IT Paper Reduction Support

IntroductionInformation Technology has taken many steps to support University departments in the reduction of paper. This has included the implementation of document imaging, content management, and document sharing solutions. The following roadmap has been developed to reflect overall initiatives that further support business-process automation.

July

Sept

Dec

Mar

2009

SharePoint Phase II

2010 2011 2012

July

Sept

Dec

Mar

July

Sept

Dec

Mar

University Wide Availability

New Features Available

July

Sept

Dec

Mar

July

Sept

Dec

Mar

Complex Workflow Development Available

On Going

On Going

2013 2014

Email ArchiveResearch and Find Solution to Implement Target Date

Sprint 2011

KnowledgeLakeTest Project Implementation

Testing and Developing Documentation

Pervasive WirelessImplementation and Building of Structure Target Date

2013

PAR/JDC Online Forms Target Date Dec 2010

Enhanced Financial Management Initiatives

New Paycheck Print Capability Target Date Oct 2010

SA/HR Upgrade

Alumni Development

OnBase Projects

Electronic Invoicing On Going

Financials/eSettlement

Financial Aid

IT Roadmap

KnowledgeLakeKey Areas for Implementation

Integrated with SharePoint to increase capabilitiesProviding capture and indexing of paperSupporting electronic document mass loading

Customer SupportUndergraduate AdmissionsTranscript Support - no longer printing electronic

transcripts

Graduate SchoolChange request form for classes – scanning into

SharePoint

Financials/eSettlementKey Areas for Implementation

Communication with VendorsVendor Setup

BenefitsEliminates Printing Invoices – 1752 to dateReduces Mailing cost

SA/HR UpgradeKey Areas for Implementation

New Functionality for printing Paychecks

BenefitsUniversity wide

Paycheck Print – no longer prints on 2 pagesPaychecks can easily be saved to a file

SharePoint - Phase IIKey Areas for Implementation

Addressing New RequestsAddressing New Features

Customer SupportDepartment RequestsAudit Services Brandeis School of Law Brown Cancer Center Business Affairs

Center for Predictive Medicine

Commission on Diversity and Racial Equality

Communication & Marketing

Contract Admin & Procurement

Corbitt MS Study COSW Administrative Information

Delphi Center Executive Vice President Research

Grants (PCF) Health Affairs Human Resources IACUC Committee Information Technology Kent School Kentucky Autism Training

Center Staff Louisville Putting Prevention to Work

McConnell Center National Children's Study Office of Academic Planning and Accountability

Office of Clinical Research Services & Support (OCRSS)

OHSP Task Force Registrars Office Research Integrity Office of Industry contracts Office of the Provost School of Arts and Sciences School of Dentistry School of Interdisciplinary

and Graduate Studies School of Medicine School of Music School of Nursing School of Public Health &

Information Sciences Small Grants Program Smile Kentucky! Student Affairs Student Financial Aid Office Undergraduate Admissions Undergraduate Advising

Practice University Advancement VP Finance

Recommended 1st Features RolloutBased on customer feedback and departmental needs we have developed the

following list

WikiBlogsCustom WorkflowCustom FormsMass Loading of DocumentsBusiness Intelligence

OnBase ProjectsKey Areas for Implementation

Alumni Development Financial Aid

BenefitsAlumni Development

All Gifts, Pledges, and Allotments scannedWorkflow routes to 19 staff membersBatches could be from 1 page to 200 pagesEliminated Printing for all 19 staff members

Financial AidSaved Resources and $1000’s in printingRemoved file room – now office space

Email ArchiveKey Areas for Implementation

Centralized electronic archival processAllows GroupWise archives to be move ahead of Exchange migration

BenefitsImproves compliance with archive/retention policies and reduces paper storage of email archivesImproves ability to perform e-DiscoveryMitigates the loss of decentralized archived email Reduces disk storage requirementsImproves email system performance

Enhanced Financial Management InitiativesKey Areas for Implementation

UBM Training for PAR/JDC Online forms

BenefitsDepartments not required to print formsNo tracking of formsImprovement in Efficiency and Decrease Errors

Pervasive WirelessKey Areas for Implementation

Next generation of wireless with stronger signalsExpanded service that covers nearly every area

Expanded Customer Support3 Year Implementation Schedule

Student areas (approximately 6 months)Academic areas (approximately 15 months)Administrative areas (approximately 12 months)