Transactional Content Management – a catalyst for business process improvement

Despite the massive amounts of investments made in information technology there is still a need for businesses and organizations to continually ask the following questions on four main strategic business drivers:

  1. Reduce Costs: How can we complete “X” process in less time and with less cost and less labor?
  2. Increase Revenue: What can be done to improve the customer experience while shortening the sales cycle and improving our gross margins?
  3. Risk & Compliance: What must be in place in order to prevent unauthorized access and/or actions to our systems and data? What ability do we have to audit and report on the activities within the system?
  4. Competitive Advantage: What can be done to give our customers a “WOW” experience? What can be done to reduce the time from sales order-to-cash to improve self-funding our growth?

The strategic business drivers listed above when reduced down to their basic elements often translate into some type of process that is driven by documents and data. There are many systems that help affect this change like Enterprise Resource Planning (ERP) and Customer Relationship Management (CRM); however, they can often times fall short because they are great at processing data, they just aren’t equipped to deal with documents like an Enterprise Content Management (ECM) system.

What is Enterprise Content Management or ECM? The Association for Information and Image Management (AIIM) Continue reading

Enterprise content management in higher education

The Times They Are A Changing

Change. Change on college campuses in administrative systems has historically been slow. Most universities still admit and manage students using a complex web of people, mail, paper, manual routing and data entry. They know it is inefficient and costly. So why is higher education lagging behind when there is a huge opportunity to gain efficiencies, particularly with the technologies and best practices we have today?

Risks. Rolling out many small software projects across a campus can delay addressing the big picture, and give the illusion of avoiding risk. The need for collaboration and the high cost of managing multiple systems with duplicate data sets are not addressed initially. The risk then becomes in controlling the waste. Somebody is eventually going to add that up.

Future. Though higher education is still in its infancy compared to most sectors, a new awareness of the need to manage unstructured content is gaining momentum. Along with that realization are the departmental process reconfigurations and then it can’t happen fast enough. People in an organization touch and re-use information despite their department of origin. The future is to manage a piece of content once and make it available to those who need it. Continue reading

Are you using your checklists in PeopleSoft?

You probably have one or more document imaging systems that enable you to reduce paper files, but how is your staff managing communication with students? Well designed paperless processes include efficient communication with students by the Offices of Admissions, Enrollment and the Registrar. Much of the communication with prospective students during the information gathering process can be system generated based on document types, system checklists, and timely automatic notifications.

That is just one of the many benefits of using PeopleSoft checklists. University administrative staff can also receive automatic notifications when documents are received and files are complete, shortening cycle times for student evaluation, acceptance and enrollment. Is your system set up to provide the following? Continue reading

Meeting today’s competitive challenges: are you maximizing your information?

Enterprise architecture is transforming the way universities manage and access student information. The movement is toward flexible, SOA-based services that result in more adaptable business processes, better collaboration and more manageable systems. Universities are competing more than ever to admit students that meet specific criteria. Expedient access to the right information during the enrollment cycle and beyond is crucial.

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Universities should leverage information to recruit the most qualified students

The ability to gather information and evaluate a potential student in a timely manner is critical for a university to effectively recruit and enroll the most qualified students. When a high school or transfer student identifies a list of universities and colleges they may be interested in attending, so begins the accumulation of information about the student; their identity, academic record and preferences.

This information is coveted and schools that can quickly identify it and use it have a considerable advantage in recruiting.

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If content is the king, then portal is the queen

Alakh Verma, Director, Platform Technology Solutions at Oracle, explores the transition to Web 3.0, which was first defined by Dakota Reese Brown as “The Contextual Web.” Verma states, “It is estimated that by 2020, there would be 4 billion people online; 31 billion connected devices, 25 million applications, 1.3 trillion sensors/tags and 50 trillion gigabytes of content created in networked society.” He believes the focus on the Web experience will grow, and having a portal framework enabling contextual access to content from a unified repository will be at the center of importance during the next decade.

Read the full story at Oracle WebCenter blog.

The top 5 mistaken beliefs about content management

Your university may or may not have a strategy for managing content, the unstructured information streaming in and out of all areas of your campus on a daily basis. It’s likely you at least have a partial strategy where one or more of your departments is capturing and storing some type of unstructured information for later retrieval.

In a world where the use of digital channels is enabling organizations to synthesize large amounts of information in seconds, universities are making it a top priority to gain control of that rogue 80%, which is the approximate amount of unstructured information slipping through the cracks. This information is not easily accessible because it is scattered and isolated in departmental or personal file systems. This is the information employees need to do their jobs.

Information management 20% structured 80% unstructured information

University structured v. unstructured content

Content management services and software technologies have adapted to changing business environments so quickly over the past ten years, it is difficult to keep up with where the capabilities lie today. The following are five mistaken beliefs about content management and the facts that dispel those beliefs.

5. Content management is mostly beneficial for scanning and archiving documents.

Content management covers the lifecycle of information from creation and publication to archival and eventual disposal. One of the largest benefits of content management is enabling workflow automation. A perfect example is when someone in your organization wants to buy something. The individual begins to create documentation such as pricing research, correspondence, a requisition, purchase order, invoice and a contract to name a few. With workflow automation, these supporting documents are captured, routed and accessed interdepartmentally for approval, payment and auditing. Transactions are processed in hours or days instead of weeks.

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