San Jose State University Enrolls Students with Oracle and Peoplesoft SIS

San Jose State University Campus

There is a new way to process students into Universities that are using Peoplesoft SIS. It is called WebCenter Content and it is built by Oracle.  The first installation in the country is in full production at San Jose State University (SJSU).
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ImageSource® Awards Customer Partners for Innovative ECM Solutions

theme imageImageSource recently announced the winners of the 2011 Nexus Customer Partner Awards. The winners all show exceptional and innovative ways of utilizing Enterprise Content Management (ECM) technologies and include San Jose State University, ESCO Corporation and Mira Costa College.

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Stuck in a Trade Show Whirlwind

This year’s Fall trade show season seemed to blow in and out like a tornado. It is no joke that time flies when you are having fun. We’ve seemed to go from September to December in a blink of a eye. Our whirlwind of a tour started  back when the leaves were just starting to change with multiple local PMI and AIIM events and only picked up speed from there….

For a week we blew into OracleOpen World in San Francisco, CA . If you’ve never attended Oracle OpenWorld, be ready for quite a technology experience. As an Oracle Platinum Partner there is no way we would have missed it!  As a systems integrator for Oracle Middleware, we were eager to help attendees learn how to run more efficient business processes by implementing Oracle IPM and UCM solutions.  There was a lot of interest in our recent implementations of Oracle Webcenter Content 11g. We look forward to going back in 2012 and hope to see you there.

While many of us were at OOW, our ECM expert, John Smetana was attending the AIIM ECM Bootcamp in Minneapolis, MN on October 4.  AIIM members and attendees collaborated on ways to minimize paper and manual processes in core backend activities and discussed better ways to engage social technologies to reach customers.

Next stop landed us in Vegas, Baby! We were a proud exhibitor of the IBM Information on Demand Conference that happens annually at the Mandalay Bay. And we are hoping what you saw there, doesn’t stay there. Take back what you learned from our IBM ECM team to get started on automating processes or to expand your current solution, enterprise-wide. We can wait to get back to IOD in 2012

Next up, we couldn’t have been more excited or proud to host Nexus ’11, our annual ECM Solutions Conference on November 3-4.  With over 28 breakout sessions, world-class Keynote speakers and peer-to-peer networking, this event has become the best education ECM technolgoy event on the West Coast!  Pre-conference training for AIIM certifications and other continuing education credit were provided in the days leading to the conference. Our vendor partners, including Fujitsu, Panasonic, IBM, Kodak and other industry leaders were on hand to show their latest product offerings and answer questions in our Expo Hall. This year’s hot topics included planning your ECMECOSYSTEM™,  Capture solutions from ILINX and Kofax, and implementing mobile and social technologies. You can check out presentations and video from this year’s event or register for what’s in store for Nexus ’13!

And finally, we wrapped up our tour in Sacramento, CA at the Kofax Connect event where we presented with our customer partner, Sacramento County, to share how their are utilizing Kofax KTM to clasify, separate, extract and transform documents.  We were excited to be a part of this valuable event and have the chance to discuss capture solutions with the many Kofax users who attended. If they hold this complimentary seminar again in the Spring you won’t want to miss it.

As frost began to form and the breeze began to slow, it was finally time to click our heels and head home for the holidays. But it won’t be long till we are back out on the road to talk with all of you about implementing your ECMECOSYSTEM and making your information work for you!  Make sure to keep checking our Events calendar to see if we will be blowing into a location near you.

The Beauty of Dealing with Colleges

It has only been a few years since I was in college, and I can still remember those days like it was yesterday. I can remember the warm sunshine, cramming for finals, hanging out with friends, football games, and everything that comes with the college experience.

I went to college out of state and ended up taking some summer and winter courses at local community colleges near my hometown when I was home from school. Naturally I got grades in those classes and wanted those grades sent to my university so they could be counted toward my graduation requirements. However, the process to find out if my grades actually were
transferred over involved multiple phone calls and lots of waiting.

I took some online summer classes at a well-known community college in the area where I’m from. I wanted to have the grades I received in my classes sent to the university I was attending in a different state. I went online, filled out a form, input my credit card information and hit “Submit.” That was the end of it.

