Enterprise Content Services - OnBase [1]
Overview
An enterprise information platform for managing content, processes and cases
Enterprise Content Services can manage your content, processes and cases on a single platform. This helps to 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.
CU's current application for Enterprise Content Services is OnBase. With one system to support, maintain and upgrade, this offers a low total cost of ownership and minimizes IT sprawl.
- Store your documents in a high-capacity, high-availability electronic content repository
- Manage records throughout their entire lifecycle—from creation to destruction
- Rapid Application Development - low-code rapid application configuration to create content-enabled solutions across the entire enterprise
Benefits
- Faster business transactions
- Increased access to information
- Increased data integration across applications
- Fewer errors
- Central authentication and authorization systems
- Reduced software costs with Enterprise licensing
- Low-code rapid development
- Improved performance of professional staff
Product Features
| Core Capability | Details |
|---|---|
Capture
 |
|
Manage
 |
|
Access
 |
|
Integrate
 |
|
Store
 |
|
Measure
 |
|
Access
By default all university employees (including student employees) will have access to the OnBase platform, but limited or no access to content or processes.
For questions regarding OnBase access to student content, please reach out to your respective campus access coordinator [2]. Each campus has module access coordinators that review and provision the appropriate access. To request access, please fill out the CU-SIS Access Request form [3] and indicate OnBase access is needed.
For questions regarding OnBase access to any other content, please reach out to the relevant OnBase Certified Department Administrators [4] or the UIS Enterprise Content Service Team [5].
Use Cases
These are examples of the types of solutions built in OnBase. Each solution is custom-built by an OnBase developer/admin.
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 [6] 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.
Use Cases: Case Management
Used by Boulder Graduate School
Current Service Users
If your department would like to begin using OnBase, please go to our New Customer Information page [7].
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 | 5,520 | 44% | 13,412,511 | 58% | 1,304,457 | 21% | 30,228 | 43% | 27,000 | 35% | 420,740 | 17% | 15,194,936 | 47% |
| Denver | 2,219 | 18% | 4,973,988 | 22% | 298,534 | 5% | 17,519 | 25% | 12,935 | 17% | 0 | 0% | 5,277,491 | 16% |
| Anschutz | 2,276 | 18% | 78,823 | 0% | 86,394 | 1% | 13,205 | 19% | 0 | 0% | 813,227 | 32% | 991,649 | 3% |
| Colorado Springs | 1,820 | 15% | 2,829,000 | 12% | 111,799 | 2% | 293 | 0% | 5,672 | 7% | 199,136 | 8% | 3,145,900 | 10% |
| System | 603 | 5% | 507,475 | 2% | 4,457,753 | 71% | 9,101 | 13% | 31,526 | 41% | 965,224 | 38% | 5,971,079 | 19% |
| Cross Campus | 1,299,772 | 6% | 337 | 0% | 0 | 0% | 0 | 0% | 109,082 | 4% | 1,409,191 | 4% | ||
| Totals | 12,438 | 23,101,569 | 72% | 6,259,274 | 20% | 70,346 | 0% | 77,133 | 0% | 2,507,409 | 8% | 31,990,246 |
Updated: 11/13/2024
Support Model
A Decentralized Administration model allows departments the flexibility and independence to build their own solutions while also contributing to the overall service. Select users can be trained and certified by Hyland Software [8] to become OnBase Certified Department Administrators [4] that can manage the OnBase configuration process, Workflows, Unity forms and other related responsibilities at the departmental level. There are now many OnBase Certified Department Administrators across the university system supporting student, employee, administrative and research solutions. The UIS Enterprise Content Services Team [5] 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 [7] 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)