1. Blazing the Trail with OnBase Workflows
Jackie Semana, Assistant Registrar
Marquis Lee, Office Manager
Amber Gomez, Academic Advisor

2. Agenda
The Dilemma
The Solution
Questions

3. Campus Profile Nevada State College (est. 2002)
4300 students as of Fall 2017
2,700 FTE
600 Full & Part Time Faculty and Staff
4 year institution with 35 degree programs in Education, Nursing, and Liberal Arts & Sciences

4. The Dilemma
Physical files stored in fireproof cabinets requiring physical storage space.
Using outdated forms
Processing forms/petitions are time consuming
Accessing student forms and files
Small school, small budget

5. OnBase Nevada State College implemented the use of OnBase in 2013.
E-Forms
Easier access
OnBase
Workflows
Multiple users
Save Office Space &
Save Money
Keeps a staffing log
Security Roles
What is OnBase?
It is a documenting and imaging software, however, it has more functionality to it than just that.
OnBase allowed us
Easier accessibility to student’s file – simply login to OnBase
To have multiple users viewing a student’s file
Designate which offices can view parts of a student’s file
View of a staffing log – See which staff reviewed a student’s file
To save office space – we do not have to buy more fireproof cabinets
Save money (less printing)
To have Workflows and e-forms!
Nevada State College implemented the use of OnBase in 2013.

6. The Solution: OnBase
The first project, dealing with physical files, the Scanning Project.

7. Solution: OnBase Workflow
Student submits an application.
Admissions collect transcripts
Admissions sends complete file to Registrar
Registrar’s articulate transcripts
Admissions Admits or Deny student’s application
Admitted students files are sent to the Registrar’s

8. From there, ITS helped us create workflow
From there, ITS helped us create workflow. Actually, this is one of our complicated workflows.
But workflows do not have to be complicated. We set this workflow up for transcripts. We also set one up for Non-Traditional credits.

9. The Solution: Workflows
Simple workflows

10. Solution: Student Forms
Next phase, creating e-forms and a workflow to go along with it.
Change/Add of Major form was the first form to be converted.
Roughly 18 hours per week saved processing forms

11. Solutions: E-Forms
Just like the workflow, you can make them as simple as you want them to be or more robust. OnBase e-forms are quite intuitive. A majority of the Registrar e-forms has authentication. With the help of our ITS department, we were able to pull in student data from our SIS Data Warehouse.

12. Solutions: E-Forms
We also pull in the student’s information for at a glance information such as
Current Major – if you’re students are like our students, they don’t always remember what their current major is
Academic Level
Cum Credits
FA Year Activation

13. The Solution: OnBase

14. Solution: E-Forms Demo
From a student’s perspective, filling out a Change/Add of Major form.

15. Solution: OnBase Workflow
Student submits an Change/Add of Major form.
Academic Advisors receive and review request.
Does the student need to come and talk to an advisor to go over requirements?
If ‘Yes,’ which advisor does the student see.
Advisor signs off on request and send to Registrar’s Office for Processing
Registrar’s Office processes request.
Similar to create the Transcript workflow between Admission & Recruiting and Registrar’s, we had to think of the process before building out a workflow. Again, we had to look at the big picture and break it down into parts.
At NSC, we articulates all transfer work. Articulation of courses happens at the Registrar’s Office.
We worked with ITS on creating a workflow.

16. Solution: E-Form and Workflows
This how our workflow came out.
As I mentioned earlier, the Change/Add of Major is one of our most used forms but it is also one of the most complicated workflows we had to create. You can see here that our forms can go back and forth between departments.
Go back to OnBase and show the Change of Major workflow from administrative side.

17. Solution: E-Forms and Workflows
Integrate notification
Workflow Notifications
Another aspect we took advantage of with OnBase is the use of Workflow Notifications. We created templates to communication with students.
Students automatically received a confirmation that their form was submitted
Students received an once their form was processed
You can tailor your workflow notifications
Send notification during each step of the way
Send a confirmation and processed
Send one

18. Technical Components Campus Provided: OnBase SOAP Server
PeopleSoft Campus Solutions
SIS Data Warehouse
OnBase
Hyland Global Cloud Services
Unity Client & Web Client
Unity Forms
Virtual Printer Driver
Workflow/Studio
To make all of this happen, what do you need?

19. Honorable Mentions Shared OnBase instance with 4 other institutions
Workflow process is a learning curve.
More transparency: workflow accessibility & document history
Faster approvals & no more ink signatures
Ability to attach documentation to e-forms
Share instance: coordinating with other admins from other institutions, filtering through keywords
Workflow
You created your workflow and thought it through carefully. You’ve tested it and made it live. A few months have passed and you realized you need to tweak it a little bit. But you need to keep in mind that these workflows are live.
Transparency: access to all queues, ability to view document history and dates/who did what
Customer Service: everyone can tell student where doc is in process if asked, everyone can see status/comments; informative and timely notifications

20. The Solution: OnBase
“OnBase allows students to complete and submit forms online, where they become instantly available for processing in our office. This saves students the hassle of printing, scanning and ing, and ensures their information is delivered accurately and in real time.”
And before we go into Questions, I want to leave you with a quote form our Director of Financial Aid.
Anthony Morrone
Director of Financial Aid
Nevada State College

21. Questions?

22. THANK YOU. Name: Jackie Semana Email: jacqueline. semana@nsc
THANK YOU! Name: Jackie Semana Name: Marquis Lee Amber Gomez

23. THANK YOU. ITS Team Name: Kat Mulvey Email: kat. mulvey@nsc
THANK YOU! ITS Team Name: Kat Mulvey Name: Stephen Rubio