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Imaging as a Complete Solution! Can Indiana University Deploy One Imaging System Across All Student Systems? PowerPoint Presentation
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Imaging as a Complete Solution! Can Indiana University Deploy One Imaging System Across All Student Systems?. Imaging as a Complete Solution! . Overview of Indiana University’s Student Services Initiative (SSI) Document Management/Imaging History at IU

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Imaging as a Complete Solution!

Can Indiana University Deploy One Imaging System Across All Student Systems?

imaging as a complete solution
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

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


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
student services initiative
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
iu student services initiative process

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


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


future state operating model

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
specific examples of ssi business process recommendations
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
ssi technology dependencies required to achieve recommendations
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

Indiana University Historical Approach to Document Management/Imaging

Document Management/Imaging History at IU

  • Some significant successes
  • Siloes of deployments
  • Lack of integration
indiana university historical approach to document management imaging
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
indiana university historical approach to document management imaging1

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.


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


Accounts Payable decided to use OnBase to store AP documents

Using Docpop functionality to pop up documents stored in OnBase through Financial System


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


Bloomington Undergraduate Admissions implemented a robust imaging/document management

Indiana University Historical Approach to Document Management/Imaging
concerns with historical approach
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
ssi technology dependencies required to achieve recommendations1
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
executing on the migration to an enterprise approach for document management imaging
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
specific student service related objectives
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
emerging admissions business process related to ssi and document management
Emerging Admissions Business Process Related to SSI and Document Management

Paper Document Intake and Scanning








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

examples document management imaging across student services
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
implementation action items
Implementation Action Items


  • 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


  • Begin to rollout Admissions process on an incremental basis - Winter, 2013,
  • Complete Admissions process rollout to all campuses - Summer, 2014


  • Resources
  • Achieving buy-in from existing departmental users to transition to enterprise environment
  • Deferring expansion of imaging until deployment of new robust environment

Dan McDevitt

University Student Services and Systems

Linda Hadley

IUPUI Office of the Registrar