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IT Paper Reduction Support

IT Paper Reduction Support. Introduction.

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IT Paper Reduction Support

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  1. IT Paper Reduction Support

  2. Introduction Information Technology has taken many steps to support University departments in the reduction of paper. This has included the implementation of document imaging, content management, and document sharing solutions. The following roadmap has been developed to reflect overall initiatives that further support business-process automation.

  3. IT Roadmap

  4. KnowledgeLake • Key Areas for Implementation • Integrated with SharePoint to increase capabilities • Providing capture and indexing of paper • Supporting electronic document mass loading

  5. Customer Support • Undergraduate AdmissionsTranscript Support - no longer printing electronic transcripts • Graduate SchoolChange request form for classes – scanning into SharePoint

  6. Financials/eSettlement • Key Areas for Implementation • Communication with Vendors • Vendor Setup

  7. Benefits • Eliminates Printing Invoices – 1752 to date • Reduces Mailing cost

  8. SA/HR Upgrade • Key Areas for Implementation • New Functionality for printing Paychecks

  9. Benefits • University wide • Paycheck Print – no longer prints on 2 pages • Paychecks can easily be saved to a file

  10. SharePoint - Phase II • Key Areas for Implementation • Addressing New Requests • Addressing New Features

  11. Customer Support

  12. Recommended 1st Features Rollout • Based on customer feedback and departmental needs we have developed the following list • Wiki • Blogs • Custom Workflow • Custom Forms • Mass Loading of Documents • Business Intelligence

  13. OnBase Projects • Key Areas for Implementation • Alumni Development • Financial Aid

  14. Benefits • Alumni Development • All Gifts, Pledges, and Allotments scanned • Workflow routes to 19 staff members • Batches could be from 1 page to 200 pages • Eliminated Printing for all 19 staff members • Financial Aid • Saved Resources and $1000’s in printing • Removed file room – now office space

  15. Email Archive • Key Areas for Implementation • Centralized electronic archival process • Allows GroupWise archives to be move ahead of Exchange migration

  16. Benefits • Improves compliance with archive/retention policies and reduces paper storage of email archives • Improves ability to perform e-Discovery • Mitigates the loss of decentralized archived email • Reduces disk storage requirements • Improves email system performance

  17. Enhanced Financial Management Initiatives • Key Areas for Implementation • UBM Training for PAR/JDC Online forms

  18. Benefits • Departments not required to print forms • No tracking of forms • Improvement in Efficiency and Decrease Errors

  19. Pervasive Wireless • Key Areas for Implementation • Next generation of wireless with stronger signals • Expanded service that covers nearly every area

  20. Expanded Customer Support • 3 Year Implementation Schedule • Student areas (approximately 6 months) • Academic areas (approximately 15 months) • Administrative areas (approximately 12 months)

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