1 / 28

U of T Engineering and DocuShare

U of T Engineering and DocuShare. The journey so far. Summary. Background Facts and Figures U of T context Engineering, and a bit about me Engineering, Xerox and DocuShare Goal, Objectives Vision The Journey Study, RFP, infrastructure, pilot; Current process; Lessons learned Plans

Download Presentation

U of T Engineering and DocuShare

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. U of T Engineering and DocuShare The journey so far ...

  2. Summary Background • Facts and Figures • U of T context • Engineering, and a bit about me Engineering, Xerox and DocuShare • Goal, Objectives • Vision • The Journey • Study, RFP, infrastructure, pilot; Current process; Lessons learned • Plans Q&A

  3. UofT Facts and Figures • Students in 2011 - 2012 • Undergraduate: 79,530 • Domestic: 56,154, International: 8,009 • Graduate: 15,367 • Domestic: 13,509, International: 1,858 • St. George Campus • 41,182 undergraduate, 14,229 graduate students • Scarborough Campus • 10,399 undergraduate, 226 graduate students • Mississauga Campus • 11,679 undergraduate, 538 graduate students • Toronto School of Theology • 903 undergraduate, 374 graduate students

  4. UofT Facts and Figures • Faculty and Staff • The University of Toronto has 15,033 faculty and staff members for 2011 – 2012 • Faculty: 8,900 • Staff: 6,133 • Programs • approximately 600 undergraduate programs. • approximately 170 graduate programs; this includes doctoral and master’s programs • approximately 40 professional programs

  5. UofT Facts and Figures • Residences and Clubs • The University of Toronto has more than 700 student clubs across all three campuses • St. George Campus • The University of Toronto at St. George has 11 residences: eight residences belonging to one of our seven colleges, Chestnut Residence, Graduate House and Student Family Housing. • The St. George campus is expecting to accomodate 6,160 students in its 11 residences for 2011 – 2012 • The University of Toronto has a housing guarantee that covers all students entering their first year • Scarborough Campus • The Scarborough campus is expecting 765 students in residence for 2011 – 2012 • Mississauga Campus • The Mississauga campus is expecting 1,500 students in residence for 2011 – 2012

  6. UofT Facts and Figures • Budget and Cost • The University of Toronto’s operating budget for 2011 – 2012 is $1.688 billion • The University of Toronto’s estimated economic impact in the GTA is approximately $6.3 billion • Library • The University of Toronto has 30 libraries • The University of Toronto has more than 18 million holdings • The University of Toronto library system is the third largest in North America

  7. U of T Context Decentralized organizational structure • result of an historical coming together of distinct Schools and Universities over time. Disparate discipline/governance specific operational requirements • Professional faculties (Engineering, Law …) • Medical (Medicine, Nursing, Dentistry …) • Arts and sciences (3 campuses) • Graduate research focus • Undergraduate teaching and learning focus

  8. U of T Context The Centralization Pendulum • Some governance, infrastructure, systems and services institutionalized over time • Some remains or evolves ‘locally’ within the nodes of organizational hierarchy • Federal / Provincial / Regional / Municipal government analogy • Each dimension ebbs and flows back and forth over time • Best practices • Technology

  9. U of T Context Enterprise / Institutional Systems and Processes • At any time, still operational gaps that get addressed divisionally based on local needs. • Registrar’s Offices in the double digits • Universities • Schools • Faculties • Colleges • Campuses

  10. Engineering Facts and Figures • The Faculty of Applied Science & Engineering at the University of Toronto is the premier engineering institution in Canada and among the very best in the world. • 4,850 undergraduates • 1,600 graduate students • 230 professors • 6 departments and divisions • 9 undergraduate degree programs • U of T Engineering is at the fore of innovation in engineering education and research. • And 1 Undergraduate Registrar’s Office

  11. A bit about me … • Student • NY 9T3 (9T2 + PEY) • Private and public • 6 years government, software development, consulting, telecommunications • Academic Scheduling at U of T Engineering in 1999 • Director Administrative Information and Technology Services • Providing technology infrastructure and services • Servers, desktops, mobile • File, Print, Web, Database, Security, Development • Associate Registrar, Information Systems • Exploiting technology • Automating registrarial processes and student services • Student Information Systems • Kuali Student • Electronic Student File

  12. Engineering, Xerox and DocuShare • CAO Mission • Work smarter! • (I’m paraphrasing a bit.)

  13. Engineering, Xerox and DocuShare • Objectives • Ease fleet management • auto monitoring of devices • Already automated ‘forms’ based processes … • … tackle ‘supporting document’ process automation • Admissions qualifications, doctors notes, immigration papers, name change documents • reduce effort required for these manual processes • improve service speed and quality • improve information availability

  14. Engineering, Xerox and DocuShare • The Fleet Management Vision • Automated proactive replenishment of resources • Automatically triggered proactive maintenance • consolidated billing • The Electronic Document Management Vision • Searchable document repository • Foreign-key linked from primary Engineering systems • Joint Pilot, ‘Learn to fish’, departmental support • Meta-data driven hierarchical navigational structure • “Student_files” / [student number] / Session(s) / Process(es) / Document(s) • “Student_files” / [student number] / Process(es) / Session(s) / Document(s) • “Student_files” / [student number] / Session(s) / Document(s) • “Student_files” / [student number] / Process(es) / Document(s) • “Student_files” / [student number] / Document(s)

