Implementing Enterprise Content Management

Transcription

1 Capture Implementing Enterprise Content ment At Ithaca College

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4 For our purposes Document ment = Enterprise Content ment

5 Project Background Document ment identified as a campus need for quite some time Consultant hired last spring Performed campus-wide needs assessment Identified 64 areas of opportunity across campus Assisted with product evaluation and selection Nolij solution selected Developed project plan, including a budget estimate, staffing and governance plan Implementation project approved Spring 2012

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7 Capture Business Process

8 Scanning For paper documents Digital Document Capture For documents already in a digital format MS-Office documents, PDFs, etc. Data Imaging Capture Capturing report output from major systems such as Parnassus Indexing Capture Keep what s digital, digital Transform analog to digital Index to bring together all related information

9 the process Workflow Collaboration Security the documents Document check-in / check-out Access and retention polices Establish, manage and enforce standards Capture

10 Single authoritative repository Secure Provides for Collaboration Standards Enforcement / Required Indexing Document Classification Searchable / ediscovery Archive Capture

11 Reliable, trustworthy and authentic records Life-cycle ment Policy and Procedures Security & Audit Archive Technologies Capture

12 Multiple output options Web, print, mobile, other Transformation options Templates, file formats, etc. Integration with business systems Homer, Parnassus Capture

13 Workflow Document-centric Move documents around based on rules and actions Integration can be integrated with Homer, Parnassus Becomes part of the Homer and Parnassus experience Business Process Capture

14 eforms Replace paper forms with electronic Link form-fields to databases Auto-generate actions based on data entered Feed into workflow processes Business Process Changes Business Process Analysis is part of implementation effort where appropriate Business Process Capture

15 Implementation Project Establish Steering Committee and Governance Structures Deploy Nolij solution Develop a document taxonomy and classification scheme Implement for departments based upon the 64 areas of opportunities identified by the consultant Establish on-going support and development resources 5-year effort, starting late Spring 2012

16 Tentative Project Timeline Spring 2012 Summer 2012 Fall 2012 Spring 2013 Summer 2013 Spring 2017 Summer 2017 ongoing Project ramp-up, establish governance structures Review and refine the 64 areas of opportunities Develop implementation sequence 1 or 2 pilot department implementations Establish taxonomy and other policies Start working on critical opportunities as identified by the Steering Committee Continue to work through the 64 areas of opportunities Ongoing operational support and incremental new deployments

17 Examples of areas of opportunities Admissions Student Financial Services Human Resources Admissions student files in and process automation Forms automation: counselor decision sheet, etc. Scan application information at receipt, update Banner checklist, workflow apps through department Move to eforms from PDF forms with electronic signature Consolidate personnel files; digitize active personnel files Hiring and on-boarding workflow

18 Examples of areas of opportunities Provost s Office Legal Affairs Judicial Affairs New or changed curriculum workflow and policy change for APC. Student appeals and petitions repository Central legal documents repository with each department contributing their documents and having access to their documents. Injury reports, motor vehicle and other forms convert to eforms; eliminate logging; workflow follow-up Scan into all Judicial Affairs suspension and expulsion files; all Judicial files if possible

19 Once implemented, will provide a consistent way for you to Capture (scan, import) documents and interact with documents documents college documents and information Link documents with other data, such as records in Homer or Parnassus and deliver them from within those applications Refine business processes by building workflows to move documents around And more! Capture

20 Getting ready for Start thinking about this NOW How does your department store and organize documents?

21 We need a name! Parnassus Financial and HR system A mountain in central Greece where (according to Greek mythology) the Muses lived; known as the mythological home of music and poetry. Homer Student Information system An ancient Greek poet, author of the Iliad and the Odyssey.???? Enterprise Content ment system Parnassus - Homer -?????

22 Thanks! Capture

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24 Advantages of an solution, Share, Process, & Documents Catalyst for Process Improvement Increase record Security and Protection Assists with enforcing document Retention Policies Improves information Sharing and Collaboration Decrease Physical Storage Space Needs Supports Sustainable Efforts Can result in Operating Savings & Efficiencies

25 Table Exercise Thinking about your department 1. Discuss ways in which this new tool could provide for: Greater efficiencies Better service Reduced expenses Storage space savings 2. Provide some examples of what you could be doing now to get ready for 3. Report out Three examples to get you started: Admissions, Human Resources, Financial Services Capture