Lexmark Perceptive Content: Maximizing
Union University’s Enrollment Management
Efficiencies to Improve Student Experience
Jim Avery, Associate VP for IT, Union University
Jim Fall, President, iMAJ Data Company
May 23, 2017
Agenda

Motivation to Invest in ECM at Union University – Jim Avery

Organizational Dynamics and Change Management – Jim Avery

ECM – project, people – Jim Fall


Student Financial Planning

Academic Center

Undergraduate Admissions

Institutional Advancement
Questions & Answers
Motivation to Invest in ECM at Union University



The inefficiencies of back office operations

Time, effort and resource drags on the organization

Risk of mistakes, redundancies, and lost productivity

Opportunity to eliminate paper
The need for more than an electronic file cabinet

Opportunity to improve efficiency through automating workflows

Need to securely share information across departments

More efficient support/interaction with regional Campuses
Enrollment growth is a big driver for the university

Quality customer service is a significant contributor

Less time spent on administrative functions and more time on
recruitment through enrollment processes
Organizational Dynamics and Change
Management


Keys for success

Strategic vision and department buy-in

Phased implementation

Internal project manger

Good implementation support partner - Champion
Change management

No time in the day to implement another system

Goal is to give time back to them

We have always done it this way… status quoism

Comfort with having paper – It’s 2017

Celebrate the success – Team effort
Digital Transformation at Union University


Process

Solution Discovery

Perceptive Edge
Phased Implementation

Student Financial Planning

Academic Center

Undergraduate Admissions

Institutional Advancement
Solution Discovery
The Big Picture
Business
Processes
Organize
Security &
Administration
Process
Perceptive
Unstructured Data
(ImageNow)
Capture
Store
Access
Applications
People
Solution Discovery
Business Processes
• Undergrad Adm – Freshman
• Undergrad Adm – Transfers
• Undergrad Adm - International
• Grad Admissions
• Transcript Processing
• FinAid Awards
• FinAid Verification
• FinAid Loan Administration
• Registration
• Academic Advising
• Student Services
• Donation Processing
• Major Gift Planning
• Housing Assignment
• Housing Incidents
• Judicial Affairs
• Student Financial Services
• Student Health Services
• Cash Operations
• Sponsored Research/Projects
• Grants Management
• Faculty Research
Business
Processes
• HR Hiring
• HR Onboarding
• HR Benefits
• HR Payroll
• AP Invoice Processing
• Purchasing
• Contracts Management
• Facilities/Asset Management
• Exec – Budgeting
• Exec – Communications
• Exec – Policy Admin
• IT - Development
• Compliance
• Athletics Compliance
• Athletics Recruiting
• Athletics Operations
• Athletics Travel & Expense
• Athletics Coaching
• Provost Search Committee
• Credentials
Solution Discovery
People
• Undergrad Adm - Processors
• Undergrad Adm - Readers
• Undergrad Adm – Director
• Grad Adm - Processors
• Grad Adm - Readers
• Grad Adm – Director
• College Deans
• Grad Program Chairs
• Registrar
• Registrar Staff
• Transcript Evaluators
• Academic Advisors
• FinAid Processors
• FinAid Counselors
• FinAid Director
• Advancement Officer
• Advancement Director
• Advancement Solicitors
• Housing Staff
• Housing Director
• RA / Hall Director
• Judicial Affairs
• Facilities Staff
People
• HR Generalist
• HR Payroll
• HR Director
• HR Recruiters
• AP Processors
• AP Supervisor
• AP Dept Approvers
• Purchasing
• IT Admins
• IT Project Leads
• IT Developers
• IT Director
• Bursar
• Research Faculty
• Grants Administrators
• Provost Office
• Executive Office
• Compliance Officers
• Athletics Operations Staff
• Athletics Coaching Staff
• Athletics Compliance Staff
• Athletics Director
Solution Discovery
Business Applications
• Peoplesoft Student
• Peoplesoft FinAid
• Peoplesoft Contributor Relations
• Colleague Student
• Colleague FinAid
• Colleague Advancement
• Colleague HR
• Colleague Finance
• Banner Student
• Banner FinAid
• Banner Advancement
• Banner HR
• Banner Finance
• PowerCAMPUS
• PowerFAIDS
• CampusVue
• CampusVantage
• CampusCornerstone
• SAP Campus Management
• Recruitment Plus
• Jenzabar
• Three Rivers CAMS
• Datatel Portal
• Luminis Portal
• CampusPortal
• Sharepoint Portal
Applications
• Peoplesoft HR
• Peoplesoft Financials
• Oracle HR
• Oracle Financials
• Microsoft Dynamics
• SAP HR
• SAP AP
• Lawson Financials
• Homegrown
• DARS
• ProSAM
• Raiser’s Edge
• Residential Mgmt Systems
• Adirondack
• StarRez
• SchoolDude
• ConnectEdu
• Docufide
• Embark
• Xap
• UT SPEEDE
• JumpTV
• Recruiting Radar
Solution Discovery
The Big Picture
Business
Processes
Organize
Security &
Administration
Process
Perceptive
Unstructured Data
(ImageNow)
Capture
Store
Access
Applications
People
Institutional Advancement –
Discovery Session
Perceptive Edge Project Methodology
The Perceptive Edge is the professional services iterative approach
to delivering the best solution for each customer
Plan
Design
Deliver
Transition
 Align Lexmark and
customer project
expectations
 Discovery and
document detailed
solution requirements
 Complete
solution build
 Project closure
 Finalize and
approve project
charter and
project timeline
Build
 Go-live support
 Testing and training
 Transition to
global support
 Build and
test solution
components with
iterative approach
12
Phased Implementation
Union University
Enterprise Content Management (ECM)
Partners: Lexmark (formerly Perceptive), iMAJ Data (formerly Cannon-IV)
Aug
General
Student Financial
Planning
- UUJ
(Perceptive/Colleague
Contract Phase 1)
Academic Center
- UUJ
(Perceptive/Colleague
Contract Phase 2)
Sep
Initial ECM
discussion,
Contract
negotiations,
signing
2013
Oct
2014
Nov
Dec
Jan
Feb
Mar
Apr
Server/software specs,
ordering, setup
SFP PC/monitor/scanner
ordering, software setup
Furniture/space plans
UU Kickoff
10/17;
Plan
(UU, P/CIV)
Design Build, Test (UU)
(UU,
Deliver
P/CIV); (P/CIV)
Design
Doct
May
Jun
2015
Jul
Aug
Sep
AC PC/monitor/scanner
ordering, software setup
Furniture/space plans
LIVE
4/1
Oct
Nov
Dec
Jan
Feb
Mar
User
Group
Mtg
(SFP,
AC)
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
2016
Jul
2017
Aug
UUG PC/monitor/scanner ordering,
software setup
Furniture/space plans
Sep
Oct
NOW
Nov
Dec
Jan
Feb
Lexmark story
Apr
May
Jun
Jul
Upgrade
to
v7.1
UU successes
Support
Transfer
Mar
Read
access
Daily work, backscanning
Sign Off
UU
Plan
Kickoff (UU,
4/23
P/CIV)
(w/ SFP)
in more
offices
Design Build, Test
(UU,
Deliver (UU)
P/CIV); (P/CIV)
Design
Doct
LIVE
9/1
Daily work, backscanning
Sign Off
Academic Center
- Others
Admissions
(Lexmark/Recruiter;
Colleague)
Institutional
Advancement
Initial
meeting
about
UUG
3/25
Plan, Design, Build
(UU, CIV)
Initially, UUG scan/print +
UUJ linking
Initial OK to UU
Plan
inquiry proceed Kickoffs (UU,
by ADM
P/CIV)
3/19
Initial
call to
CIV
Deliver,
Test
(UU,
CIV)
UUG AC
Core
Project paused
Test
(UU)
LIVE
3/17
LIVE
UUG AC
Core
(IN)
UUJ read access
(WN): NUR, EDU,
SW, MBA,
PHARM, AS,
Compliance
LIVE
UUG AC
Extd
Begin
UUH
WebNow for daily viewing; Future: scan dept'l records in AC? - buildingspecific scanning stations?
plans
Change
Recruit
Design/Build/Deliver
(UU, CIV, L/Tricension)
Daily work, backscanning
Initial
Mtg #1
inquiry 12/10
by IA
with
11/17 A.S.,
M.H.,
S.B.
Sign Off
Mtg #2
3/1
with
B.A.
links
to cloud
Mtg #3
10/11
with
C.K.,
A.S.
UU
Design Build/
Kickoff
Deliver/
11/14
Test;
LIVE
2/3/17
Daily work, backscanning
Dec
Student Financial Planning (SFP)