After a few weeks, the phone calls started. I called the registrar at my university at least once a week for at least six weeks trying to figure out if they’d received the transcripts in the first place and where they were in the process. After a number of weeks, I checked my unofficial transcripts from my university and the grades from the community college were there.

It would have been nice to have gotten some kind of notification when the university received my transcripts and at various other points in the process. An email would have sufficed.

I know I’m not the only person who has experienced this. There are numerous other universities who handle their transcripts this way. However, there is a solution that I believe will satisfy both the student and the university.

The solution looks at transcripts in a whole new way, processing information when the transcripts arrive at the school. Information is captured off the transcript and a calculator looks at credits earned and automatically performs the calculation. At any point, a student can log into the system and see where their transcripts are in the process. It’s beneficial for universities because they can now process more information, faster, and they can move transcripts more quickly through the queue.

A major California University has implemented this solution at their campus. They are processing more transcripts now than ever before. Their process is automated and students can now be moved throught the queue much faster. Students who are applying as freshmen can now find out faster if they have been accepted to the university. Students who may have attended a community college in the summer (as I did) can now have their grades trasnfered over with ease and be notified where the school is in the process.

I know as a student in college at one point, I definitely would have appreciated a system like this in place.

For additional information on this higher ed solution, check out this link: http://www.imagesourceinc.com/Solutions/Industry/Education/index.htm.

Kristina Parma
Communications Manager
ImageSource, Inc.

AACRAO Presentation You Can’t Miss

The team at ImageSource is looking forward to meeting Admissions personnel from across the country to get input on a brand new way of helping students with the enrollment process.

At booth #106, you will see how a student can use their home page as a portal into the progress of their application. On Tuesday evening at 5 pm, Dave MacWatters will be explaining the entire process.

Terry Butler
Chief Solutions Officer
ImageSource, Inc.

Where’s My College Application?

A foreign student has applied to four different schools across the US. She spent two years in a community college where she received her Associate of Arts degree. She applied online at all four schools where she hopes to be accepted into a School of Engineering.

It has been three weeks and she and her family have not yet heard from any of the schools as to the status of the enrollment process.

In the meantime, hundreds, if not thousands, of new applications are being handled by enrollment services. Documents, including letters of recommendation, visas, foreign document permits, health records and transcripts are pouring into these universities. Additionally, there are automated transmissions imported into these schools in an attempt to reduce the workload of already overworked university staff.

Phones are constantly ringing with calls  from concerned applicants and parents. Emails are accumulating and can no longer be answered due to volume and reduced staffing requirements.

At most institutions, this happens to be standard practice during the enrollment time period, and universities are looking at better ways to service their applicants and to help break the bottleneck in the work process.

At AACRAO in Seattle next week, ImageSource will present the answer – a view of how the student services operation will look. A major university on the west coast has accepted the challenge and is determined to change the process through true Enterprise Content Management. It should be made clear that this is not document imaging. This university will continue to use their student information system, but documents entering the university will be processed immediately and will be sent to various workflow queues where they will be pushed through the system. As information is processed, it will be uploaded to the student information system, work packages will be distributed automatically to knowledge workers, and plans are being considered to update information to student portals for self-service.

Terry Butler
Chief Solutions Officer
ImageSource, Inc.

Colleges and Universities – Give Your Students Something to Cheer For!

Most Higher Education institutions have a student portal where students and parents can review mounds of information. From courses completed to the amount owed to events occurring at the school, the portal provides critical data. It acts as a self-service device to drastically reduce the amount of phone calls and emails that were once necessary.

However at most institutions, the ability to get REAL TIME information for a student applicant is very difficult. Questions such as, “Did you receive my transcripts? What else do you need? When will I know if I am accepted?” continues to be a difficult task.

At AACRAO in Seattle next week, you will have the opportunity to see the first student portal that is linked in real-time to the entire back room process for student enrollment. Not only will true enterprise content management (ECM) give the applicant peace of mind, it will provide huge benefits to all departments within student services.

Stop by ImageSource booth #106 during the AACRAO exhibition and don’t forget to register for the 5pm session hosted by ImageSource.

This is a really different experience.

Terry Butler
Chief Solutions Officer
ImageSource, Inc.

