Imaging as a Complete Solution! Can Indiana University Deploy One Imaging System Across All Student Systems?

1. Imaging as a Complete Solution! Can Indiana University Deploy One Imaging System Across All Student Systems?

2. 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

3. An Introduction to Indiana University IU South Bend IU Northwest • 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 Indiana University- Purdue University Fort Wayne IU Kokomo IU East Indiana University-Purdue University Indianapolis IU Bloomington IU Southeast

4. 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

5. 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

6. IU South Bend IU Student Services Initiative Process IU Northwest • 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 Indiana University- Purdue University Fort Wayne IU Kokomo IU East Indiana University-Purdue University Indianapolis IU Bloomington IU Southeast

7. Objectives of Shared Services Shared Services combines the best of a distributed, local model and a central model. • Shared Services • Shared control • Balances responsiveness & efficiency • SLA driven • Centralized • Centralized control • Focus on efficiency • Cost driven • 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 • Distributed/Local • Distributed control • Focus on responsiveness • Location driven 7

8. 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. Future State Operating Model Local Modules Shared Services • 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 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 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

9. Specific Examples of SSI Business Process Recommendations • Student Records • Migrate to shared service • Transcript processing • Enrollment and Degree Certification (Clearinghouse) • Financial Aid • Migrate to shared services: • Satisfactory Academic Progress evaluation • Mass Packaging • Stafford, PLUS and private loan processing • Student Financials • Migrate to shared services: • Calculation of tuition and fees • Student billing • Admissions • Consolidate back office application processing for all campuses through the leveraging of electronic document management

10. SSI Technology Dependencies Required to achieve Recommendations 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 • 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

11. Indiana University Historical Approach to Document Management/Imaging Document Management/Imaging History at IU • Some significant successes • Siloes of deployments • Lack of integration

12. 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. • OnBase • Document management system provided by Hyland Software • Store documents securely and electronically in a central location • User-friendly interface that allows easy retrieval of documents • Documents can be viewed, printed, emailed, and have notes added to them • Robust Workflow to facilitate electronic routing based on specific attribute triggers, i.e., electronic flow of documents through lifecycles and queues • Ability to create and utilize e-forms for the workflow process • Integration with existing systems to enable data exchange, i.e., Financial, Human Resources, Student Systems

13. 1999 Physical Plant began using OnBase as document management system through a departmental license and infrastructure Storage and retrieval of documents Approached by other departments to use OnBase via their departmental based deployment, resulting in a “fair share” cost sharing model. 2002 IUPUI Undergraduate Admissions and International Affairs wanted to go paperless Decided to use OnBase as their document management system 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 2002-2003 Accounts Payable decided to use OnBase to store AP documents Using Docpop functionality to pop up documents stored in OnBase through Financial System 2010 40 departments currently use OnBase Used by departments at all regional campuses 5 departments use the Workflow module for document processing 3 departments use the Docpop functionality 2012 Bloomington Undergraduate Admissions implemented a robust imaging/document management Indiana University Historical Approach to Document Management/Imaging

14. Indiana University Historical Approach to Document Management/Imaging

15. Concerns with Historical Approach • While there have been successes, there are concerns with the sustainability of the historical model • Lack of enterprise approach, resulting in fragmented implementations across campuses • All records for individual student are not linked • Unsustainable support model, demands for imaging solutions in support of critical business functions continues to grow • Inefficient and duplicated processes to support import/export of data from other systems • Lack of standard naming conventions, keywords, document types shared, etc. • Example: University ID vs. Employee ID • Fragmented Security Model

16. Transitioning to an Enterprise Approach to Document Management/Imaging

17. SSI Technology Dependencies Required to achieve Recommendations Document management/imaging identified as a critical dependency required achieve cost-efficient, quick and reliable access to electronic documents across all student service modules • Objectives • 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 • Leverage existing university enterprise systems, i.e., real time interfaces between OnBase and SIS • Transition the use of OnBase and related support structures from the current fairly independent model to a more robust enterprise approach • Identify and deploy required resources along with clear roles and responsibilities to achieve the objectives

18. Executing ON the Migration to an Enterprise Approach for Document Management/Imaging • High-Level Approach: • Design and implement improved enterprise wide imaging environment (OnBase) • Transition existing “independent” OnBase deployments to enterprise environment with common standards, etc. • 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: • Migrated from the local/departmental based software license and enterprise wide license • Migrated support personnel and infrastructure to central IT organization • 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

19. Specific Student Service Related Objectives • Establish University wide standards necessary to support a high level of document sharing across campuses and modules , i.e., • 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 ghOnBase 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

20. Emerging Admissions Business Process Related to SSI and Document Management Paper Document Intake and Scanning SB KO IUPUI NW BL EA SE Electronic Workflow Shared Service Center • 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

21. Examples: Document Management/Imaging Across student Services • Student Records • Historical Documents, i.e., Grade Rosters, Grade Changes, Drop/Add, Transcript Requests • Bio Demo update documentation • Residency processes • FERPA Restrictions Requests • Veteran Documentation • Financial Aid • SAP Appeal Process • Parent Tax related documents • Student Financials • Sponsor related documents, i.e.,, authorizations, Invoices, Payment records • Collection documents • Lender information • Promissory notes

22. 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

23. Questions?

24. Dan McDevitt University Student Services and Systems dmcdevit@indiana.edu Linda Hadley IUPUI Office of the Registrar lhadleyk@iupui.edu