  15. Engineering, Xerox and DocuShare • The Journey to date • Study • RFP • Infrastructure • Operationalize fleet management • EDM process selection and planning • Pilot EDM process • Learn

  16. Engineering, Xerox and DocuShare • The Journey • Study of in place technology and corresponding costs • Omnibus RFP • Consolidate technology, plus new software and services • Many players in EDM space, many fewer in both HW and EDM • In depth onsite Proof of Concept with demo licenses • Selected Xerox • Overall cost neutral despite expanded capabilities

  17. Engineering, Xerox and DocuShare • The Journey • Infrastructure implementation • MFP consolidation with “follow you” card swipe and/or password protected document release • XDM HW monitoring • DS CPX, NSI Autostore, Equitrac for Secure Access, high speed scanning • VMWare virtualization of Windows 2008 Server 64-bit for all servers • Fleet Management in place • Rough start aligning all systems and processes • Working well now • Users enjoying enhanced functionality • No more wasted paper!

  18. Engineering, Xerox and DocuShare • The Journey • Pilot goals • New tool, sophisticated range of possible use cases and corresponding approaches • Desire for ‘best practices’ in our environment • To facilitate supportability • To avoid duplicating existing information bloat in yet another system (email, file server shares, physical files) • To identify compelling use cases for Engineering staff • Establish/Learn best practices through a limited access ‘control’ process pilot to experience reality of using various available features • Organic growth using a carrot, not a stick (organic carrots?) • Train balance of users on compelling use of relevant best practices, open the flood gates

  19. Engineering, Xerox and DocuShare • The Journey • Pilot Selection and rational • Focus on most opportune and strategic workflow to get significant operational gains • Targeted ‘the student file’ at the Faculty level as initial vortex of paper processes • Tight control, limited stakeholders • Range of use cases • Range of feature exposure expected

  20. Engineering, Xerox and DocuShare • The Journey • Pilot planning • Need cradle to grave solution • Targeted Admissions supporting documents first • Chronological start of file • Allows smooth process migration • Incrementally virtualize new active student files • Incrementally retire alumni paper files • population slowly migrates from paper to virtual • at some tipping point may batch convert remaining active paper files

  21. UofT Facts and Figures • Engineering Admissions • For 2011/2012 incoming class: • ~9000 applicants • 50% are from Ontario High schools and are required to submit few documents • 25% from other Canadian province • remaining 25% are international • Applicants from all provinces and the Yukon • Applicants from over 110 countries representing all inhabited continents • Offers made to over 3400 students • Incoming first year class of 1354 students • 23% of these students are female • mean Ontario High School average 90.6% (highest in the history of the Faculty) • We received in excess of 12000 logged documents to support applications (note some may be electronic)

  22. Engineering, Xerox and DocuShare • The ‘Before’ Process • Existing decision support system, SPF (Reader) • Tracks document requirements • Adjustable document requirements • Parallel recording of document receipt • On paper file • On SPF once paper file ‘ready’ • No ability to search for ‘ready’ or ‘almost ready’ paper files • Missed opportunities for proactive/strategic file handling

  23. Engineering, Xerox and DocuShare • The ‘Pilot’ Process • Print custom scan cover page for each received package • Prepare package documents • Separate documents with generic ‘new document’ cover pages • Scan at Fujitsu, not MFP (fast, double sided, no jambs) • Wait to arrive in DS • Find and open in DS • Open applicant requirements to find match • If missing, find applicant in SPF and adjust requirements • Back to DS, refresh (web) screen to see new requirements inventory • ‘Link’ virtual doc to (new) SPF requirement • SPF aware of and searchable for completeness of requirements satisfaction

  24. Engineering, Xerox and DocuShare • Screen shots …

  25. Engineering, Xerox and DocuShare • Lessons Learned • Efficiency is key • Integrated workflow functionality between DS and SPF Admin • Issue: both web based, changes in one not automatically reflected in other without screen refreshes, very disruptive for user. • Can’t keep up at peak mail times • Wow … it takes _lots_ of time and resources to open, separate, prepare, coversheet, scan, file and match ~10,000 docs. Plan better and resource appropriately. • So we didn’t … we stopped part way through. Fortunately, we had a Plan B: we had maintained the paper filing system and were able to just skip the whole scanning process. • Customization • Used customized 3rd party add-on for integration of external meta-data from existing process admin/decision support system • Because it was customized, limited flexibility to use otherwise built in configuration features

  26. Engineering, Xerox and DocuShare • The Plan moving forwards • Fix and evolve pilot • Remove customizations • Implement pre-printed Foreign Key coversheets to eliminate printing custom cover sheets. • Possibly scan all documents in a package as one big document to eliminate the need to separate docs and add individual separator pages • Remove linking process from DS: record identification atomically at first inspection within our system • AutoStore will use FK to pull meta-data from our system to populate DS meta data for auto-filing • Other coordinated formal process uses • CEAB • Purchase requests and approvals • Individual/Personal use • Routing • Windows 7, Office 2010/2011 compatibility? • Departmental use

  27. Thanks! Questions?Email: dan@ecf.utoronto.ca

More Related