Dan McDevittLinda Hadley
7/15/2013
Imaging as a Complete Solution! Can Indiana University Deploy One Imaging
System Across All Student Systems?
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
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An Introduction to Indiana University
• Founded in 1820
• Eight campuses
• 110,000 current students
• 19,000 full- and part-time faculty and staff
• $3.1 billion (USD) budget
• Running PeopleSoft/Oracle student systems
IU Northwest
IU South Bend
Indiana University-Purdue University Fort
Wayne
Indiana University-Purdue University
Indianapolis
IU Bloomington
IU Kokomo
IU East
IU Southeast
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
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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 Northwest
IU South Bend
Indiana University-Purdue University Fort
Wayne
Indiana University-Purdue University
Indianapolis
IU Bloomington
IU Kokomo
IU East
IU Southeast
• Subject area experts representing all campuses completed a detailed review of 190+ business processes
• Goal was to achieve standardization BPRs, identify improvements through technology and redefine processes that could be moved to shared service model
• Collection and calculation of current and future FTE associated with each BPR based on the following:
• 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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DistributedModel
Centralized Model Shared
ServicesModel
Scal
e &
Effic
ienc
y
Service/Responsiveness
DistributedModel
DistributedModel
Centralized Model
Centralized Model Shared
ServicesModel
SharedServices
Model
Scal
e &
Effic
ienc
y
Service/Responsiveness
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
Objectives of Shared ServicesShared Services combines the best of a distributed, local model and a central model.
Centralized• Centralized control• Focus on efficiency• Cost driven
Distributed/Local• Distributed control• Focus on responsiveness• Location driven
Shared Services • Shared control• Balances responsiveness &
efficiency• SLA driven
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FUTURE STATE OPERATING MODEL
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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
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
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
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.
SPECIFIC EXAMPLES OF SSI BUSINESS PROCESS RECOMMENDATIONS
• Student Recordso 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
• 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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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
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.
• OnBaseo 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• 1999o Physical Plant began using OnBase as document management system through a
departmental license and infrastructure o Storage and retrieval of documentso Approached by other departments to use OnBase via their departmental based
deployment, resulting in a “fair share” cost sharing model.• 2002
o IUPUI Undergraduate Admissions and International Affairs wanted to go paperless o Decided to use OnBase as their document management systemo 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
• 2002-2003o Accounts Payable decided to use OnBase to store AP documentso Using Docpop functionality to pop up documents stored in OnBase through Financial
System• 2010
o 40 departments currently use OnBaseo Used by departments at all regional campuseso 5 departments use the Workflow module for document processingo 3 departments use the Docpop functionality
• 2012o Bloomington Undergraduate Admissions implemented a robust imaging/document
management
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Department Usage
IUB – Admissions Storage / Retrieval
IUB – Engineering Storage / Retrieval
IUB – EPIC Tax Storage / Retrieval
IUB – Facilities Storage / Retrieval
IUB – FMS - A/P Storage / Retrieval
IUB – Physical Plant Storage / Retrieval
IUB – Real Estate Storage / Retrieval
IUB – Risk Management Storage / Retrieval
IUB – Travel Management Services Storage / Retrieval
IUB – Office of the Treasurer Storage / Retrieval
IUB – University Counsel Storage / Retrieval
IUE – Accounting Storage / Retrieval
IUK – Accounting Storage / Retrieval
IUNW – Accounting Storage / Retrieval
IUNW – Admissions Storage / Retrieval
IUNW – Financial Aid Storage / Retrieval
IUNW – Purchasing (for Travel) Scan Travel Documents
IUPUC – Financial Aid (with IUPUI FA) Storage / Retrieval
IUPUI – Accounting Storage / Retrieval
IUPUI – ADFI Administrative Services Storage / Retrieval
Department Usage
IUPUI – Administration (Budget & FO) Storage / Retrieval
IUPUI – Financial Aid Storage / Retrieval / Workflow
IUPUI – HR Storage / Retrieval
IUPUI – Office of International Affairs Storage / Retrieval / Workflow
IUPUI – Office of Student Scholarships Storage / Retrieval
IUPUI – Payroll Storage / Retrieval
IUPUI – Registrar's Office Storage / Retrieval
IUPUI – Undergraduate Admissions Storage / Retrieval / Workflow
IUPUI – University College Storage / Retrieval / Workflow
IUPUI – Univ. College Dean's Office Storage / Retrieval
IUPUI – University Counsel Storage / Retrieval
IUSB – Accounting Storage / Retrieval
IUSE – Accounting Storage / Retrieval
IUSE – Financial Aid Storage / Retrieval
IUSM – Academic Affairs Storage / Retrieval
IUSM – Graduate Affairs Storage / Retrieval / Workflow
IUSM – Medical Student Affairs Storage / Retrieval
UA – Student Enrollment Services Storage / Retrieval
UA – OVPIT Storage / Retrieval
UA – UHRS Storage / Retrieval
INDIANA UNIVERSITY HISTORICAL APPROACH TO DOCUMENT
MANAGEMENT/IMAGING
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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
• Objectiveso 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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Document management/imaging identified as a critical dependency required achieve cost-efficient, quick and reliable access to electronic documents across all student service modules
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 18
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
NW SB KO IUPUI BL SE EA
Paper Document Intake and Scanning
Electronic Workflow
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
Completed application and related documents route to specific campus for review and decision
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Shared Service Center
EXAMPLES: DOCUMENT MANAGEMENT/IMAGING ACROSS STUDENT SERVICES
• Student Records o Historical Documents, i.e., Grade Rosters, Grade Changes, Drop/Add,
Transcript Requestso Bio Demo update documentationo Residency processeso FERPA Restrictions Requestso Veteran Documentation
• Financial Aido SAP Appeal Process o Parent Tax related documents
• Student Financialso 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 McDevittUniversity Student Services and Systems
Linda Hadley IUPUI Office of the Registrar
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