Creatively Leveraging Your Document Management Solution's Advanced Features (178969103)

7/27/2019 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



Enterprise ECMDeploymentsSince 2008, Loyola University Chicago has deployed

65 iterations of ECM technology.

Departments Live 34



Demand Growing Across Campus

1000+ Users



Transcript Tracking w/ Workflow

Workflow has reduced the amount of timerequired to exchange images (documents)

between departments at different campuses.



Savings in Enrollmentman-hours a year in scanningand indexing.2500+



Workflow

Enhancement

Action:Productivity reporting

no longer a manual

process.

Impact:Elimination of manual

“tick” reporting.



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%



Workflow

Tip:

Implement basic workflow to

start and add advancedfeatures based on readiness.



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



University Business

Spring 2013 Modelsof Efficiency

Award Recipient -

Accounts Payable.



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



Documents

3.5 MDocs in

System

1250Document

Types



2 Number of failed

attempts before…

Success!Don’t give up!



Innovative Use

Using ECM and Workflow to extend the lifeof existing, pricey to replace systems —

like our ERP.



ChallengeStudent processing between departments

and campuses.

Workflow and secure,

electronic access to

information.

Solution



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



33,000 Number of students applying for financial aid each year.



Financial Aid outsourcing verification and

appeals to 3rd party company of seasoned, work-from-home staff saving time and money.

Result: Enrollment Boosted



Financial Aid Verification Time slashed to a

mere 2 days.

Inefficiencies in the past caused delays of up to 6 weeks.



Serving our

Veterans Efficiently

Veterans require more paperwork. Funneling

forms through DocFinity keeps information at

our fingertips and locates forms in the

approval process.



University Business

Summer 2010 Modelsof Efficiency

Award Recipient -

Financial Aid.



Point-of-Entry

Scanning

2.1 MDocs in

System

410

Document

Types[ ][ ]Number of desktop scanners across

4 campuses, 20 departments.133



Developed

“Quick-Scan”w/ our ECM vendor.

Students can submit any

enrollment document at any

location and it becomes

instantly available to staff.


http://slidepdf.com/reader/full/creatively-leveraging-your-document-management-solutions-advanced-features 24/27Get it Done!

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



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!



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



Get it Done!

Tips to

Our Solution

of Choice…

Imaging, Document Management, BPM/Workflow, and Records Management

Creatively Leveraging Your Document Management Solution's Advanced Features (178969103)

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