Enterprise Content Services - OnBase [1]
Overview
A single enterprise information platform for managing content, processes and cases
Enterprise Content Services can transform your organization by managing your content, processes and cases on a single platform. Whether you implement a single departmental solution or deploy solutions across the entire enterprise, you will increase productivity, reduce operating costs and minimize risk. Improve your level of service by empowering your employees with the information they need, when they need it and minimize your compliance and eDiscovery risks.
CU's current application for Enterprise Content Services is OnBase. OnBase provides a single platform on which to build content-enabled applications. With one system to support, maintain and upgrade, this offers a low total cost of ownership and minimizes IT sprawl.
- 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
- Easy to use, easy to implement, easy to manage
Benefits
- Faster business transactions
- Increased access to information
- Increased data integration across applications
- Fewer errors
- Ease of support
- Central authentication and authorization systems
- Reduced software costs with Enterprise licensing
- Low-code rapid development
- Improved performance of professional staff
- Enhanced agency reputation
Product Features
Core Capability | Details |
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Capture |
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Manage |
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Access |
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Integrate |
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Store |
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Measure |
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Metrics
Campus | OnBase Users | % of users | Student Documents | % of Student Documents | Employee Documents | % of Employee Documents | Finance Documents | % of Finance Documents | Access Documents | % of Access Documents | Misc. Documents | % of Misc. Documents | Document Totals | % of Total |
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Boulder | 4,676 | 52% | 13,023,276 | 59% | 1,195,882 | 21% | 25,075 | 54% | 26,342 | 40% | 426,610 | 16% | 14,697,185 | 48% |
Denver | 1861 | 21% | 4,673,014 | 21% | 276,792 | 5% | 12,187 | 26% | 12,498 | 19% | 0 | 0% | 4,957,339 | 16% |
Anschutz | 372 | 4% | 76,671 | 0% | 61,344 | 1% | 2,231 | 5% | 0 | 0% | 747,625 | 29% | 887,871 | 3% |
Colorado Springs | 1602 | 18% | 2,630,554 | 12% | 98,925 | 2% | 260 | 1% | 5,468 | 8% | 194,194 | 7% | 2,929,401 | 10% |
System | 531 | 6% | 344,598 | 2% | 4,020,338 | 71% | 6,766 | 15% | 21,166 | 32% | 1,133,857 | 44% | 5,526,725 | 18% |
Cross Campus | 1,298,975 | 6% | 278 | 0% | 0 | 0% | 0 | 0% | 92,112 | 4% | 1,391,365 | 5% | ||
Totals | 9,042 | 22,047,088 | 73% | 5,653,559 | 19% | 46,519 | 0% | 65,474 | 0% | 2,594,398 | 9% | 30,389,886 |
Updated: 11/10/2023
Use Cases: Content Archives
Use Cases
Process Management
Used by System Administration and all campuses (Student Records and Student Financials) to process tuition benefit applications
Description: Employees submit forms to use the Tuition Assistance Benefit [2] in the portal. Upon submission, forms are saved in OnBase and enter workflow. Employee Services reviews employee and dependent eligiblility (if applicable). Once Employee Services processing is complete, forms are routed to the campus of enrollment. There, course eligibility is reviewed. If approved, workflow aids in processing of waivers in Campus Solutions depending on the campus process.
Confirmation notifications are sent and stored in OnBase associated with either the employee file or the student record as applicable.
OnBase Reporting Dashboards provide information on benefit usage by campus, term, waiver type, outcome, and more.
Used by Boulder Continuing Education Student Records
Description: Students submit forms to request course enrollment. Campus Solutions data is used to help students complete the form with accurate course information for the selected semester. Upon submission, forms are saved in OnBase and enter workflow. Staff review student requests and students receive a notification that indicates the outcome for each class they've requested.
If additional documentation is needed, staff can request more information using a link to a personal, secure folder where students can add their documentation. Submitted documentation is imported to OnBase and associated with the student record, easily accessible to staff as they review requests.
OnBase Reporting Dashboards provide information on volume by term, outcome, and status of pending requests.
Case Management
Used by Boulder Graduate School
Used by UIS Enterprise Content Services
Current Service Users
If your department would like to begin using OnBase, please go to our New Customer Information page [3].
Support Model
A Decentralized Administration model allows departments the flexibility, agility, and independence to build their own solutions while also contributing to the overall service. Select users can be trained and certified by Hyland Software [4] to become OnBase Certified Department Administrators [5] 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 [6] 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 [3] 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
Alias Information/Service History
DMO, OnBase is a product of Hyland Software, replaces Singularity (DMS)