2. U of T Engineering and DocuShare
The journey so far ...

3. Summary Background Engineering, Xerox and DocuShare Q&A
Facts and Figures
U of T context
Engineering, and a bit about me
Engineering, Xerox and DocuShare
Goal, Objectives
Vision
The Journey
Study, RFP, infrastructure, pilot; Current process; Lessons learned
Plans
Q&A

4. UofT Facts and Figures Students in 2011 - 2012 Undergraduate: 79,530
Domestic: 56,154, International: 8,009
Graduate: 15,367
Domestic: 13,509, International: 1,858
St. George Campus
41,182 undergraduate, 14,229 graduate students
Scarborough Campus
10,399 undergraduate, 226 graduate students
Mississauga Campus
11,679 undergraduate, 538 graduate students
Toronto School of Theology
903 undergraduate, 374 graduate students

5. UofT Facts and Figures Faculty and Staff Programs
The University of Toronto has 15,033 faculty and staff members for 2011 – 2012
Faculty: 8,900
Staff: 6,133
Programs
approximately 600 undergraduate programs.
approximately 170 graduate programs; this includes doctoral and master’s programs
approximately 40 professional programs

6. UofT Facts and Figures Residences and Clubs St. George Campus
The University of Toronto has more than 700 student clubs across all three campuses
St. George Campus
The University of Toronto at St. George has 11 residences: eight residences belonging to one of our seven colleges, Chestnut Residence, Graduate House and Student Family Housing.
The St. George campus is expecting to accomodate 6,160 students in its 11 residences for 2011 – 2012
The University of Toronto has a housing guarantee that covers all students entering their first year
Scarborough Campus
The Scarborough campus is expecting 765 students in residence for 2011 – 2012
Mississauga Campus
The Mississauga campus is expecting 1,500 students in residence for 2011 – 2012

7. UofT Facts and Figures Budget and Cost Library
The University of Toronto’s operating budget for 2011 – 2012 is $1.688 billion
The University of Toronto’s estimated economic impact in the GTA is approximately $6.3 billion
Library
The University of Toronto has 30 libraries
The University of Toronto has more than 18 million holdings
The University of Toronto library system is the third largest in North America

8. U of T Context Decentralized organizational structure
result of an historical coming together of distinct Schools and Universities over time.
Disparate discipline/governance specific operational requirements
Professional faculties (Engineering, Law …)
Medical (Medicine, Nursing, Dentistry …)
Arts and sciences (3 campuses)
Graduate research focus
Undergraduate teaching and learning focus

9. U of T Context The Centralization Pendulum
Some governance, infrastructure, systems and services institutionalized over time
Some remains or evolves ‘locally’ within the nodes of organizational hierarchy
Federal / Provincial / Regional / Municipal government analogy
Each dimension ebbs and flows back and forth over time
Best practices
Technology

10. U of T Context Enterprise / Institutional Systems and Processes
At any time, still operational gaps that get addressed divisionally based on local needs.
Registrar’s Offices in the double digits
Universities
Schools
Faculties
Colleges
Campuses

11. Engineering Facts and Figures
The Faculty of Applied Science & Engineering at the University of Toronto is the premier engineering institution in Canada and among the very best in the world.
4,850 undergraduates
1,600 graduate students
230 professors
6 departments and divisions
9 undergraduate degree programs
U of T Engineering is at the fore of innovation in engineering education and research.
And 1 Undergraduate Registrar’s Office

12. A bit about me … Student Private and public
NY 9T3 (9T2 + PEY)
Private and public
6 years government, software development, consulting, telecommunications
Academic Scheduling at U of T Engineering in 1999
Director Administrative Information and Technology Services
Providing technology infrastructure and services
Servers, desktops, mobile
File, Print, Web, Database, Security, Development
Associate Registrar, Information Systems
Exploiting technology
Automating registrarial processes and student services
Student Information Systems
Kuali Student
Electronic Student File

13. Engineering, Xerox and DocuShare
CAO Mission
Work smarter!
(I’m paraphrasing a bit.)

14. Engineering, Xerox and DocuShare
Objectives
Ease fleet management
auto monitoring of devices
Already automated ‘forms’ based processes …
… tackle ‘supporting document’ process automation
Admissions qualifications, doctors notes, immigration papers, name change documents
reduce effort required for these manual processes
improve service speed and quality
improve information availability

15. Engineering, Xerox and DocuShare
The Fleet Management Vision
Automated proactive replenishment of resources
Automatically triggered proactive maintenance
consolidated billing
The Electronic Document Management Vision
Searchable document repository
Foreign-key linked from primary Engineering systems
Joint Pilot, ‘Learn to fish’, departmental support
Meta-data driven hierarchical navigational structure
“Student_files” / [student number] / Session(s) / Process(es) / Document(s)
“Student_files” / [student number] / Process(es) / Session(s) / Document(s)
“Student_files” / [student number] / Session(s) / Document(s)
“Student_files” / [student number] / Process(es) / Document(s)
“Student_files” / [student number] / Document(s)

