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Enterprise Content Management Solutions for
Higher Education

• Richard Levins
• Solutions Architect

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Agenda Resolving Paper Processing Challenges

• Paper-Driven Forms
• Access to Vital Information
• Policy and Procedure Administration
• Financial Aid and Scholarship Awards
• Special Admissions
• Other Applications

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Paper-Driven Forms

• Good News
• Form-driven processes are in place for virtually
  every activity
• Major and Minor Declarations
• Curriculum Substitutions
• Course/Term Withdrawals
• Leave Requests
• Add/Change/Drop Major Request
• Student Course Permits
• Bad News
• Processes are reliant on paper forms and manual
  processes

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Paper-Driven Form Challenges

• Papers forms can not validate the accuracy of
  data
• Handwriting can be difficult to read
• Key form fields are often left blank (i.e.
  signature fields)
• Incorrect information is submitted (i.e.
  backdated)
• Forms submittals and approvals are time-sensitive
  
• Submitted forms can be lost
• Approvals can be delayed when forms wait in
  mailboxes

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Paper-Driven Form Challenges (contd)

• Receipt or approval dates are not tracked
• Forms must be manually distributed to multiple
  approvers and departments
• Information must be manually entered into other
  systems
• Forms must be manually filed into student record
  folders
• Replacing paper forms with custom developed Web
  Forms can be a time-consuming and costly process

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Business Process Management and eForm Solutions

• eForms contain validation rules that assist
  students in submitting complete and accurate
  information
• eForms automatically populate fields, ensuring
  accuracy and reducing the time it takes to
  complete forms
• Machine text replaces illegible handwriting
• Built-in eSignatures authenticate user
  permissions
• Form fields can be display-only (e.g., submit
  date, approval date)
• Forms can be linked to a business process
  workflow that alerts users to deadlines and
  escalates tasks that are not completed on time

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Business Process Management and eForm Solutions
(contd)

• Once eForms are submitted, they are stored in a
  permanent Content Repository, eliminating manual
  storage requirements
• Automated alerts and escalations can be applied
  to remind approvers of tasks, escalate tasks to
  alternative approvers, and notify staff
• Business Process Management tools track processes
  and timelines.
• Automated routing is instantaneous, and tasks can
  be split to allow simultaneous processing
• eForm data can be automatically transferred to
  external databases and ERP systems (including
  PeopleSoft)
• eForms and Business Process workflows are
  configured with user-friendly graphical designer
  tools that greatly reduce costly and
  time-consuming custom development

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Solution Overview
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Notification and Escalation Process
Overview
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Access to Vital Information Challenges

• Paper student records are stored in physical
  folders, which require large storage areas
• While multiple departments may require access to
  a folder, only one person can access it at a time
• Department staff may remove individual paper
  documents or an entire folder from storage, where
  documents and folders can be lost
• Ensuring the security of sensitive documents can
  be challenging when users have access to entire
  folders instead of specific documents within a
  folder
• Once a student is no longer enrolled, their
  records are archived, where information is
  difficult to later retrieve

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Access to Vital Information Solutions

• Paper documents can be scanned and electronically
  entered into the Content Repository, where entire
  rooms of paper files are replaced by a single
  compact storage device
• Multiple authorized users can access content
  simultaneously
• Users cannot remove content. Version control
  provides for check in/out in a controlled manner
• Content security rules can applied to individual
  documents, allowing users to view only the
  documents they are authorized to access
• Records Management can automatically control the
  document archival process based upon a defined
  Records Management Policy

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Policy and Procedure Administration Challenges

• Faculty and Administrators create polices and
  procedures on multiple types of non-structured
  media (e.g., word documents, emails, paper, etc.)
• Records Departments find that classifying and
  storing various types of non-structured media can
  be challenging
• Reviewing multiple types of non-structured media
  for purpose of creating new formal policy and
  procedure documents can be time-consuming
• Since automated mechanisms for accessing content
  are not widely available, data is difficult to
  compile
• Without version control capabilities, Records
  Departments are not assured that they are
  reviewing and enforcing the latest policies and
  procedures

