Case-Study: OnBase Case Management at the University of Notre Dame
As Betasoft are now an official Hyland OnBase partner I will start using our blog area to highlight how other customers have benefitted from using OnBase. Let’s start with the University of Notre Dame:
The University of Notre Dame works to maintain productive relationships with students from day one – and effectively managing student information is a big part of that initiative.
However, the university’s First Year of Studies (FYS) was plagued by paper and information silos. Advisors managed key student data in 18 separate Access databases and stored related content in spreadsheets, folders and physical file cabinets. Unsurprisingly, these methods impacted service, visibility and data integrity.
Already using OnBase by Hyland to digitize admissions, Notre Dame turned to an OnBase case management solution to improve advising and better manage first-year student information.
With OnBase, advisors access all first-year student information and related content in a digital student file solution, including admissions documents and real-time data pulled from the Banner® by Ellucian student information system (SIS). With this complete view of each student, OnBase equips advisors to provide better service and maintain more relevant relationships with students.
“Advisors now have one place to go for all student information,” said Tracy Weber, manager of digital document management. “While students are in the waiting room, advisors can pull up their electronic files, see their pictures and view details like FERPA status, academic schedules, grades and pending course drops. They also have access to all related documents – giving them a quick synopsis of each student.”
From the same interface, advisors add visit notes, attach supporting documents, email professors and manage change of intent and declaration of program events.
Additionally, they easily see assigned tasks and upcoming appointments, allowing them to better manage and prioritize their work.
Native security controls protect advising notes and sensitive student information, while an audit trail of all interactions with files supports the security and integrity of student files.
On top of providing advisors with all the information they need, the data-driven solution also offers significant dean-level visibility.
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