Tulane University – New Orleans

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

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

Students, Faculty & Staff Enrollment 2010-11 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

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

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

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

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

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

System Technical Components

DocuShare Structure

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

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

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

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?

Your Stuff, My Stuff, the Boss’s Stuff

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 email with direct links Dean’s letters

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

Workflow Enhancements – Quality Control

Use Enhancements – Specialized Search

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

Form Type: Manual Paper

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

Form Type: Electronic Paper

Form Type: Hybrid

Form Type: Hybrid

Form Type: Digital

Form Type: Digital Database

Form Type: Digital

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

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

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

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

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

Questions mbritt@tulane.edu

Thank you www.tulane.edu