area
•
Over 80 IT projects ranging from small enhancements to major initiatives were
identified during the BPR reviews as dependencies for SSI success
•
Projects have been estimated and prioritized to align with SSI implementation
plans
•
Document Management/Imaging has been identified one of the
predominant initiatives
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Indiana University
Historical Approach to Document
Management/Imaging
Document Management/Imaging History at IU
• Some significant successes
• Siloes of deployments
• Lack of integration
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INDIANA UNIVERSITY
HISTORICAL APPROACH TO DOCUMENT MANAGEMENT/IMAGING
•
Indiana University has deployed a series of document management/imaging solutions surrounding
student services business processes using OnBase.
•
OnBase
o
Document management system provided by Hyland Software
o
Store documents securely and electronically in a central location
o
User-friendly interface that allows easy retrieval of documents
o
Documents can be viewed, printed, emailed, and have notes added to them
o
Robust Workflow to facilitate electronic routing based on specific attribute triggers, i.e., electronic
flow of documents through lifecycles and queues
o
Ability to create and utilize e-forms for the workflow process
o
Integration with existing systems to enable data exchange, i.e., Financial, Human Resources,
Student Systems
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INDIANA UNIVERSITY
HISTORICAL APPROACH TO DOCUMENT MANAGEMENT/IMAGING
•
1999
o
o
o
•
2002
o
o
o
•
•
IUPUI Undergraduate Admissions and International Affairs wanted to go paperless
Decided to use OnBase as their document management system
Matrix Imaging (now part of Hyland Software the developers of OnBase) consulted with both Admissions
departments and helped implement a Workflow process for their documents
2002-2003
o
o
•
Physical Plant began using OnBase as document management system through a departmental license and
infrastructure
Storage and retrieval of documents
Approached by other departments to use OnBase via their departmental based deployment, resulting in a
“fair share” cost sharing model.
Accounts Payable decided to use OnBase to store AP documents
Using Docpop functionality to pop up documents stored in OnBase through Financial System
2010
o 40 departments currently use OnBase
o Used by departments at all regional campuses
o 5 departments use the Workflow module for document processing
o 3 departments use the Docpop functionality
2012
o Bloomington Undergraduate Admissions implemented a robust imaging/document management
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INDIANA UNIVERSITY
HISTORICAL APPROACH TO DOCUMENT MANAGEMENT/IMAGING
Department
Department
Usage
Usage
IUB – Admissions
Storage / Retrieval
IUPUI – Administration (Budget & FO)
Storage / Retrieval
IUB – Engineering
Storage / Retrieval
IUPUI – Financial Aid
Storage / Retrieval / Workflow
IUB – EPIC Tax
Storage / Retrieval
IUPUI – HR
Storage / Retrieval
IUB – Facilities
Storage / Retrieval
IUPUI – Office of International Affairs
Storage / Retrieval / Workflow
IUB – FMS - A/P
Storage / Retrieval
IUPUI – Office of Student Scholarships
Storage / Retrieval
IUB – Physical Plant
Storage / Retrieval
IUPUI – Payroll
Storage / Retrieval
IUB – Real Estate
Storage / Retrieval
IUPUI – Registrar's Office
Storage / Retrieval
IUB – Risk Management
Storage / Retrieval
IUPUI – Undergraduate Admissions
Storage / Retrieval / Workflow
IUB – Travel Management Services
Storage / Retrieval
IUPUI – University College
Storage / Retrieval / Workflow
IUB – Office of the Treasurer
Storage / Retrieval
IUPUI – Univ. College Dean's Office
Storage / Retrieval
IUB – University Counsel
Storage / Retrieval
IUPUI – University Counsel
Storage / Retrieval
IUE – Accounting
Storage / Retrieval
IUSB – Accounting
Storage / Retrieval
IUK – Accounting
Storage / Retrieval
IUSE – Accounting
Storage / Retrieval
IUNW – Accounting
Storage / Retrieval
IUSE – Financial Aid
Storage / Retrieval
IUNW – Admissions
Storage / Retrieval
IUSM – Academic Affairs
Storage / Retrieval
IUNW – Financial Aid
Storage / Retrieval
IUSM – Graduate Affairs
Storage / Retrieval / Workflow
IUNW – Purchasing (for Travel)
Scan Travel Documents
IUSM – Medical Student Affairs
Storage / Retrieval
IUPUC – Financial Aid (with IUPUI FA) Storage / Retrieval
UA – Student Enrollment Services
Storage / Retrieval
IUPUI – Accounting
Storage / Retrieval
UA – OVPIT
Storage / Retrieval
IUPUI – ADFI Administrative Services Storage / Retrieval
UA – UHRS
Storage / Retrieval
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CONCERNS WITH HISTORICAL APPROACH
• While there have been successes, there are concerns with the
sustainability of the historical model
o Lack of enterprise approach, resulting in fragmented
implementations across campuses
• All records for individual student are not linked
o Unsustainable support model, demands for imaging solutions in
support of critical business functions continues to grow
o Inefficient and duplicated processes to support import/export of
data from other systems
o Lack of standard naming conventions, keywords, document types
shared, etc.
