Leveraging Technology Solutions in the Registrar’s Office Monday, April 15th.

Leveraging Technology Solutions in the Registrar’s Office

Monday, April 15th

Today’s Speakers

Bill Burig

Associate University Registrar

Duke University

Jodi Thiel

Sr. Account Executive – Education

Perceptive Software

© 2013 Perceptive Software, LLC. All rights reserved.

Agenda

Introduction to Duke University

Selecting a Solution

Life with Perceptive Software

Efficiencies/Benefits

Lessons Learned

Future Plans

Q&A


Introduction to Duke University

Duke University is a private research university located in Durham, North Carolina

Home of the Blue Devils, Duke University has 13,000+ undergraduate and graduate students enrolled in two undergraduate schools (Trinity College of Arts & Sciences and Pratt School of Engineering) and eight graduate and professional schools (Divinity School, Fuqua School of Business, Graduate School, Law School, Medical School, Nicholas School of the Environment, Nursing School, and the Sanford School of Public Policy)

“Duke Forward” capital campaign launched recently with a goal of raising $3.25 billion

Duke University is home to the world’s largest sanctuary for rare and endangered prosimian primates


Lemurs


Life Before Perceptive Software

What prompted our need for an ECM (Electronic Content Management) solution? Elimination of misplaced/missing student records

Space allocated for documents becoming scarce

Need to scan and archive old transcripts

Relocation of old transcripts

Elimination of legacy database

Provide better service to students (ability to access records quickly and respond to inquiries and questions)


Solution Goals

What did we want to achieve with our ECM solution?

Remote access to all documents at all times1

Quick and easy document retrieval2

Document security (having electronic copies in a secure application3

Workflow capability4

Sharing documents across campus when appropriate5


Selection Process

Why did Duke University choose Perceptive Software?

Perceptive Software’s ability to integrate with PeopleSoft

Positively recommended by other users

Ease of use – easy to set up and train other users



How does Duke use Perceptive Software?

Transcripts

Email – communications

from/responses to students

Form submissions

Dean’s permissions

AttritionsReturns to program

Document storage and retrieval

Worksheets/ eForms attached to documents – use for admissions evaluation

and checklists

Work flow

Admissions

Registrar

Global Education

Financial AidEvaluations Checklists



Office of the University Registrar Medical School Registrar Financial Aid Bursar Undergraduate Deans Professional Schools Student Records Office Admissions

UndergraduateGraduate EngineeringNSOE - environment

Fuqua Business School

NursingDivinity

What Departments Use Perceptive Software?


Efficiencies/Benefits

What efficiencies has Duke gained from Perceptive Software?

Less paper = more space

Document portability and quality

Reduced paper cost and document duplication

Increased customer service

Reduction in some temporary staffing during peak seasons

More efficient processes – able to process higher document volumes in less time and with same number of staff


From Faculty/Staff’s Perspective

User-friendly interface

Easy to configure

Shared access to documents

Elimination of manual processes

Knowledgeable and supportive Perceptive Software staff (Account Executive, Project Managers, Support)

No need for staff to keep local copies of documents (file management)

What specific benefits does Perceptive Software provide the staff?


From Faculty/Staff’s Perspective

Offices can provide quick identification of document status

Prompt document retrieval and turn-around (transcripts)

Better response to problem situations – everyone has access to “the trail”

What specific benefits does Perceptive Software provide the students?


Lessons Learned

Have an overall view of how to do set-up

Spend time assessing security – who should have access to view, delete, modify, add annotations, etc.

Identify naming conventions that can be used across multiple and future implementations

Take time to evaluate current processes before implementing. This leads to an improved process and a better implementation (don’t just make the existing paper process electronic)


Lessons Learned

Feel OK about implementing projects in phases or to add departments and offices as you become more familiar with the product

Replicate development (iScripts, workflows, etc.) where possible. Tweaking an existing process to match an office’s specific process, enables the familiarity and makes managing maintenance easier over time


Future Plans

On the Horizon…..

Expand use in the academic departments

Increase the use of eForms (Attrition, Return to Program, and Dean Permission Forms)

Increased use of workflow (e.g. transfer credit approval with the academic departments)


About Perceptive Software


Perceptive Software

Switzerland

Belgium

France

Spain

Netherlands

Germany

Sweden

United Arab Emirates

Australia

Brasil

• Widely known in the marketplace as ImageNow • Founded in 1995 in Kansas City• Process and content management software + solutions• One of the 10 largest providers in the world• $100M in software licenses sold over past 3.5 years• Acquired by Lexmark International in June 2010• Added Pallas Athena (BPM), Brainware (Intelligent

Capture), ISYS (Enterprise Search) & Nolij (Web & Mobile Solutions) to Perceptive family within the past 12 months

Profile

• Industry expertise and specialized sector solutions, back office solutions such as accounts payable and human resources

• Regional offices in London, Paris, Frankfurt, Amsterdam, Madrid, Budapest (support center), Geneva, Dubai, Sao Paulo, Singapore, South Africa and Sydney

• 3,000+ customers• Used by organizations in 40+ countries

Presence

United States

United Kingdom

South Africa

Singapore

India

Philippines

Hungary


Efficiencies Across Campus


Perceptive Software22701 West 68th Terrace Shawnee, KS 66226 USA

Phone: +1 913 422 7525 Toll-free: +1 800 941 7460 Fax: +1 913 422 3820

www.perceptivesoftware.com/contact

facebook.com/PerceptiveSW twitter.com/PerceptiveSW


Questions?

www.perceptivesoftware.com/contact

facebook.com/PerceptiveSW twitter.com/PerceptiveSW


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Leveraging Technology Solutions in the Registrar’s Office Monday, April 15th.

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