Staff of 7

Needs
 Faster
access to files
 Documents
 Match
were sometimes misfiled
documents with the student file
 Organize
student information prior to program
acceptance
 Streamline
 Reduce
workflows
time of audits
 Pre-audit
process reduced from two weeks to two days
Workflows – SFP – First-time Applicant
Workflows – SFP – Returning Student
Workflows – SFP – Adult Studies Student
Workflows – SFP final design
Academic Center (AC) - Registrar

Staff of 10 plus student workers

Needs
 Better
customer service
 Faster
 Eliminate
 Speed
access to documents – phone calls
misfiling of documents
sharing of documents across departments
 Reduce
the amount of paper
 Running
 Spend
out of space to store documents
more time on recruitment through enrollment process
Academic Center Workflows
Enrollment Services – Undergraduate
Admissions

Staff of 13

Needs
 Speed
up the admissions acceptance process
 Putting
together acceptance letter package faster
 Efficiently
connect and communicate with Student
Financial Planning to develop a financial aid package for
the new student
 Be
able to communicate with students and parents 24/7
 Security
of student confidential information
Undergraduate Admissions Workflow
Institutional Advancement

Staff of 5 and 3 – 4 student workers

Needs
 Security
of confidential personal and financial
information
 Better
interaction with donors
 Enhance
the process of tracking the donation
process
 Reduce
the time for audits
 Reduce
paper/file cabinets
Institutional Advancement Workflow
Celebrate the Success!
Questions & Answers
Contact Information

Jim Fall

President

iMAJ Data Company

6814 Hillsdale Court

Indianapolis, IN 46250

www.imajdata.com

O: 317-803-7483

C: 734-604-0577

[email protected]