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UCD Student Affairs SIS Document Management Extension

UCD Student Affairs SIS Document Management Extension. Student Affairs Joint Venture: Registrar, Admissions and Financial Aid Paul Drobny, Financial Aid. Address these Yearly Paper Business Problems. 500,000 pieces of paper touched at least once Admissions 250,000+ Transcripts

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UCD Student Affairs SIS Document Management Extension

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  1. UCD Student Affairs SIS Document Management Extension Student Affairs Joint Venture: Registrar, Admissions and Financial Aid Paul Drobny, Financial Aid

  2. Address these Yearly Paper Business Problems • 500,000 pieces of paper touched at least once • Admissions 250,000+ Transcripts • FAO 170,000 Pages in 7,000 Folders • Registrar Thousands of Historical Records • Paper Documents scattered around - Securty Risk

  3. Address these Business Problems • Stacks of Incoming Queues • Individual Student Service Impractical and non-Scalable • Match Paper Documents with Students and their Cases in SIS • Move Paper Documents Internally and Externally

  4. “StuDocs” Goals • Modernize Student Affairs Database to ‘include’ Documents • Deliver More Timely Process Status Information • Decrease Internal Delay - Increase Accuracy - Scale Up! • Free Floor Space Used for Hardcopy Storage

  5. StuDocs System Description • Digitize and Manage Paper Documents throughout their lifecycle • Reference Documents to Banner • Build Infrastructure to Support Workflow and Student Narrowcasting • Phased Implementation

  6. Alternatives Analysis • Document Management or MicroFilm? • Document Management or Full Database? Appropriate Technology .. Coupled Document Management

  7. What Will StuDocs Do? • Provide Employees Immediate Access to Student and Related Documents Alongside The Banner Record • Networked Database Advantages • Single Copy of Document with many versions available to all (no losing folders) • Distributed Security based on Authorization

  8. What StuDocs Will Do • Scale Processes to Increasing Student Population • Build a Foundation for Workflow • Eliminate the need to Move Files upstairs and downstairs • Status Lookups

  9. Project Includes • Phase 1 System Replaces Paper • User Training • Administrator Training • Incoming to Outgoing Document Lifecycle Automation

  10. Features • Jointly Implemented by 3 Student Affairs Offices • Centrally Supported Hardware and Software by IT-IR • Distributed Information System which could support other offices

  11. Features • Open IT Standards • May Provide a Common Platform for Other Business Units • Could Be Viewed as a Pilot Project

  12. Team/Resources • Business Experts from Each Office • IT-IR Support Expert • Project Management from Each Office • Overall Project Management from Student Affairs • Detailed Business Requirements Study

  13. Who Will Benefit? • Customers - Better ability to inform students of status in reasonable timeframe • Dean’s Offices - Immediate access to transcripts upon receipt, weeks or even months earlier than is currently the case • Student Affairs Business Units - Scale processes for increased student population

  14. Cost • Previous “Stale” RFQ indicates $450k Capital Improvement for Analysis, Purchase and Implementation • $75k Conservative Annual

  15. Technical Details • Presentation Available • Questions? • Paul Drobny • psdrobny@ucdavis.edu • 752 6884

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