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Policy and Procedure Administration Solutions

• Advanced capture technologies can search for key
  words to automated the classification process
• Advanced capture technologies can perform full
  text capture processing
• Advanced content storage technologies can perform
  full text search and retrieval (e.g., retrieve
  all content with the phrase transfer students
  and document type polices)
• Version control is built into content storage,
  providing check out / check in capabilities and
  versioning options for authorize uses
• Multiple versions of polices and procedures can
  be stored, including associated meta data (e.g.,
  author, creation, check-in dates / times)

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Financial Aid and Scholarship Awards Challenges

• Scholarship forms must be submitted by a deadline
  and processed within a short time period
• Additional content, such as essays and letters of
  recommendation, can be difficult to attach to
  required forms
• Since paper forms cannot validate student
  information, students may submit incomplete or
  inaccurate information and miss deadlines
• Data on paper forms must be manually entered into
  scoring applications
• Scholarship packets containing applications,
  essays, letters of recommendations, and scoring
  sheets must be manually assembled and distributed
  to Financial Aid Scorers
• After Financial Aid Scorers complete their
  process, individual college-based evaluation
  committees must determine award amounts and track
  allocation

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Financial Aid and Scholarship Awards Solutions

• eForms validate the accuracy of student input and
  ensure that forms are received by their deadlines
• Content management tools allow students to attach
  electronic and paper documents (i.e., essays
  letters of recommendation) to forms
• Business Process Management tools are used to
• Pull all related content into one packaged work
  item
• Perform automatic scoring calculations
• Route work to Scorers and Evaluation Committees
• Track student awards and allocation amounts
• Provide Scorers and Evaluators more time to
  perform tasks

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Scholarship Award Process Overview
Cal State
Add / Update
Route To Scorers
Scholarship Evaluation Committee
Scorer 1
Scorer 2
Scorer 3
Scorer 4
Scorer 5
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Special Admissions Challenges

• While standard admissions processes are often
  automated, special admissions processes for
  graduate students, athletes and international
  students often require manual processes
• Admission applications and supporting documents
  must be manually routed to multiple approvers
• Applications can be lost or remain in approvers
  inboxes for extended time periods
• Tracking the receipt and approval of admissions
  documents can be difficult
• Admissions documents must be manually filed into
  records folders

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Special Admissions Solutions

• Business Process Management tools automatically
  route forms to the appropriate approvers, track
  processing developments and distribute reminder /
  overdue notifications
• Work can be sent to multiple approvers
  simultaneously
• Automated escalation processes are applied when
  assignments are not completed in a timely manner
• Once participants complete their assignments,
  work is routed to the next participant,
  eliminating the lag time and loss of information
  inherent in the movement of paper documents
• Content Management tools capture and store
  admissions documents

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Other Applications

• Accounts Payable
• Web-enabled AP processes are rapidly deployed so
  more invoices can be processed faster
• Automated processes match purchase orders with
  invoices, eliminating labor-intensive manual work
• Advanced recognition technology dramatically
  reduces the keystrokes required to enter data
• Integrated PeopleSoft voucher processing allows
  seamless access to invoices and supporting
  documentation from within PeopleSoft user
  interfaces
• Business rules automatically validate data
• Transcript Data Capture
• Advance capture solutions allow transcript data
  to be captured more efficiently for input into
  student information systems

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Other Applications (contd)

• Human Resources
• Timesheets - ECM tools facilitate manual
  processes for timesheet data entry, approval
  routing and exception handing processes
• Leave Requests ECM tools automate data entry
  for leave requests and facilitate approval
  routing and exception handling processes
• Employee Infrastructure ECM tools can be
  applied to facilitate the resource on-boarding
  process for allocation of office space, parking,
  computer access, security and other requirements
• Employee Expenses ECM and capture tools
  facilitate employee expense data entry, automate
  receipt capture and the approval processes