• Example: University ID vs. Employee ID
o Fragmented Security Model
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Transitioning to an Enterprise
Approach to Document
Management/Imaging
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SSI TECHNOLOGY DEPENDENCIES REQUIRED TO ACHIEVE
RECOMMENDATIONS
Document management/imaging identified as a critical dependency required achieve costefficient, quick and reliable access to electronic documents across all student service
modules
•
Objectives
o Leverage best practices to deploy a standard electronic document management process across all
student service module/business processes, i.e., share common standards, classification schemes,
and naming conventions among all modules, campuses
o
Leverage existing university enterprise systems, i.e., real time interfaces between OnBase and SIS
o
Transition the use of OnBase and related support structures from the current fairly independent
model to a more robust enterprise approach
o
Identify and deploy required resources along with clear roles and responsibilities to achieve the
objectives
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EXECUTING ON THE MIGRATION TO AN ENTERPRISE APPROACH
FOR DOCUMENT MANAGEMENT/IMAGING
•
•
High-Level Approach:
o Design and implement improved enterprise wide imaging environment (OnBase)
o
Transition existing “independent” OnBase deployments to enterprise environment with common
standards, etc.
o
Begin by establishing new foundation to support SSI Admissions Business Process with future
expansion to Student Records, Financial Aid, Student Financials.
High-Level Actions Initiated:
o Migrated from the local/departmental based software license and enterprise wide license
o
Migrated support personnel and infrastructure to central IT organization
o
Established initial consulting engagement with Hyland software to assist with;
• Deployment of an upgraded enterprise wide OnBase environment
• Requirements and transition to best practices for student services starting with Admissions
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SPECIFIC STUDENT SERVICE RELATED OBJECTIVES
•
Establish University wide standards necessary to support a high level of document sharing across
campuses and modules , i.e.,
o
•
Transcripts
• Student transcripts submitted to support admissions application to one campus can be
leveraged across campuses
• Financial Aid, Student Records, Admissions can share the one transcript document
Significantly leverage OnBase integration capabilities with existing enterprise systems, i.e., real
time interfaces between OnBase and SIS (PeopleSoft)
•
Real time access to SIS to support indexing of documents based on assignment of
common attribute, i.e., Student ID
•
Auto update SIS data from OnBase as a result of workflow and/or process completion,
i.e.,
• Update checklists based on receipt of documents in OnBase
•
Update SIS admission decisions gh OnBase workflow
•
Leverage Advance Capture- OCR (Optical Character Recognition) to scan transcript
documents and update student’s education data in SIS
•
Leverage OnBase functionality which enables ability to access/view imaged documents
from within SIS
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EMERGING ADMISSIONS BUSINESS PROCESS RELATED TO SSI
AND DOCUMENT MANAGEMENT
Paper Document Intake and Scanning
NW
SB
KO
IUPUI
BL
SE
EA
Electronic Workflow
Shared Service Center
Completed application and related
documents route to specific campus
for review and decision
Document Processing
• Electronic application and document intake
• Indexing (assignment of metadata)
• Data entry into SIS
• OCR oversight, i.e., transcript templates, etc.
• Matching loose credentials
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EXAMPLES: DOCUMENT MANAGEMENT/IMAGING ACROSS
STUDENT SERVICES
•
Student Records
o Historical Documents, i.e., Grade Rosters, Grade Changes, Drop/Add, Transcript Requests
o Bio Demo update documentation
o Residency processes
o FERPA Restrictions Requests
o Veteran Documentation
•
Financial Aid
o SAP Appeal Process
o Parent Tax related documents
•
Student Financials
o Sponsor related documents, i.e.,, authorizations, Invoices, Payment records
o Collection documents
o Lender information
o Promissory notes
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IMPLEMENTATION ACTION ITEMS
Process:
• Reconciliation and consolidation of existing environment(s), i.e., desperate document types
across all modules
• Define standard process flows for specific documents, i.e., workflow life cycles across all
campuses
• Define security model and related specifics to individual documents
• Define and implement specific points of SIS integration
Timelines:
• Begin to rollout Admissions process on an incremental basis - Winter, 2013,
• Complete Admissions process rollout to all campuses - Summer, 2014
Challenges:
• Resources
• Achieving buy-in from existing departmental users to transition to enterprise environment
• Deferring expansion of imaging until deployment of new robust environment
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QUESTIONS?
Dan McDevitt
University Student Services and Systems
dmcdevit@indiana.edu
Linda Hadley
IUPUI Office of the Registrar
lhadleyk@iupui.edu
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