Paperless University Initiative  Timeline of our progression as a Paperless University  Implementing our Paperless University  Supporting our Paperless University

Paperless University Timeline Proposal ► Loyola strategic plan developed ► Enterprise Content Management project proposed by cost savings committee ► Case study focusing on 8 business units and academic departments Forms, letters, workflow, pain points, software, document retention “Paperless University As-Is Document”

Paperless University Timeline Departments1 Users19 ► Paperless University initiative approved by President’s cabinet and to be centrally managed under CIO ► Perceptive Software selected ► Human resources is first Paperless University implementation Ellucian Colleague integration New hire process ProposalHR

Paperless University Timeline ► Begin focus on student lifecycle Undergraduate admission & graduate admission offices implemented ► Enterprise adoption begins Graduate admission workflow extends reach to academic departments Departments13 Users152 ProposalHRAdmission

Paperless University Timeline ► Accounts payable office implements electronic invoice approval 10 purchasing departments Over 50% of total invoices ► Additional graduate admission programs go live Departments20 Users216 ProposalHRAdmissionA/P

Paperless University Timeline ► Academic advising office makes student records available to advisors ► Classes of 2015 and 2016 fully electronic ► By 2015 all student records will be electronic ► Common Application live Departments23 Users453 ProposalHRAdmissionA/PAdvising

Paperless University Timeline ► Records office workflow implemented Graduation application and approval Master schedule generation ► Future paperless plans Retention policy management Athletics, international programs, student development, advancement Departments26 Users480 ProposalHRAdmissionA/PAdvisingRecords

Implementing a Paperless University  Develop Strategy  Capture  Process and Integration  Store, Search, Retrieve

Implementing a Paperless University - Strategy  Business process analysis Map “as-is” and “to-be” processes  Project management methodology  Identification of business offices using parallel strategies: Student lifecycle Administrative offices  System integration

Implementing a Paperless University - Capture  When and how to backscan  Focus on document retention  Scan documents immediately upon receipt  Progression to electronic capture

Implementing a Paperless University – Capture  Eliminate paper forms

Implementing a Paperless University – Process and Integration  Leverage automation wherever possible  Integration with core business applications Ellucian Colleague & Recruiter RuffaloCODY Enrollment Manager  And business partners Common Application Bank of America

Implementing a Paperless University – Store, Search, Retrieval  Documents in Perceptive Content  Ease and benefits  Cost and space savings

Supporting a Paperless University  Staff & Support  Continual Improvement

Supporting a Paperless University – Staff & Support Loyola Paperless User’s Group  Staff and roles  Departmental power users Liaisons between IT and departments Help strategize, troubleshoot & disseminate information  Keep users engaged  Document everything!

Supporting a Paperless University – Continual Improvement  Set goals and key indicators with each project  Follow up after delivery What’s working? Does the workflow still make sense? Unexpected consequences? Additional training?  Reporting  Set new goals DesignImplementMeasureAnalyzeImprove

Takeaways  Executive sponsorship  Key partners within all divisions of the University  Project management  Roles – business analyst & technical