Creatively Leveraging Your Document Management Solution's Advanced Features (178969103)
Transcript of Creatively Leveraging Your Document Management Solution's Advanced Features (178969103)
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Jim Sibenaller,Director Enterprise Architecture & PMO
Chuck Zettler,Director Project Management
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Enterprise ECMDeploymentsSince 2008, Loyola University Chicago has deployed
65 iterations of ECM technology.
Departments Live 34
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Demand Growing Across Campus
1000+ Users
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Transcript Tracking w/ Workflow
Workflow has reduced the amount of timerequired to exchange images (documents)
between departments at different campuses.
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Savings in Enrollmentman-hours a year in scanningand indexing.2500+
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Workflow
Enhancement
Action:Productivity reporting
no longer a manual
process.
Impact:Elimination of manual
“tick” reporting.
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Integrating ECM
with your SIS & LOB apps.
Single click document accessmakes info available in seconds
rather than minutes.
process improvement – reducesadmin time and improves the
student experience (or 3.7 FTE
saved annually).
74%
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Workflow
Tip:
Implement basic workflow to
start and add advancedfeatures based on readiness.
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Know Your Soft Metrics:
• Less printing, less paper, less ink/toner
• Reduction in storage/more available space • System is easier to use
• Improved document quality
• More secure
• Faster document retrieval times
• Reduced routing of paper • Common language
• Documents available sooner in the process
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University Business
Spring 2013 Modelsof Efficiency
Award Recipient -
Accounts Payable.
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Fast Facts:
• 15,597 students
• 3000 faculty and staff • 14-to-1 student/faculty ratio
• 71 undergrad majors and 71 minors
• 80 majors & 80 minors
• Multi-Campus Environment
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Documents
3.5 MDocs in
System
1250Document
Types
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2 Number of failed
attempts before…
Success!Don’t give up!
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Innovative Use
Using ECM and Workflow to extend the lifeof existing, pricey to replace systems —
like our ERP.
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ChallengeStudent processing between departments
and campuses.
Workflow and secure,
electronic access to
information.
Solution
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Fast Facts:
• 47,922 students
• 33% full-time; 67% Part-time• 4 locations
• 17,117 students receive financial aid
• 52 programs of study
• 2,400 full-time and part-time staff and faculty
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33,000 Number of students applying for financial aid each year.
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Financial Aid outsourcing verification and
appeals to 3rd party company of seasoned, work-from-home staff saving time and money.
Result: Enrollment Boosted
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Financial Aid Verification Time slashed to a
mere 2 days.
Inefficiencies in the past caused delays of up to 6 weeks.
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Serving our
Veterans Efficiently
Veterans require more paperwork. Funneling
forms through DocFinity keeps information at
our fingertips and locates forms in the
approval process.
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University Business
Summer 2010 Modelsof Efficiency
Award Recipient -
Financial Aid.
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Point-of-Entry
Scanning
2.1 MDocs in
System
410
Document
Types[ ][ ]Number of desktop scanners across
4 campuses, 20 departments.133
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Developed
“Quick-Scan”w/ our ECM vendor.
Students can submit any
enrollment document at any
location and it becomes
instantly available to staff.
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Tips to
Know Your NeedsConduct face-to-face interviews with 10 Core Departments
to determine institutional needs.
Be Diligent with your Product Selection
• Engage in best practice research
• Clearly identify your client needs and wants
• Talk to your peers to see how they do it
• Use an RFI/RFP process to narrow your search
• Interview existing customers to get their feedback
• Pilot software
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Get it Done!
Tips to
Implement
based on readiness.
•Deliver what people can consume.
• Match your implementation process to your client’s
process/culture.
• Engage Your stakeholders & communicate relentlessly
• Be prepared for quick client adoption and wide spread demand
•Continually monitor system growth and support resources
(don’t let demand exceed resources)
Keep Evaluating!
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Get it Done!
Tips to
Make sure your
ECM system includes:- Ongoing support & upkeep
- Security administration
- Enhancements
- Production updates
ROI & Metrics:
1.
Measure simple, measure often
2. Metrics can be hard or soft
3. Take measurements before implementing so that you can
note progress
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Get it Done!
Tips to
Our Solution
of Choice…
Imaging, Document Management, BPM/Workflow, and Records Management