Kent State will describe their on-boarding process for areas that wish to convert their paper-based processes to Docusign. The link between Docusign and Application Xtender will also be covered.

Matthew Pahls & Matthew Blatnick DocuSign Matthew Pahls & Matthew Blatnick docusignadmins@kent.edu 330.672.3455 Agenda  Vision Benefits Use Cases Governance DocuSign Connect DocuSign APIs Ellucian AppXtender 10:15-11

Vision   To empower Kent State to send, sign, and manage documents anytime, anywhere, on any device with confidence.  DocuSign replaces printing, faxing, scanning and overnighting documents with a way to make every approval and decision digital. 

Benefits Get Started Immediately Replacing public facing PDFs Reducing Risk Supported full mobile Enablement Ability to legibly read documents Employee On-boarding alone 60% of documents are completed under one hour Average completion of a hire went from weeks to 1.5 day

Use Cases FAFSA forms Student applications Change in Major Employee onboarding Procurement RFPs Student applications Financial aid and scholarships Transfer requests Requests for postponements

The Numbers 

Document Gathering & Preparation Governance  STEP 1 Discovery DocuSign Discovery support.kent.edu STEP 2 Document Gathering & Preparation STEP 3 Training & Development STEP 4 Execution Onboarding, Testing, Promotion STEP 5 Production “Go Live” and Refinement 1 Discovery Process – We talk about the reason’s you wish to move to electronic signatures Most important thing we do is listen This is the overview of how Kent State does DocuSign Talk about the development environment Provide Access to development environment. Creating an environment where groups feel free to try things out. Introduce Training Opportunities Introduce Roles & Responsibilities Discuss Support Methods (DocuSign & Kent State University) 2 Document Gathering & Preparation – Document the business process surrounding each template Review of the business process and it’s impact Branding considerations are made Email templates are defined 3 Training DocuSign University (Sending, Signing, Developers, Administration, Integrations (Google, Salesforce) In-Person Sessions DocuSign Workflow – General Navigation (November 8, 9:15AM) DocuSign Templates – Create and enable templates (November 8, 10:50AM) 4 Execution Groups develop their templates out and test internally IS assists with any and all questions; frequently using WebEx to resolve impediments Reviews and correct templates Promote to production. 5 Production Groups actively use templates in a production capacity Templates change and are promoted using agreed upon SLA and our support website support.kent.edu Functional units only have sender access in production environment

DocuSign Connect Replacement of DocuSign Retrieve Automated retrieval of DocuSign documents Speedy, at Envelope Completion Our usage?

DocuSign APIs Variety of uses Scheduled vs. Ad-Hoc Our usage?

Ellucian AppXtender Provided tool for Automated Indexing Saved time Our usage?

How can I use these tools? Document Status Document Retrieval Document Retention

Application Usage University Retention Policy Shared Drives or AppXtender

Helpful Information Search - DocuSign University Docusignadmins@kent.edu 330.672.3455