Overview

Enterprise Content Services provide a fully integrated content management solution which lowers costs, speeds access to the information your organization needs to be productive and minimizes your compliance and eDiscovery risks. CU's current application for Enterprise Content Services is OnBase.

  • Maintain copies of your most critical business documents in a high-capacity, high-availability electronic content repository
  • Intelligently manage records throughout their entire lifecycle—from inception to management to archiving to destruction
  • Easily share information through a solution that supports all aspects of electronic document processing with common software
  • Data can flow across the various organizations to promote efficient and consistent business processes
  • Rapid Application Development - low-code rapid application configuration to create content-enabled solutions across the entire enterprise

Strategic Goals

  • Implement a single, central Enterprise Content Services solution
  • Accommodate specific campus and departmental needs
  • Close integration with PeopleSoft enterprise applications

Direct and Intuitive Benefits

  • Faster business transactions
  • Increased access to information
  • Increased data integration across applications
  • Fewer errors
  • More effectively integrated systems
  • Ease of support
  • Central authentication and authorization systems
  • Reduced software costs with Enterprise licensing
  • Improved performance of professional staff, due to enhanced management information capabilities
  • Automated process steps facilitate faster processing of information
  • Enhanced agency reputation

Features of the System

  • Capture: Paper, Fax, Email, Automated data entry, Indexing OCR, Template OCR, E-Forms (Unity Forms), Digital Signatures, Bulk imports
  • Manage: Workflows, Parallel Processing, Rules, Notifications, Tasks, Manual reviews, Automated decisions based upon system of record data
  • Access: Web clients, Windows clients, Mobile clients, MS Office Integration, Full Text Search across all content
  • Integrate: SAML SSO, PeopleSoft SSO, DocuSign Integration, PeopleSoft Portal Integrations, PeopleSoft Checklisting, MDM Search Match, Direct data flows from: Student, FIN, HCM
  • Measure: Reporting Dashboards, Workflow reports, Inventory reports, Exception repots, Productivity reports, Web enabled Dashboards
  • Store: Encrypted & Secured, Records Management, Retention Management

Metrics


Updated: 09/25/2018

Use Cases

Historical Records:
Permanent Record Cards (PRCs). All historical student class and grade information from the university’s founding until 1988.
Student Content:
Transcripts, applications, appeals, resumes, etc. Content for financial aid, student records, student finance, student advising, continuing education, disability services and more.
Faculty/Staff/Employee Content:
Personnel files, benefits, leave, job data, performance management and other human resource content.
Financial Content:
Contracts, Journal entries, allocation documents, asset tag information and other financial content.
Governmental Content:
Selective Service, DD214, etc.
Business Support Content:
Content that supports operational work of the university such as annual reports, budget proposals, correspondence, meeting materials.

Current Service Users

Support Model

Decentralized Administration. This model allows departments the flexibility, agility, and independence to build their own solutions while also contributing to the larger project. Select users can be trained and certified by Hyland Software to become OnBase Certified Department Administrators that can manage the OnBase configuration process, Workflows, Unity forms and other related responsibilities at the departmental level. There are now a multitude OnBase Certified Department Administrators across the university system supporting administrative, research and education solutions. The UIS Enterprise Content Services Team plays a consulting role with these certified administrators and a direct support role for all other areas that do not have a certified admin on staff. We encourage new customers to consider the certification option for their implementation.

Funding Model

There is no cost to CU departments to utilize Enterprise Content Services. This system is funded through the campuses like other enterprise apps.

Eligibility to use the service

Administrative, Academic and Research groups are welcome to participate if they have a direct University affiliation