The American Council on Education (ACE) selected Enterprise Consulting Partners (ECP) to implement a Document Management System that combines workflow, document management, imaging into a single integrated web-based application.
Customer Profile:
ACE, the major coordinating body for all the nation's higher education institutions, seeks to provide leadership and a unifying voice on key higher education issues and to influence public policy through advocacy, research, and program initiatives.
Its members include approximately 1,800 accredited, degree-granting colleges and universities and higher education-related associations, organizations, and corporations.
Business Objective:
The main reason ACE wanted to use workflow and document imaging was to improve communication and information sharing across departments. ACE wanted to initially use these technologies to automate several departments and later deploy the solution to the rest of the organization.
The initial departments selected to utilize the technology include:
Finance and Accounting
GED
Military Programs
Procurement and Document Solutions
Issues:
The main concerns for the identified departments included:
Improving inefficient work processes
Reducing paper logs
Improving communication issues across departments
Reducing paper utilization
The Finance and Accounting Department, which utilizes PeopleSoft for the accounting and back office processing, were interested in a solution that would integrate document images for retrieval within this system.
The Military Programs Department, which provides guidance to colleges and universities in the award of credit for learning acquired through the successful completion of formal military courses and occupational training. This department has approximately 9,000 Course Files in rolling cabinets that needed to be digitized and captured into an electronic document management system. They also needed to monitor and track the flow of work around the course and occupational evaluation processes.
The General Educational Development Testing Service (GEDTS) develops and distributes GED Tests to more than 600,000 adults worldwide each year. The GEDTS program needed to digitize current and historical documents and wanted a quick and secure way to manage and retrieve documents. Additionally, this department needed to integrate with PeopleSoft’s order processing module to facilitate requests.
The Procurement and Document Solutions Center, which maintains documents such as procurement documents and work orders, wanted to convert several years of old documents and start scanning and indexing new arriving Work Order files.
ECP’s Solution:
ACE selected OnBase, from Hyland Software. ECP, a premier OnBase partner was selected to implement the applications and integrate it with the ACE’s PeopleSoft Enterprise Resource Planning (ERP) system.
OnBase combines the technologies of workflow, document management, imaging and COLD into a single integrated web-based application. By incorporating more out-of-the-box functionality than any other IDM system, OnBase offers the high-performance of custom code along with the rapid deployment, proven reliability, and low cost-of-ownership of an off-the-shelf application.
The OnBase system has many features, which have greatly enhanced ACE ability to manage their workload. The core features of the system include:
Provides a role based workflow allowing appropriate security access at each of the job functions
in the process
Integration with back office applications like PeopleSoft and Banner
Allows for the scanning and capture of documents
Business routing logic as well as flexible ad hoc routing capability
Results:
Together, ECP and ACE have created a more integrated organization that utilizes workflow and document imaging for improved efficiency. Some of the benefits include:
ECP can integrate with back office applications like PeopleSoft and Banner
Reduced Costs and Less Paper. Imaging and Workflow have moved ACE files from the file room to a desktop PC.
Improved Productivity. ECP has helped ACE increase efficiency by eliminating the task of moving paper around and reducing the number of people required to complete business tasks. Routine functions are now automated; procedures are enforced, which results in consistency and reliability. Staff can also have quick access to documents.
Controlled Access to Information. ACE can now securely and intelligently share documents and information throughout the organization.
Eliminate lost documents. ACE now has a mechanism for electronic backups and data recovery. In the event of a natural disaster, ACE is free from risk against loss of important files and other business assets and has improved compliance with regulations.
Customer Profile:
ACE, the major coordinating body for all the nation's higher education institutions, seeks to provide leadership and a unifying voice on key higher education issues and to influence public policy through advocacy, research, and program initiatives.
Its members include approximately 1,800 accredited, degree-granting colleges and universities and higher education-related associations, organizations, and corporations.
Business Objective:
The main reason ACE wanted to use workflow and document imaging was to improve communication and information sharing across departments. ACE wanted to initially use these technologies to automate several departments and later deploy the solution to the rest of the organization.
The initial departments selected to utilize the technology include:
Finance and Accounting
GED
Military Programs
Procurement and Document Solutions
Issues:
The main concerns for the identified departments included:
Improving inefficient work processes
Reducing paper logs
Improving communication issues across departments
Reducing paper utilization
The Finance and Accounting Department, which utilizes PeopleSoft for the accounting and back office processing, were interested in a solution that would integrate document images for retrieval within this system.
The Military Programs Department, which provides guidance to colleges and universities in the award of credit for learning acquired through the successful completion of formal military courses and occupational training. This department has approximately 9,000 Course Files in rolling cabinets that needed to be digitized and captured into an electronic document management system. They also needed to monitor and track the flow of work around the course and occupational evaluation processes.
The General Educational Development Testing Service (GEDTS) develops and distributes GED Tests to more than 600,000 adults worldwide each year. The GEDTS program needed to digitize current and historical documents and wanted a quick and secure way to manage and retrieve documents. Additionally, this department needed to integrate with PeopleSoft’s order processing module to facilitate requests.
The Procurement and Document Solutions Center, which maintains documents such as procurement documents and work orders, wanted to convert several years of old documents and start scanning and indexing new arriving Work Order files.
ECP’s Solution:
ACE selected OnBase, from Hyland Software. ECP, a premier OnBase partner was selected to implement the applications and integrate it with the ACE’s PeopleSoft Enterprise Resource Planning (ERP) system.
OnBase combines the technologies of workflow, document management, imaging and COLD into a single integrated web-based application. By incorporating more out-of-the-box functionality than any other IDM system, OnBase offers the high-performance of custom code along with the rapid deployment, proven reliability, and low cost-of-ownership of an off-the-shelf application.
The OnBase system has many features, which have greatly enhanced ACE ability to manage their workload. The core features of the system include:
Provides a role based workflow allowing appropriate security access at each of the job functions
in the process
Integration with back office applications like PeopleSoft and Banner
Allows for the scanning and capture of documents
Business routing logic as well as flexible ad hoc routing capability
Results:
Together, ECP and ACE have created a more integrated organization that utilizes workflow and document imaging for improved efficiency. Some of the benefits include:
ECP can integrate with back office applications like PeopleSoft and Banner
Reduced Costs and Less Paper. Imaging and Workflow have moved ACE files from the file room to a desktop PC.
Improved Productivity. ECP has helped ACE increase efficiency by eliminating the task of moving paper around and reducing the number of people required to complete business tasks. Routine functions are now automated; procedures are enforced, which results in consistency and reliability. Staff can also have quick access to documents.
Controlled Access to Information. ACE can now securely and intelligently share documents and information throughout the organization.
Eliminate lost documents. ACE now has a mechanism for electronic backups and data recovery. In the event of a natural disaster, ACE is free from risk against loss of important files and other business assets and has improved compliance with regulations.
