A Major University

Business Challenges for Higher Education
With the help of Advanced Data Systems, a major university implemented a content management system in the Registrar, Admissions, Financial Aid and Controller departments. The University required a solution that could manage its overwhelming volumes of paper, improve its ability to serve students and enable employees to access student documentation for registration and financial information regardless of location. There was also a requirement to provide monthly management reports to all department heads in a more economic and timely manner. Currently the University has approximately 100 users accessing the system with plans to expand the system throughout the campus.

Advanced Data Systems assisted the University in selecting a system that would:

  • Manage and store student records in a cost effective and secure manner, so that it can be retrieved instantaneously at any desktop, and recovered in the event of a disaster
  • Efficiently route paper and electronic documents through the application and financial aid approval process
  • Provide a secure mechanism for internal and external parties to inquire about student records
  • Provide an Enterprise Report Management (ERM) solution

Benefits

  • Reduced document retrieval time
  • Reduced application processing time from 12 days to 3 days through the implementation of workflow technology
  • Decreased storage space
  • Efficient and timely distribution of monthly management reports

The University now uses their system to capture, store and retrieve all student records, totaling approximately 1 million. Using production and/or web clients, the University users and students can now access all student records within a matter of seconds. This has proven to be especially beneficial during registration time.

Since the implementation of imaging and workflow, the University has seen a drastic reduction in application processing time, from 12 days to 3 days. In addition they have realized a significant reduction in storage space requirements.

The controller’s office has also significantly reduced the cost of producing the monthly management reports and distributing them in a timely manner to department heads.

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