1. Tulane University – New Orleans

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

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

4. 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

5. 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

6. 177 years = lots of paper Reducing paper is an outcome
Solving daily and changing business challenges is the goal

7. 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

8. 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

9. 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

10. DocuShare Structure

11. Scalability
Security
Use requirements
Compliance
Performance

12. 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

13. 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

14. 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

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

16. Your Stuff, My Stuff, the Boss’s Stuff

17. 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?

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

19. Intelligent Scanning at the Device

20. Coversheets and Capture

21. 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 with direct links
Dean’s letters

22. Form Type: Hybrid

23. Form Type: Hybrid

24. Form Type: Digital

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

26. 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

27. Community Training and Help

28. Workflow Enhancements – Quality Control

29. Use Enhancements – Specialized Search

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

31. Questions