U of T Engineering and DocuShare

2. U of T Engineering and DocuShare The journey so far ...

3. Summary Background • Facts and Figures • U of T context • Engineering, and a bit about me Engineering, Xerox and DocuShare • Goal, Objectives • Vision • The Journey • Study, RFP, infrastructure, pilot; Current process; Lessons learned • Plans Q&A

4. UofT Facts and Figures • Students in 2011 - 2012 • Undergraduate: 79,530 • Domestic: 56,154, International: 8,009 • Graduate: 15,367 • Domestic: 13,509, International: 1,858 • St. George Campus • 41,182 undergraduate, 14,229 graduate students • Scarborough Campus • 10,399 undergraduate, 226 graduate students • Mississauga Campus • 11,679 undergraduate, 538 graduate students • Toronto School of Theology • 903 undergraduate, 374 graduate students

5. UofT Facts and Figures • Faculty and Staff • The University of Toronto has 15,033 faculty and staff members for 2011 – 2012 • Faculty: 8,900 • Staff: 6,133 • Programs • approximately 600 undergraduate programs. • approximately 170 graduate programs; this includes doctoral and master’s programs • approximately 40 professional programs

6. UofT Facts and Figures • Residences and Clubs • The University of Toronto has more than 700 student clubs across all three campuses • St. George Campus • The University of Toronto at St. George has 11 residences: eight residences belonging to one of our seven colleges, Chestnut Residence, Graduate House and Student Family Housing. • The St. George campus is expecting to accomodate 6,160 students in its 11 residences for 2011 – 2012 • The University of Toronto has a housing guarantee that covers all students entering their first year • Scarborough Campus • The Scarborough campus is expecting 765 students in residence for 2011 – 2012 • Mississauga Campus • The Mississauga campus is expecting 1,500 students in residence for 2011 – 2012

7. UofT Facts and Figures • Budget and Cost • The University of Toronto’s operating budget for 2011 – 2012 is $1.688 billion • The University of Toronto’s estimated economic impact in the GTA is approximately $6.3 billion • Library • The University of Toronto has 30 libraries • The University of Toronto has more than 18 million holdings • The University of Toronto library system is the third largest in North America

8. U of T Context Decentralized organizational structure • result of an historical coming together of distinct Schools and Universities over time. Disparate discipline/governance specific operational requirements • Professional faculties (Engineering, Law …) • Medical (Medicine, Nursing, Dentistry …) • Arts and sciences (3 campuses) • Graduate research focus • Undergraduate teaching and learning focus

9. U of T Context The Centralization Pendulum • Some governance, infrastructure, systems and services institutionalized over time • Some remains or evolves ‘locally’ within the nodes of organizational hierarchy • Federal / Provincial / Regional / Municipal government analogy • Each dimension ebbs and flows back and forth over time • Best practices • Technology

10. U of T Context Enterprise / Institutional Systems and Processes • At any time, still operational gaps that get addressed divisionally based on local needs. • Registrar’s Offices in the double digits • Universities • Schools • Faculties • Colleges • Campuses

11. Engineering Facts and Figures • The Faculty of Applied Science & Engineering at the University of Toronto is the premier engineering institution in Canada and among the very best in the world. • 4,850 undergraduates • 1,600 graduate students • 230 professors • 6 departments and divisions • 9 undergraduate degree programs • U of T Engineering is at the fore of innovation in engineering education and research. • And 1 Undergraduate Registrar’s Office

12. A bit about me … • Student • NY 9T3 (9T2 + PEY) • Private and public • 6 years government, software development, consulting, telecommunications • Academic Scheduling at U of T Engineering in 1999 • Director Administrative Information and Technology Services • Providing technology infrastructure and services • Servers, desktops, mobile • File, Print, Web, Database, Security, Development • Associate Registrar, Information Systems • Exploiting technology • Automating registrarial processes and student services • Student Information Systems • Kuali Student • Electronic Student File

13. Engineering, Xerox and DocuShare • CAO Mission • Work smarter! • (I’m paraphrasing a bit.)

14. Engineering, Xerox and DocuShare • Objectives • Ease fleet management • auto monitoring of devices • Already automated ‘forms’ based processes … • … tackle ‘supporting document’ process automation • Admissions qualifications, doctors notes, immigration papers, name change documents • reduce effort required for these manual processes • improve service speed and quality • improve information availability

15. Engineering, Xerox and DocuShare • The Fleet Management Vision • Automated proactive replenishment of resources • Automatically triggered proactive maintenance • consolidated billing • The Electronic Document Management Vision • Searchable document repository • Foreign-key linked from primary Engineering systems • Joint Pilot, ‘Learn to fish’, departmental support • Meta-data driven hierarchical navigational structure • “Student_files” / [student number] / Session(s) / Process(es) / Document(s) • “Student_files” / [student number] / Process(es) / Session(s) / Document(s) • “Student_files” / [student number] / Session(s) / Document(s) • “Student_files” / [student number] / Process(es) / Document(s) • “Student_files” / [student number] / Document(s)

