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).
The PeopleSoft ERP system you use for Student Information Services (SIS) has been built to support nationwide and world wide applications. As such, it cannot provide unique challenges for each business need.Typically, we see IT shops and business directors working around the deficiencies in the product in an attempt to meet specific business objectives. We also see universities purchasing complimentary products to try to meet specific needs and requirements.
From an IT perspective, the cost to write custom code to modify PeopleSoft is prohibitive, or the software simply cannot meet the business objectives. With this in mind, ImageSource, a systems integrator for Oracle, has built several modules for higher education that will have a dramatic effect on how universities conduct business. The integration is codeless, so although we “talk back and forward” to PeopleSoft, there is little requirement to have PeopleSoft technical staff supporting the project.
This new module provides true business workflow that can be designed and built by the business unit, allowing work to be pushed out to the specified knowledge workers. The pilot project recently completed at major California University has been deemed a complete success. This solution now allows them to provide critical real time service to students, parents and faculty. With the initial implementation in Finance and Student Services, this university is ready to implement the program campus-wide and gain substantial ROI.
If you’d like to know more about how this solution works please email Lynne Butler, ImageSource Higher Ed Business Consultant, at email@example.com
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.
Chief Solutions Officer
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.
Chief Solutions Officer
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.
Chief Solutions Officer
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!
Chief Solutions Officer
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.
Chief Solutions Officer
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.
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:
Although it may originally be implemented in any department, an Enterprise Content Management system is designed to be expanded to include the entire organization.
ECM systems allow for control of access to sensitive information, protecting student confidentiality and University liability.
Access records completely and immediately. Automated retention schedules allow for effective storage.
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.
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.
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.
Senior Account Executive