Orlando, FLApril 7 – 10, 2013

Document Lifecycle Strategies

Delivering savings & efficiencies across your campus

What are we going to talk about?

• Challenges facing higher education

• What is a Document Lifecycle Strategy

• The challenges that we face today

• “Did you Know” video

• The University of Missouri journey

– What's included

– The results

• How do you get started

• Lessons Learned

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Document Lifecycle Strategy

Institutional Challenges

Increase alumni pool and alumni participation rates“Increase donations while keeping tuition low” – Alumni Affairs

Improving 1st year student retention rates“Can get them in, but can’t keep them” – Admissions

Maintain connections with students, alumni and donors“Leverage new media and technology” – Alumni Affairs and Admissions

Moving activities on-line (BP) – streamlining workflows“Doing more with less” – Alumni Affairs and Admissions

Attract best students through utilization of state of art technology and reputation“Our state of the art is not very state of art” – Procurement

Leverage institutional purchasing power“Driving participation without mandates” – Procurement

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Document Lifecycle Strategy

• Documents, electronic & hard copy are merely forms of communication

• Do you know how many documents are produced each day on your campus?

• Does your institution leverage documents to drive efficiencies and workflow improvements?

• What can you do to reduce the steps around document processes?

• What is the true costs associated with documents?

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“Did you Know” video

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Rome Wasn’t Built in a Day

• Building the business case

• Getting executive sponsorship

• Getting executive participation in the selection

• The Missouri Process for selecting a partner

• The contract is just the beginning

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Institutional Leadership, why are they interested?

• Senior Administration wants partners and not vendors

• Support is required to implement change

• A single voice will ensure consistency with messaging

• Getting the right people to the table.

• Leadership buy-in is critical.

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Document Lifecycle Strategy

Results

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Operational Excellence Initiative

• What is it

• Executive Group

• Identify and organize around shared service opportunities

• Find opportunities to improve efficiency and effectiveness

• The University Strategic Relationship is incorporated into this system-wide Initiative

• DLCSC – Document Life Cycle Steering Committee

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The University of Missouri partnership

• UM formed a 10 year partnership with Xerox Global Services

• Services could include:

• Financial aid• Admissions• Benefits

• Focus is to bring ideas to drive down cost and increase efficiencies across the entire enterprise within the University system

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• Retention• Managed Print• Centralized Print• Business Process Workflows

How can you get started?

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Phase 4: Transform

Streamline and automate processes through content management technology. Create high impact documents to grow revenue.

• Personalized communications• Document supply chain management• Mobility and social media integration

Phase 3: Leverage and Integrate

Print and scan technology becomes enabler for process improvement.

• Workflow improvements• Process improvements • Enhanced technology utilization

Phase 2: Optimize

Sustain optimization savings through on-going management and continuous improvement.

• Sustainability improvements • Enterprise print optimization• Print related procurement

process improvement

Phase 1: Manage

Cost reduction through better print technology deployment

• Department and workgroup office output devices

• Technology deployment• Regional campuses (if desired)

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Lessons Learned

• Build Executive Support• Be prepared for significant Change Management challenges• Anticipate high risk areas and build risk mitigation plan• If it was easy, everyone would be doing it!

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Q & A and Open Discussion

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