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

Agenda The Dilemma The Solution Questions

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

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 Using outdated forms Processing forms/petitions are time consuming Accessing student forms and files Small school, small budget

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.

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

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

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.

The Solution: Workflows Simple workflows

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

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.

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

The Solution: OnBase

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

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.

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.

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

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?

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

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 emailing, 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

Questions?

THANK YOU. Name: Jackie Semana Email: jacqueline. semana@nsc THANK YOU! Name: Jackie Semana Email: jacqueline.semana@nsc.edu Name: Marquis Lee Email: marquis.lee@nsc.edu Amber Gomez Email: Amber.Gomez@csn.edu

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