Digitally transform your student journey. Leverage data in your current technology stack to give staff a complete view of the student record. 

Do your Information Systems demand a Digital Transformation?

The OnBase platform will allow you to fully integrate the various student processes and interfaces with existing back-end systems. For example, such a system will allow prospective students to upload data and documents online, store it in a central location and then make it easily accessible for every employee who requires such access – from wherever they are. Furthermore, OnBase can update your core systems with data captured from students online.

The OnBase workflow engine can be used to build specific routing and approval processes that ensure applications are effectively reviewed and accepted.

All student information and documents are stored in a GDPR compliant repository, enabling correct access permissions and fully automated retention and records management policies.

Where required OnBase can automatically update your primary student information system.

Information held in OnBase can be readily accessed from your primary student information system without significant configuration efforts.

Capture

Document Management

Eforms & workflow

Case Management

900+

Higher Education Customers

27+

Years of Industry Experience

Example 1: Student Admissions

Capture

Capture student information and documents, from scanners, mobile devices or Web forms and feed those into work and approval processes.

Automate

Automate information routing and approval or verification of application forms, ID and authentication documents.

Store & Manage

Store and manage student documents and records securely. Protect documents and data by storing multiple copies in multiple cloud locations. Manage information destruction with retention plans and policies – GDPR compliant.

Integrate

Synchronise information with your core student systems. Update your SIS when new students onboard. Make student documents and forms stored in OnBase transparently accessible from your SIS screen – without coding.

Measure

Create reports and dashboards to allow managers to monitor processes and more.

Before OnBase, it took our operations staff 4 weeks to process applications. Now, it takes only 1.5 weeks. Our savings add up to $140,000 every year with OnBase.

Kelly A. Walter, Assistant VP & Executive Director of Admissions, Boston University

Download a Solutions overview

Example 2: Student Services

Capture

Capture ongoing student interactions and case information at the Helpdesk.

Automate

Automate case referrals and escalations.

Store and Manage

Store and manage Information and documents securely. Destroy when required by law.

Integrate

Integrate with existing student information systems to provide administrators with single, unified view of all information held on a student – a “One Student Record”.

Measure

Measure and report on all critical parameters and processes.

The OnBase One Student Record

Aggregate information from the SIS, LMS, Financial Aid, Advising and supporting CRM solutions across campus to give a holistic view of the student record and support a one-stop-shop model.

Key Platform Benefits

OnBase is a is a point-and-click configurable platform that can manage any number of document types as well as related business processes. There is no coding required. Integrations exist for many Enterprise Systems currently in use in Higher Education such as PeopleSoft, Oracle, SAP, SQL, etc.

OnBase at its core is a document management platform. It supports any imaginable document capabilities, such as retention policies, version control, extensive access and manipulation reporting capabilities and document timers. Document timers allow an expiration time to be added to a document triggering workflows to take action in response to an expiry.

OnBase integrates and enhances core Enterprise applications and systems, typically of a transactional and data-centric nature, such as HR, ERP, Accounts or CRM. OnBase complements and integrates with those. Many of those core systems lack meaningful document, data capture and workflow capabilities or the multitude of access options from native mobile apps to HTML 5 customer interfaces as well as the ease of configurability that OnBase offers.

The OnBase Studio allows trained administrators to create a myriad of workflow and approval processes. Workflows are triggered by internal or external events, whether by an incoming invoice or by creating a new record in a linked HR system. OnBase workflows allow for strict enforcement of approval processes and requirements, with decision making helped by ease of access to supporting documentation – cross-referenced and linked.

OnBase Checklists for Process Control use a checklist approach to facilitate effective process completion while supporting quality control objectives.

The OnBase platform provides one of the most sophisticated, AI-driven data capture engine to extract and validate information from scanned paper and electronic documents – Brainware by Hyland. Brainware can be trained to automatically categorise documents and to understand and evaluate their content.

Brainware is not a forms-based extraction engine! The best example is invoice processing, which comes as a pre-trained solution and will detect, correctly extract and validate data on any invoice, no matter in what country or in what language it was produced!

OnBase offers user interfaces from feature-rich, thick desktop clients to responsive HTML5 Web Interfaces. OnBase comes with Apps for a wide range of modern tablet and hand-held devices, including iOS, Android and Windows.

OnBase is designed with true Enterprise scalability and security in mind. It can be deployed as a small single server solution or in a scalable multi-tiered, multi-server configuration.

In addition, your system can be deployed to the Hyland Cloud and hosting and licenses paid for as a service. The Hyland Cloud is a reliable, privately-managed, secure platform that is custom-designed to serve as the hosting platform for OnBase and Hyland’s cloud-based applications.

Instead of two offices having to physically touch and manually evaluate the same transcript, the Admissions office is able to use the work from the Registrar office to admit students much faster.

Robin Carr, Director of Academic Records, University of Arkansas

Other Back-Office areas to consider

Estates Management

 

Manage Estates related documents such as plans, maps, contracts, correspondence and many others. Author and approve contracts with construction suppliers. Register and manage repair cases, including evidential documents, quotes for repairs, proof of completion and resulting invoices. Have all documentation at your fingertips and use cross-referencing to find and review related documents.

Recruitment & HR

 

Create a single staff file with all staff related documents, from job offers, employment contracts and others. Manage grievances, incidents, performance improvement plans and employee leave.

Manage the application, interview and hiring process. Track applicant resumes and recommendations. Create offer letters and route for approval. Further Information.

Policies & Procedures

 

Creation, approval and distribution of University policies and procedures. Report on acknowledgements. Quickly identify delinquent users and send reminders. Further information.

We expected it would be an AP application only. We had no idea we’d go from nine users to 900 in less than two years. Overall, we’ve saved more than $2.9 million, mostly in paper costs alone.

Tim Arthur, IT director, Emerson Climate Technologies

Vendor Management Portal

 

Let your vendors register and provide all supporting documents online. Create workflow processes to validate vendor information and to approve vendor onboarding. Exchange contracts, quotation requests, quotations, purchase orders, invoices and other supporting documentation. Benefit from a single place to communicate with vendors.

 

Accounts Payable

 

Process incoming invoices – either scanned from paper or submitted via the Vendor Portal. Extract and validate invoice information, including line items, vendor details, etc. Pre-approve invoices against purchase orders in your ERP system. Route invoices into the appropriate approval queue.

Further Information.

Find out more about how an OnBase Higher Education Solution can benefit your organisation.