San Juan College chooses OnBase, leverages added functionality in multiple departments
CLEVELAND – June 28, 2012 – Hyland Software’s purchase of web-based enterprise content management (ECM) software provider, Hershey Systems, created an opportunity to bolster Hyland’s expertise in delivering solutions specifically tailored for institutions of higher education. The acquisition also gave Singularity users the opportunity to broaden their ECM functionality with OnBase, Hyland’s end-to-end ECM solution. For this reason, San Juan College chose to convert from its Singularity system to OnBase.
“We recognized the need for a document management product that would be continually enhanced to meet our needs and provide our institution with the best functionality,” said Sherri Gaugh, registrar at San Juan College. “We also needed a solution that would integrate with our Ellucian (Formerly Datatel) Colleague system, to connect information and streamline processes.”
One key addition for San Juan College is new, sophisticated functionality that Singularity didn’t offer natively−the ability to capture line-level data from transcripts. “The biggest improvement has been in our workflow solution for our transcript evaluation process. With our old system it took thirty minutes to process a full page transcript. It wasn’t uncommon during times of high volume for us to have a backlog of four to six weeks. Now, using OnBase, it only takes five minutes to process the same transcript. We haven’t surpassed a two-week back log, even in our busy season,” Gaugh said.
San Juan College was able to leverage these enhanced capabilities quickly because the conversion to OnBase was completed in only three weeks. “Our conversion experts are well-versed in the Singularity product and converted 100% of San Juan College’s viable documents, more than a million pages, into OnBase,” said Tom von Gunden, Hyland’s higher education industry manager. “This validates our conversion expertise for the Singularity solution. It also shows current Singularity end users that we have a safe migration option to help them leverage the most comprehensive ECM solution in the industry,” von Gunden said.
Four departments at San Juan College are currently using OnBase, including: Enrollment Services, Financial Aid, Human Resources and Student Advising and Counseling. San Juan College has plans to expand the solution into their Business Office and is looking to automate additional paper-based processes, such as grade change forms and graduation applications for students. “The possibilities are just endless of what we can accomplish with OnBase,” Gaugh said.
For more information about Hyland’s partnership with Singularity visit hyland.com/HigherEducation
About the Hyland Software
For more than 20 years, Hyland Software has been dedicated to meeting organizations’ needs for document and process management with OnBase, an enterprise content management (ECM) solution suite. OnBase has evolved through consistent and customer-driven product innovation and is focused on automating business processes that depend on documents, content and people to operate more effectively.
Hyland is one of the largest providers of ECM software for colleges and universities. To support the higher education enterprise, Hyland tailors its flexible, scalable and secure ECM solution to fit specific processes across institutions, from admissions processing and review, including transcript capture and transfer credit evaluation, to AP invoice processing. This end-to-end solution enables institutions to leverage existing hardware investments, integrate with student information systems and alleviate administrative burdens on IT. For more information about Hyland Software’s ECM solutions, please visit http://www.hyland.com/HigherEducation.