Don’t Miss This AACRAO Seattle Presentation

ImageSource is really excited about the AACRAO conference being held in Seattle next week. In our booth (booth #106), we will be demonstrating how a student applying for college can go to the University portal and view the progress of their application.

This process will dramatically reduce the number of phone calls and emails that are fielded by an overworked Admissions office. At the booth, you will see the though process behind a new ECM process.

ImageSource is also giving a presentation Tuesday evening at 5 p.m. Any College, University or Higher Ed Institution looking to become more efficient when it comes to students can’t miss this.

Can’t wait to see you there!

Terry Butler
Chief Solutions Officer
ImageSource, Inc.

A Higher Ed Solution You Don’t Want to Miss…

In the 90s, a lot of Higher Ed institutions acquired document imaging systems to get rid of the volumes of paper from student files, accounting records, human resource documents, etc.

Times are changing now, and there are demands for student portals, integrations with Student Information Systems, the ability to capture electronic transmissions, the need for extensive workflows, and quite frankly, the ability to work more efficiently. More work has to be completed by less people. In most cases, staffing levels have been reduced.

The problem is, most systems currently installed in these institutions were built by Hershey, ImageNow, Nolij and other client server technology software manufacturers, and were built for specific purposes, primarily to eliminate space.

However, In order to meet the demands for campus-wide ECM solutions, there is a need to move from client server platforms into true n-tier architecture products, where standard document imaging has been integrated with Web Content Management, where records management and digital asset management is all part of a suite of products. Content needs to be ingested at the beginning of the process and pushed to knowledge workers.

In today’s world, content is not about scanned pieces of paper, it is not about bar code indexing, or OCR technology.  Universities are demanding products that are versatile and can be supported by a light IT staff.  The cost to repeatedly introduce an RFP for every IT need has been realized.  The requirements now set forth in an RFP for content management solutions far surpasses the ability of the traditional scan, store retrieve systems of old.

The new technologies available in Enterprise Content Management platforms will be demonstrated at the ACCRAO conference in Seattle, the 14th through 16th of March.  At booth 106, you will see how a student portal will work.  At the ImageSource presentation Tuesday evening at 5pm,  you will see the inner working of the system designed for San Jose State University, due to go live early spring.

Terry Butler
Chief Solutions Officer
ImageSource, Inc.

Higher Ed Automates Transcript Processes With ECM Technology

Enterprise Content Management (ECM) can provide a host of benefits to Higher Ed Institutions. Efficiencies can be found in Admissions & Registrar, Financial Aid, Accounting & Reporting, Human Resources, Marketing & Communications and more.

ImageSource Customer Partner, San Jose State University, is utilizing ECM technology for creative automation solutions in several departments, with plans to expand university-wide. Besides automating Finance’s requisition to PO process, a unique solution in Enrollment Services has created one of the most advanced transcript automation processes available.  Utilizing PeopleSoft as the core engine, ECM technology automatically extracts almost all data from paper and electronic transcripts and uploads the data to PeopleSoft.  The system provides coordinators, evaluators and auditors with concise, consolidated information, allowing them to calculate credits at the touch of a button and make enrollment decisions quicker.

Debbie Horton
Communications Director
ImageSource, Inc

Vote to See These Valuable ImageSource Presentations at OpenWorld

ImageSource has proposed 3 presentation ideas for Oracle OpenWorld. Please take the time to go to the Oracle Mix website and vote for the ImageSource presentations.

Best Practices for Upgrading to Oracle IPM 11g
This session will explore opportunities for organizations looking to upgrade to Oracle IPM 11g. Expert integrators who have worked with this product from its inception will examine best practices when moving to 11g. We’ll explore how IPM 11g offers a true platform for enterprise deployments. Learn the best way to transition, how you can still use SQL databases and about exciting new features. Explore the extensible architecture, the BPM platform and understand how the open integration to MANY lines of business applications, in a loosely-coupled manner is a good change from the hard coded integration of the past & how it will affect future upgrades.

