Tulane University – New Orleans

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

Presentation Plan Who we are Our ECM vision What we have done How we do it Questions

Tulane University - History 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

Tulane Stats and Facts Enrollment 2011-12 Undergraduate: 8,338 Graduate and Professional: 5,021 Total: 13,359 2015 Class applicants: 38,373 Personnel (approx) Full-time faculty: 1,150 Staff: 1,550 Total employees: 4,400 Largest private employer in New Orleans Annual operating budget: $750,000

177 years = lots of paper Reducing paper is an outcome Solving daily and changing business challenges is the goal

Strategic Vision A service to support improved business processes Convert paper files and processes – migration, not revolution Reduce time to completion for document tasks Improve the “Tulane Experience” for all

DocuShare History Initial Installation 2001 (version 2.0) Current 50 users (Research media and production) Flowport scanning system Current 3 Production servers Version 6.5.3 1 Development/Test server 6.6.1 60 CPX users, 400 DS users, 200 Read only users Multiple scanning and input systems 2+ million documents managed 10+ million pages managed 3,000 file cabinet drawers, 4 tall 500 (yards/meters) long

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

DocuShare Structure

Scalability Security Use requirements Compliance Performance

DocuShare – A Business Tool Achieve “economies of scale” Improve speed and accuracy of operations Improve user experience Reduce total costs The one word measure - PRODUCTIVITY

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 14

Implementation/Expansion Steps Design – Collaboration - Consultation Demonstration Assessment (current and future) Prototype Review Implementation – Change Management Structure Policy Pilot Training

Your Stuff, My Stuff, the Boss’s Stuff

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?

Productivity - Input Earlier, faster and more accurate Device driven Coversheets and capture Automated reports and input E-Forms Synchronized systems

Intelligent Scanning at the Device

Coversheets and Capture

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

Form Type: Hybrid

Form Type: Hybrid

Form Type: Digital

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

Users by OS User Group Staff & Administration 85% Windows (W7 & XP) 15% Mac OSX Faculty 70% Windows 30% Mac OSX Student 70% Mac OSX 30% Windows Mobile 80% Smart Device 20% Other

Community Training and Help

Workflow Enhancements – Quality Control

Use Enhancements – Specialized Search

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

Questions mbritt@tulane.edu