16. Engineering, Xerox and DocuShare
The Journey to date
Study
RFP
Infrastructure
Operationalize fleet management
EDM process selection and planning
Pilot EDM process
Learn

17. Engineering, Xerox and DocuShare
The Journey
Study of in place technology and corresponding costs
Omnibus RFP
Consolidate technology, plus new software and services
Many players in EDM space, many fewer in both HW and EDM
In depth onsite Proof of Concept with demo licenses
Selected Xerox
Overall cost neutral despite expanded capabilities

18. Engineering, Xerox and DocuShare
The Journey
Infrastructure implementation
MFP consolidation with “follow you” card swipe and/or password protected document release
XDM HW monitoring
DS CPX, NSI Autostore, Equitrac for Secure Access, high speed scanning
VMWare virtualization of Windows 2008 Server 64-bit for all servers
Fleet Management in place
Rough start aligning all systems and processes
Working well now
Users enjoying enhanced functionality
No more wasted paper!

19. Engineering, Xerox and DocuShare
The Journey
Pilot goals
New tool, sophisticated range of possible use cases and corresponding approaches
Desire for ‘best practices’ in our environment
To facilitate supportability
To avoid duplicating existing information bloat in yet another system ( , file server shares, physical files)
To identify compelling use cases for Engineering staff
Establish/Learn best practices through a limited access ‘control’ process pilot to experience reality of using various available features
Organic growth using a carrot, not a stick (organic carrots?)
Train balance of users on compelling use of relevant best practices, open the flood gates

20. Engineering, Xerox and DocuShare
The Journey
Pilot Selection and rational
Focus on most opportune and strategic workflow to get significant operational gains
Targeted ‘the student file’ at the Faculty level as initial vortex of paper processes
Tight control, limited stakeholders
Range of use cases
Range of feature exposure expected

21. Engineering, Xerox and DocuShare
The Journey
Pilot planning
Need cradle to grave solution
Targeted Admissions supporting documents first
Chronological start of file
Allows smooth process migration
Incrementally virtualize new active student files
Incrementally retire alumni paper files
population slowly migrates from paper to virtual
at some tipping point may batch convert remaining active paper files

22. UofT Facts and Figures Engineering Admissions
For 2011/2012 incoming class:
~9000 applicants
50% are from Ontario High schools and are required to submit few documents
25% from other Canadian province
remaining 25% are international
Applicants from all provinces and the Yukon
Applicants from over 110 countries representing all inhabited continents
Offers made to over 3400 students
Incoming first year class of 1354 students
23% of these students are female
mean Ontario High School average 90.6% (highest in the history of the Faculty)
We received in excess of logged documents to support applications (note some may be electronic)

23. Engineering, Xerox and DocuShare
The ‘Before’ Process
Existing decision support system, SPF (Reader)
Tracks document requirements
Adjustable document requirements
Parallel recording of document receipt
On paper file
On SPF once paper file ‘ready’
No ability to search for ‘ready’ or ‘almost ready’ paper files
Missed opportunities for proactive/strategic file handling

24. Engineering, Xerox and DocuShare
The ‘Pilot’ Process
Print custom scan cover page for each received package
Prepare package documents
Separate documents with generic ‘new document’ cover pages
Scan at Fujitsu, not MFP (fast, double sided, no jambs)
Wait to arrive in DS
Find and open in DS
Open applicant requirements to find match
If missing, find applicant in SPF and adjust requirements
Back to DS, refresh (web) screen to see new requirements inventory
‘Link’ virtual doc to (new) SPF requirement
SPF aware of and searchable for completeness of requirements satisfaction

25. Engineering, Xerox and DocuShare
Screen shots …

26. Engineering, Xerox and DocuShare
Lessons Learned
Efficiency is key
Integrated workflow functionality between DS and SPF Admin
Issue: both web based, changes in one not automatically reflected in other without screen refreshes, very disruptive for user.
Can’t keep up at peak mail times
Wow … it takes _lots_ of time and resources to open, separate, prepare, coversheet, scan, file and match ~10,000 docs. Plan better and resource appropriately.
So we didn’t … we stopped part way through. Fortunately, we had a Plan B: we had maintained the paper filing system and were able to just skip the whole scanning process.
Customization
Used customized 3rd party add-on for integration of external meta-data from existing process admin/decision support system
Because it was customized, limited flexibility to use otherwise built in configuration features

27. Engineering, Xerox and DocuShare
The Plan moving forwards
Fix and evolve pilot
Remove customizations
Implement pre-printed Foreign Key coversheets to eliminate printing custom cover sheets.
Possibly scan all documents in a package as one big document to eliminate the need to separate docs and add individual separator pages
Remove linking process from DS: record identification atomically at first inspection within our system
AutoStore will use FK to pull meta-data from our system to populate DS meta data for auto-filing
Other coordinated formal process uses
CEAB
Purchase requests and approvals
Individual/Personal use
Routing
Windows 7, Office 2010/2011 compatibility?
Departmental use

28. Thanks!
Questions?