1. Tulane University – New Orleans

2. DocuShare: Strategy and Applications at Tulane University
Mike Britt
Assistant Vice President for University Services

3. Tulane University Founded in 1834 as Medical College of Louisiana
10 Schools including 5 professional schools
60 + academic departments
2 major campuses, 2 additional research center campuses, 4 satellite campuses in 3 states
A Leading Private Research Institution
Member of Association of American Universities
$700 million annual operating budget

4. Students, Faculty & Staff
Enrollment
Undergraduate: 7,803
Graduate and Professional: 4,819
Total: 12,622 — 6,866 females & 5,756 males
Tulane received more applications in 2010 than any other private university in the United States.
Personnel
Approximately 5,180 employees excluding students
1,100+ Full-time Faculty
Largest private employer in New Orleans

5. DocuShare History Initial Installation 2001 Current Version 2.0
50 users
Flowport scanning system
Current
3 Production servers Version 6.5.3
1 Development/Test server
100 CPX users, 400 DS users, 200 Read only users
Multiple scanning and input systems
2+ million documents managed

6. File Cabinets vs. Solutions
Solve daily and changing business challenges
Migration more than revolution

7. Strategic Vision A service to support improved business processes
Provide direct to digital repository workflows
Convert paper files
Reduce time to completion for document tasks
Reduce total operating costs
Improve the “Tulane Experience” for all

8. DocuShare as a Foundation
Combined value is greater than the sum of the parts
Each implementation yields greater and faster ROI
Continuous incremental improvement assures future value
Multi-user, distributed access
Enhanced Function & Integration:
Report systems, Forms,
Workflow, Alerts, etc.
Base ECM functions: Repository, Image Capture, OCR, Meta-data, Search
Performance / Value

9. From Installation to Solution
DocuShare
Originally – a software package
Became – A System – asset
Now – a solutions tool set
“Middleware”
SmartSend, Scan-Flow-Store, AutoStore, Distiller
Team training and experience

10. System Technical Components

11. DocuShare Structure

12. Tulane DocuShare Processes
Current Processes:
Prospective Processes:
Accounts Payable
Employment Records
Accounting
NCAA Compliance Records
Graduate Medical Education
Student Financial Aid
Undergraduate Student Advising
Undergraduate Admissions
Technology Invoicing
Graduate Business Education
Katrina Recovery Process/Archive
Academic Promotion & Tenure
HR Employment/Compensation Jobs

13. Sample Business Cases
$2 million FEMA claim is prepared 1 month faster and approved 1 month faster, value is $20,00
Saving 60 staff members save 10 minutes per day is a 2.22% improvement and worth $37,500/yr
10 Advisors each save 2 hours per week (5.3%)
Cost justification is $23,893
Process improvement includes improved student GPA, student retention, graduation rate, enhanced customer services and improved collaboration
Tulane’s Katrina damage is in excess of $600 million, Over $400 million is involved in insurance, state, or FEMA claims. A 2 month improvement in cycle speed is worth $4 million dollars. 10 Advisors are 1/3 of the pool.
Xerox Internal Use Only – Xerox Confidential – Xerox Third Party Confidential – Xerox Personal Confidential 13

14. Document Process Steps
Capture
Transport
Index
Store
Secure
Find
Share
Create / Enhance
Create or Enhance, and/or Capture, Transport, Index, Store, Secure, Find, Share

15. New Use Planning What will be included in your collection?
How will you add new materials?
How do you organize your files today?
How would you like to be able to find items?
Who will need to use the system?
How many items will be added per year?
Do you need to include previous records?

16. Your Stuff, My Stuff, the Boss’s Stuff

17. Automated Input - Reports
Reports are formatted and named at host
Transferred as a print stream to a virtual print server
Converted to searchable PDF and locked
Transferred to DocuShare
Indexed by name and date-time stamp
Inherit appropriate access rights based on locations
Users alerted to new reports via with direct links
Dean’s letters

18. Our User Community Users Create Store Share Recycle Craftsmen Managers
An Exercise in Change Management

19. Workflow Enhancements – Quality Control

20. Use Enhancements – Specialized Search

21. Think Input: Forms Issues
Forms and form processing
Internal users vs. external users
Authorization and verification
Single step vs. multi step processing
Repository vs. database
Migration vs. revolution

22. Form Type: Manual Paper

23. Electronic Forms (eForms)
Reduce redundant activity
Reduce waste
Meet or exceed customer expectations
Speed transactions
Reduce error
Meet compliance requirements

24. Form Type: Electronic Paper

25. Form Type: Hybrid

26. Form Type: Hybrid

27. Form Type: Digital

28. Form Type: Digital Database

29. Form Type: Digital

30. ECM (and team) in Disaster Recovery
Foundation for Disaster Recovery
Speed transactions
Meet compliance requirements
Enhance collaboration
Reduce redundant activity

31. Lessons: ECM vs. the Budget: Think Big
Strategic
What can ECM do for your company? Your industry?
How can it scale?
How can it be enhanced?
Can it be flexible for changing business needs?
What do you need next year? Next decade?
Establish a vision

32. Lessons: ECM vs. the Budget: Start Small
Be Tactical
What helps the users? The managers?
Costs and gains are in the same unit
Fewer users, internal users
Fewer meta-data fields
Early input and review
Minimal initial back file conversion
Organize/implement as a project
Prepare users – practice change management
Initial ROI of 1.5 to 3 years

33. Lessons: Success Plan Measure Improve/Enhance
Invest in your implementation team
Remember your user community
Repeat (for a new need)

34. Current Challenges Integration and consolidation Back file conversions
Budget
Resources
Structure
Velocity of Change
Server technology, virtualization, cloud computing
Application complexity, vendor or product change
Mobility trends
Security Issues
Records Management

35. Questions

36. Thank you