Maximizing Enrollment Efficiencies to Improve Student Experience at Union University

1. Lexmark Perceptive Content: Maximizing Union University’s Enrollment Management Efficiencies to Improve Student Experience Jim Avery, Associate VP for IT, Union University Jim Fall, President, iMAJ Data Company May 23, 2017

2. Agenda • Motivation to Invest in ECM at Union University – Jim Avery • Organizational Dynamics and Change Management – Jim Avery • ECM – project, people – Jim Fall • Student Financial Planning • Academic Center • Undergraduate Admissions • Institutional Advancement • Questions & Answers

3. Motivation to Invest in ECM at Union University • The inefficiencies of back office operations • Time, effort and resource drags on the organization • Risk of mistakes, redundancies, and lost productivity • Opportunity to eliminate paper • The need for more than an electronic file cabinet • Opportunity to improve efficiency through automating workflows • Need to securely share information across departments • More efficient support/interaction with regional Campuses • Enrollment growth is a big driver for the university • Quality customer service is a significant contributor • Less time spent on administrative functions and more time on recruitment through enrollment processes

4. Organizational Dynamics and Change Management • Keys for success • Strategic vision and department buy-in • Phased implementation • Internal project manger • Good implementation support partner - Champion • Change management • No time in the day to implement another system • Goal is to give time back to them • We have always done it this way… status quoism • Comfort with having paper – It’s 2017 • Celebrate the success – Team effort

5. Digital Transformation at Union University • Process • Solution Discovery • Perceptive Edge • Phased Implementation • Student Financial Planning • Academic Center • Undergraduate Admissions • Institutional Advancement

6. Solution DiscoveryThe Big Picture Business Processes Security & Administration Organize Process Unstructured Data Perceptive (ImageNow) Capture Store Access People Applications

7. Solution DiscoveryBusiness Processes Business Processes • Undergrad Adm – Freshman • Undergrad Adm – Transfers • Undergrad Adm - International • Grad Admissions • Transcript Processing • FinAid Awards • FinAid Verification • FinAid Loan Administration • Registration • Academic Advising • Student Services • Donation Processing • Major Gift Planning • Housing Assignment • Housing Incidents • Judicial Affairs • Student Financial Services • Student Health Services • Cash Operations • Sponsored Research/Projects • Grants Management • Faculty Research • HR Hiring • HR Onboarding • HR Benefits • HR Payroll • AP Invoice Processing • Purchasing • Contracts Management • Facilities/Asset Management • Exec – Budgeting • Exec – Communications • Exec – Policy Admin • IT - Development • Compliance • Athletics Compliance • Athletics Recruiting • Athletics Operations • Athletics Travel & Expense • Athletics Coaching • Provost Search Committee • Credentials

8. Solution DiscoveryPeople People • Undergrad Adm - Processors • Undergrad Adm - Readers • Undergrad Adm – Director • Grad Adm - Processors • Grad Adm - Readers • Grad Adm – Director • College Deans • Grad Program Chairs • Registrar • Registrar Staff • Transcript Evaluators • Academic Advisors • FinAid Processors • FinAid Counselors • FinAid Director • Advancement Officer • Advancement Director • Advancement Solicitors • Housing Staff • Housing Director • RA / Hall Director • Judicial Affairs • Facilities Staff • HR Generalist • HR Payroll • HR Director • HR Recruiters • AP Processors • AP Supervisor • AP Dept Approvers • Purchasing • IT Admins • IT Project Leads • IT Developers • IT Director • Bursar • Research Faculty • Grants Administrators • Provost Office • Executive Office • Compliance Officers • Athletics Operations Staff • Athletics Coaching Staff • Athletics Compliance Staff • Athletics Director

9. Solution DiscoveryBusiness Applications Applications • Peoplesoft Student • Peoplesoft FinAid • Peoplesoft Contributor Relations • Colleague Student • Colleague FinAid • Colleague Advancement • Colleague HR • Colleague Finance • Banner Student • Banner FinAid • Banner Advancement • Banner HR • Banner Finance • PowerCAMPUS • PowerFAIDS • CampusVue • CampusVantage • CampusCornerstone • SAP Campus Management • Recruitment Plus • Jenzabar • Three Rivers CAMS • Datatel Portal • Luminis Portal • CampusPortal • Sharepoint Portal • Peoplesoft HR • Peoplesoft Financials • Oracle HR • Oracle Financials • Microsoft Dynamics • SAP HR • SAP AP • Lawson Financials • Homegrown • DARS • ProSAM • Raiser’s Edge • Residential Mgmt Systems • Adirondack • StarRez • SchoolDude • ConnectEdu • Docufide • Embark • Xap • UT SPEEDE • JumpTV • Recruiting Radar

10. Solution DiscoveryThe Big Picture Business Processes Security & Administration Organize Process Unstructured Data Perceptive (ImageNow) Capture Store Access People Applications

11. Institutional Advancement – Discovery Session

12. Perceptive Edge Project MethodologyThe Perceptive Edge is the professional services iterative approach to delivering the best solution for each customer • Plan • Align Lexmark and customer project expectations • Finalize and approve project charter and project timeline • Design • Discovery and document detailed solution requirements • Deliver • Complete solution build • Testing and training • Go-live support • Transition • Project closure • Transition to global support • Build • Build and test solution components with iterative approach

13. Phased Implementation

14. Student Financial Planning (SFP) • Staff of 7 • Needs • Faster access to files • Documents were sometimes misfiled • Match documents with the student file • Organize student information prior to program acceptance • Streamline workflows • Reduce time of audits • Pre-audit process reduced from two weeks to two days

15. Workflows – SFP – First-time Applicant

16. Workflows – SFP – Returning Student

17. Workflows – SFP – Adult Studies Student

18. Workflows – SFP final design

19. Academic Center (AC) - Registrar • Staff of 10 plus student workers • Needs • Better customer service • Faster access to documents – phone calls • Eliminate misfiling of documents • Speed sharing of documents across departments • Reduce the amount of paper • Running out of space to store documents • Spend more time on recruitment through enrollment process

20. Academic Center Workflows

21. Enrollment Services – Undergraduate Admissions • Staff of 13 • Needs • Speed up the admissions acceptance process • Putting together acceptance letter package faster • Efficiently connect and communicate with Student Financial Planning to develop a financial aid package for the new student • Be able to communicate with students and parents 24/7 • Security of student confidential information

22. Undergraduate Admissions Workflow

23. Institutional Advancement • Staff of 5 and 3 – 4 student workers • Needs • Security of confidential personal and financial information • Better interaction with donors • Enhance the process of tracking the donation process • Reduce the time for audits • Reduce paper/file cabinets

24. Institutional Advancement Workflow

25. Celebrate the Success!

26. Questions& Answers

27. Contact Information • Jim Fall • President • iMAJ Data Company • 6814 Hillsdale Court • Indianapolis, IN 46250 • www.imajdata.com • O: 317-803-7483 • C: 734-604-0577 • jamesf@imajdata.com