16. Engineering, Xerox and DocuShare • The Journey to date • Study • RFP • Infrastructure • Operationalize fleet management • EDM process selection and planning • Pilot EDM process • Learn

17. Engineering, Xerox and DocuShare • The Journey • Study of in place technology and corresponding costs • Omnibus RFP • Consolidate technology, plus new software and services • Many players in EDM space, many fewer in both HW and EDM • In depth onsite Proof of Concept with demo licenses • Selected Xerox • Overall cost neutral despite expanded capabilities

18. Engineering, Xerox and DocuShare • The Journey • Infrastructure implementation • MFP consolidation with “follow you” card swipe and/or password protected document release • XDM HW monitoring • DS CPX, NSI Autostore, Equitrac for Secure Access, high speed scanning • VMWare virtualization of Windows 2008 Server 64-bit for all servers • Fleet Management in place • Rough start aligning all systems and processes • Working well now • Users enjoying enhanced functionality • No more wasted paper!

19. Engineering, Xerox and DocuShare • The Journey • Pilot goals • New tool, sophisticated range of possible use cases and corresponding approaches • Desire for ‘best practices’ in our environment • To facilitate supportability • To avoid duplicating existing information bloat in yet another system (email, file server shares, physical files) • To identify compelling use cases for Engineering staff • Establish/Learn best practices through a limited access ‘control’ process pilot to experience reality of using various available features • Organic growth using a carrot, not a stick (organic carrots?) • Train balance of users on compelling use of relevant best practices, open the flood gates

20. Engineering, Xerox and DocuShare • The Journey • Pilot Selection and rational • Focus on most opportune and strategic workflow to get significant operational gains • Targeted ‘the student file’ at the Faculty level as initial vortex of paper processes • Tight control, limited stakeholders • Range of use cases • Range of feature exposure expected

21. Engineering, Xerox and DocuShare • The Journey • Pilot planning • Need cradle to grave solution • Targeted Admissions supporting documents first • Chronological start of file • Allows smooth process migration • Incrementally virtualize new active student files • Incrementally retire alumni paper files • population slowly migrates from paper to virtual • at some tipping point may batch convert remaining active paper files

22. UofT Facts and Figures • Engineering Admissions • For 2011/2012 incoming class: • ~9000 applicants • 50% are from Ontario High schools and are required to submit few documents • 25% from other Canadian province • remaining 25% are international • Applicants from all provinces and the Yukon • Applicants from over 110 countries representing all inhabited continents • Offers made to over 3400 students • Incoming first year class of 1354 students • 23% of these students are female • mean Ontario High School average 90.6% (highest in the history of the Faculty) • We received in excess of 12000 logged documents to support applications (note some may be electronic)

23. Engineering, Xerox and DocuShare • The ‘Before’ Process • Existing decision support system, SPF (Reader) • Tracks document requirements • Adjustable document requirements • Parallel recording of document receipt • On paper file • On SPF once paper file ‘ready’ • No ability to search for ‘ready’ or ‘almost ready’ paper files • Missed opportunities for proactive/strategic file handling

24. Engineering, Xerox and DocuShare • The ‘Pilot’ Process • Print custom scan cover page for each received package • Prepare package documents • Separate documents with generic ‘new document’ cover pages • Scan at Fujitsu, not MFP (fast, double sided, no jambs) • Wait to arrive in DS • Find and open in DS • Open applicant requirements to find match • If missing, find applicant in SPF and adjust requirements • Back to DS, refresh (web) screen to see new requirements inventory • ‘Link’ virtual doc to (new) SPF requirement • SPF aware of and searchable for completeness of requirements satisfaction

25. Engineering, Xerox and DocuShare • Screen shots …

26. Engineering, Xerox and DocuShare • Lessons Learned • Efficiency is key • Integrated workflow functionality between DS and SPF Admin • Issue: both web based, changes in one not automatically reflected in other without screen refreshes, very disruptive for user. • Can’t keep up at peak mail times • Wow … it takes _lots_ of time and resources to open, separate, prepare, coversheet, scan, file and match ~10,000 docs. Plan better and resource appropriately. • So we didn’t … we stopped part way through. Fortunately, we had a Plan B: we had maintained the paper filing system and were able to just skip the whole scanning process. • Customization • Used customized 3rd party add-on for integration of external meta-data from existing process admin/decision support system • Because it was customized, limited flexibility to use otherwise built in configuration features

27. Engineering, Xerox and DocuShare • The Plan moving forwards • Fix and evolve pilot • Remove customizations • Implement pre-printed Foreign Key coversheets to eliminate printing custom cover sheets. • Possibly scan all documents in a package as one big document to eliminate the need to separate docs and add individual separator pages • Remove linking process from DS: record identification atomically at first inspection within our system • AutoStore will use FK to pull meta-data from our system to populate DS meta data for auto-filing • Other coordinated formal process uses • CEAB • Purchase requests and approvals • Individual/Personal use • Routing • Windows 7, Office 2010/2011 compatibility? • Departmental use

28. Thanks! Questions?Email: dan@ecf.utoronto.ca