1. OnBase Infoshare 11/24/2014

2. Agenda What is OnBase? OnBase at IU – Past, Present and Future IU’s Electronic Document Management Strategy Example use cases New Products Demo What should you do if you are interested in OnBase? Questions?

3. What is OnBase?

4. Enterprise Content Management System (ECM)

5. The Past, Present & Future ~ 1999 - 20122012 - 20142014 - Beyond 1999 Physical Plant began using OnBase for basic storage and retrieval 40 + Additional departments added from 1999 to 2012 Development and maintenance within VPAD Departments pay fair share of maintenance costs 2012 – Ownership OnBase moved to UITS. Centrally managed and maintained. Enterprise license agreement signed – No more fair share costs EDM Strategy defined by Council of Enterprise Architects Adding staff to accommodate increased demand. Making development tools available to departments Developing training through UITS IT Training. Adding additional products

6. What is our EDM Strategy? “OnBase is the Enterprise EDM solution and is the official records repository for all institutional documents 1 ” “Sharepoint (with KnowledgeLake and Nintex extensions) is a complimentary solution to support non-institutional documents and workflows by departments with an investment and expertise in SharePoint” 1 https://kb.iu.edu/d/avqghttps://kb.iu.edu/d/avqg

7. What is our EDM Strategy? “UITS fully supports OnBase and has expertise and investment in managing it. We recommend use of OnBase for all groups starting to use document management tools and who wish UITS support and assistance in doing so” “UITS recommends that SharePoint/KnowledgeLake be used only by entities already using it or who have prior experience and adequate expertise in managing a secure SharePoint environment and who understand that UITS does not provide significant end user support for SharePoint and/or KnowledgeLake”

8. Undergraduate Admissions Used by all IU campuses for processing Undergraduate Admissions Live July 2014 Scanning and Optical Character Recognition (OCR) Data collection forms built within OnBase Extensive use of workflow Leverages real time integration between OnBase and PeopleSoft Pulls related student data based on student id Pushes decision and transcript information Allows PeopleSoft users to see supporting documents in OnBase

12. Travel Receipts

13. New Products MS Office Integration Outlook, Word, Excel, PowerPoint Mobile / iPad iOS, Android, Windows Multifunction Device (MFD) integration Premium Training Subscription Autonomy Full Text Search

14. DEMO

15. Mobile

18. What do I do next? Think about what business problem you want to solve Scanning, storage and retrieval Document workflow / approval Forms / Data Collection Integration with other systems Review OnBase premium training offerings (https://kb.iu.edu/d/beyn)https://kb.iu.edu/d/beyn Attend IU OnBase Training (once available) Send an email to onbase_consult-l@Indiana.eduonbase_consult-l@Indiana.edu Be patient as we work out the kinks and address the growing demand

20. Contact Information OnBase Team – onbase_consult-l@Indiana.eduonbase_consult-l@Indiana.edu Aaron Neal – aaneal@iu.eduaaneal@iu.edu Kevin Eder – keder@iu.edukeder@iu.edu Lisa Leedy – laleedy@iu.edulaleedy@iu.edu