1. Jim Sibenaller, Director Enterprise Architecture & PMO
Chuck Zettler,
Director Project Management

2. 34 Enterprise ECM Deployments
Since 2008, Loyola University Chicago has deployed 65 iterations of ECM technology.
Departments Live 34

3. Demand Growing Across Campus
1000+ Users

4. Transcript Tracking w/ Workflow
Workflow has reduced the amount of time required to exchange images (documents) between departments at different campuses.

5. Savings in Enrollment
2500+
man-hours a year in scanning and indexing.

6. Workflow Enhancement Action:
Productivity reporting no longer a manual process.
Impact:
Elimination of manual “tick” reporting.

7. 74% Integrating ECM with your SIS & LOB apps.
Single click document access makes info available in seconds rather than minutes.
74%
process improvement – reduces admin time and improves the student experience (or 3.7 FTE saved annually).

8. Workflow
Tip:
Implement basic workflow to start and add advanced features based on readiness.

9. Know Your Soft Metrics:
• Less printing, less paper, less ink/toner
• Reduction in storage/more available space
• System is easier to use
• Improved document quality
• More secure
• Faster document retrieval times
• Reduced routing of paper
• Common language
• Documents available sooner in the process

10. University Business
Spring 2013 Models
of Efficiency
Award Recipient -
Accounts Payable.

11. Fast Facts: • 15,597 students • 3000 faculty and staff
• 14-to-1 student/faculty ratio
• 71 undergrad majors and 71 minors
• 80 majors & 80 minors
• Multi-Campus Environment

12. Documents
[ ]
[ ]
3.5 M
Docs in
System
1250
Document
Types

13. 2
Number of failed attempts before…
Success!
Don’t give up!

14. Innovative Use
Using ECM and Workflow to extend the life of existing, pricey to replace systems — like our ERP.

15. Student processing between departments and campuses.
Challenge
Student processing between departments and campuses.
Solution
Workflow and secure, electronic access to information.

16. Fast Facts: 47,922 students 33% full-time; 67% Part-time 4 locations
17,117 students receive financial aid
52 programs of study
2,400 full-time and part-time staff and faculty

17. 33,000
Number of students applying for financial aid each year.

18. Secure Outsourcing Financial Aid outsourcing verification and
appeals to 3rd party company of seasoned, work-from-home staff saving time and money.
Result: Enrollment Boosted

19. Financial Aid Verification Time slashed to a mere 2 days.
Inefficiencies in the past caused delays of up to 6 weeks.

20. Serving our Veterans Efficiently
Veterans require more paperwork. Funneling forms through DocFinity keeps information at our fingertips and locates forms in the approval process.

21. University Business
Summer 2010 Models
of Efficiency
Award Recipient -
Financial Aid.

22. [ ] [ ] 133 Point-of-Entry Scanning
Number of desktop scanners across 4 campuses, 20 departments.
[ ]
[ ]
410
Document
Types
2.1 M
Docs in
System

23. “Quick-Scan” Developed w/ our ECM vendor.
Students can submit any enrollment document at any location and it becomes instantly available to staff.

24. Be Diligent with your Product Selection
Know Your Needs
Conduct face-to-face interviews with 10 Core Departments to determine institutional needs.
Be Diligent with your Product Selection
Engage in best practice research
Clearly identify your client needs and wants
Talk to your peers to see how they do it
Use an RFI/RFP process to narrow your search
Interview existing customers to get their feedback
Pilot software
Tips to
Get it Done!

25. Implement based on readiness. Keep Evaluating! Get it Done!
Deliver what people can consume.
Match your implementation process to your client’s process/culture.
Engage Your stakeholders & communicate relentlessly
Be prepared for quick client adoption and wide spread demand
Continually monitor system growth and support resources (don’t let demand exceed resources)
Keep Evaluating!
Tips to
Get it Done!

26. Make sure your ECM system includes: ROI & Metrics: Get it Done!
- Ongoing support & upkeep
- Security administration
- Enhancements
- Production updates
ROI & Metrics:
Measure simple, measure often
Metrics can be hard or soft
Take measurements before implementing so that you can note progress
Tips to
Get it Done!

27. Get it Done! Our Solution of Choice…
Imaging, Document Management, BPM/Workflow, and Records Management
Tips to
Get it Done!