Higher Education institutions face a myriad of challenges including managing vast amounts of data and ensuring compliance with stringent regulations. OnBase by Hyland is an enterprise content management (ECM) system designed to streamline processes, improve efficiency, and enhance the overall student experience.
OnBase integrates document management, workflow automation, and case management into a single solution. It enables organizations to capture, manage, and distribute content and documents related to organizational processes. For higher education institutions, this means a more streamlined approach to document management, information capture, and business process automation across the entire campus.
Key Benefits of OnBase for Higher Education
1. Streamlined Enrollment and Admissions Processes
The enrollment and admissions processes involve handling a plethora of documents including application forms, transcripts, and letters of recommendation. OnBase digitizes and centralizes all documents, making it easier for admissions staff to review applications, track progress, and make timely decisions. Automated workflows ensure that each application moves smoothly through the review process, which reduces delays and improves communication with applicants.
2. Efficient Financial Aid Management
Managing financial aid can be a complex and time-consuming task that often involves multiple forms, verification documents, and compliance requirements. OnBase can enhance financial aid departments with business process automation (BPA). Financial aid teams can implement workflows to automate document collection, track verification statuses, and ensure compliance with federal regulations. BPA speeds up the financial aid verification process, reduces manual data entry errors, and allows staff to focus on more strategic tasks.
3. Improved Student Records Management
Maintaining accurate student records is vital to every educational institution. OnBase provides a centralized repository for student records, ensuring easy access and retrieval for authorized personnel. The system’s robust security features also ensure that sensitive information is protected, and audit trails and compliance tracking help institutions adhere to regulatory requirements.
4. Enhanced Collaboration and Communication
Higher education institutions often operate in silos with different departments using disparate systems. OnBase fosters collaboration by integrating with existing campus applications such as student information systems (SIS) and learning management systems (LMS). Integrating OnBase with other systems facilitates seamless communication between departments to improve the flow of information and enhance process efficiency.
5. Better Regulatory Compliance
Compliance with regulations like the Family Educational Rights and Privacy Act (FERPA) is crucial for higher education institutions. OnBase helps institutions maintain compliance by providing secure document storage, controlled access, and detailed audit trails. Automated retention policies ensure that documents are retained for the required period and disposed of appropriately, which reduces the risk of non-compliance.
6. Data-Driven Decision Making
With OnBase, institutions can leverage data analytics to gain insights into operations. By analyzing data from various processes, administrators can identify bottlenecks, assess performance, and make informed decisions to improve efficiency and service delivery. This data-driven approach enables institutions to respond proactively to challenges and capitalize on opportunities.
OnBase isn’t just limited to enrollment and financial aid. Campus operations teams like human resources, dining services, facilities, IT, and campus security also benefit from the platform. OnBase can be used for invoice processing, service request management, and asset tracking. Senior leadership teams can benefit from legal case management, and Offices of Advancement can use the platform to track donor files and correspondence.
For more information on how OnBase can be used across campus, please download our brochure.
3SG Plus is an authorized OnBase reseller, integrator, and professional services provider. We work with institutions of higher learning to implement customized OnBase environments designed to help improve business processes, eliminate inefficiencies, and meet operational objectives. Our professional and managed services offerings including user adoption training and post-implementation support.
Higher education institutions require robust ECM solutions to remain competitive and deliver exceptional student experiences. OnBase is an enterprise ECM platform that addresses the unique challenges of nearly every campus department. By streamlining processes, improving efficiency, and enabling data-driven decision-making, OnBase empowers higher education institutions to focus on their core mission: educating and nurturing the leaders of tomorrow.