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

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

Demand Growing Across Campus 1000+ Users

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

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

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

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).

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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!

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!

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!

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