The Future Direction of ECM – Oracle IPM 11g
The speculation is over and Oracle IPM 11g is upon us. Independent expert integrators will present a case study example on a new implementation and explore how IPM 11g offers a true platform for enterprise deployments. Discover the best way to transition, how you can still use SQL databases and about exciting new features like wizards, searches, inputs & connections to external data sources. Explore why an extensible architecture benefits multiple business processes and how the BPM platform simplifies the implementation of workflow. Understand why the open integration to MANY lines of business applications, in a loosely-coupled manner is a good change from the hard coded integration of the past & how it will affect future upgrades.

Oracle ECM in Higher Ed – Conquering Registration, Transcripts & Financial Aid
Universities are experiencing an explosion of information. The need to control it, even leverage it, has never been greater. From registration to transcripts to financial aid and more, today’s students expect online services and electronic forms facilitating faster decisions and timely responses. This session will explore how Oracle Enterprise Content Management allows institutions to optimize specific, departmental business processes while providing a common platform for all information processes across the enterprise. Higher Ed experts will show how Oracle ECM provides a reliable way for all departments to securely access the same, current, accurate information.

You must become an Oracle Mix member to vote. Please sign up and vote to see ImageSource present at OpenWorld.

To vote:

  1. Click on this link: https://mix.oracle.com/
  2. Register as an Oracle Mix member
  3. Go to the right side of the screen and link on “Suggest A Session 2010”
  4. Sort by title
  5. You must vote for at least three sessions for your vote to count. Please vote for the above three presentations.

Debbie Horton
ImageSource
Communications Director

 

 

Higher Ed Institutions Learn to Bridge Information University Wide

On May 12, ImageSource hosted a webinar titled “Information Management for Higher Ed: Bridge All of the Information Across your University”

The Webinar looked at how Universities are experiencing an explosion of information and how the need to control it, even leverage it, has never been greater. From registration to transcripts to financial aid and more, today’s students expect online services and electronic forms facilitating faster decisions and timely responses. Ensuing departmental document management solutions result in silos of information, and redundancy in content, technology and processes.

In the webinar, we explored how Enterprise Content Management (ECM) allows institutions to optimize specific, departmental business processes while providing a common platform for all information processes across the enterprise. We discussed how ECM provides a reliable way for all departments to securely access the same, current, accurate information. And when content is managed by a common platform, Universities share more than information. Sharing the cost for implementation and ongoing IT resources can provide big benefits to their bottom line.

Enterprise Content Management Solutions for Higher Ed are:
Extensible
Although it may originally be implemented in any department, an Enterprise Content Management system is designed to be expanded to include the entire organization.
Secure
ECM systems allow for control of access to sensitive information, protecting student confidentiality and University liability.
Compliant
Access records completely and immediately. Automated retention schedules allow for effective storage.
Efficient
Immediate access to critical information means Higher Ed organizations can do their job better and faster. This can improve the competitive edge through improved service to applicants and enrollees.
Economical
Reduce the footprint and expense of storing and accessing paper records. And when distributed across the entire enterprise, cost savings are realized through shared IT resources, hardware and software investments.

To view the Webinar please visit our Website: ECM Solutions for Higher Ed

To learn more about ECM solutions in Higher Ed and the many benefits it provides consider attending our ECM Solutions Conference, Nexus 2010.

Debbie Horton
ImageSource
Communications Director

 

Tackling ECM in Higher Education Part One

It seems whenever I meet with prospects in Higher Education I keep hearing the same thing over and over again, we have a system in this department we have another system in this department but we don’t think what they have will work for our needs. How did this scenario come to be? The answer is pretty simple, in the past, many systems in Higher Education that were chosen focused on specific departments, primarily Admission & Records and the Financial Aid Departments which were prime targets due to the large volumes of content each generated. Thus the beginnings of what we commonly refer to today as “Islands of Information” began to take place,  with each department doing their own thing or nothing at all. Today the business paradigm has shifted with departments such as AP, AR, HR, Student Services, Campus Police, Housing and the above mentioned departments now all requiring Content Management. Each department has its own unique requirements with integration into one or more ERP type of systems being quite common. Tackling all these requirements can be a challenge since the answer lies outside the traditional school of thought and requires us to  look beyond the department and expand our vision around Enterprise Content Management. How we go about doing that will be in discussed in part 2 of my next blog.

Bob Garrido
Senior Account Executive
ImageSource, Inc.