ARCHIVED: Completed project: Admissions OnBase/SIS real-time interface

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Primary UITS contact: Julie Parmenter

Completed: October 6, 2014

Description: This is part of the Admissions Streamlining suite of projects. The OnBase vendor (Hyland) delivers a mechanism for a real-time interface with PeopleSoft Admissions data using PeopleSoft Integration Broker and Component Interface functionality. Admissions needs this functionality to reduce the amount of dual data entry currently required to keep the two systems in sync. Critical time consumers are, for example, the high school and college transcripts that get scanned into OnBase and also require the data entry of related coursework into the PeopleSoft external education panels. Other data elements (e.g., admissions decision, program/plan information, admit term) are maintained in both systems as well.

There are two main pieces to this project:

The OCR technology that allows the indexing of transcript data scanned into OnBase, which can then go through the real-time interface and accurately update the PeopleSoft external education data
The Hyland Integration Broker/PeopleSoft Integration Broker and component interface handshake

Outcome: The amount of dual data entry needed to keep two enterprise applications in sync should dramatically decrease, providing time savings for the Admissions Offices that can be used to focus on higher priority activities.

Milestones and status:

Assessment of the Hyland OCR Technology for scanned transcripts by Admissions and OnBase functional staff: Completed August 22-October 22, 2011
Upgrade of database to OnBase11: Production date June 9, 2012
Development and testing of the software that moves the data between OnBase and PeopleSoft for the non-OCR pieces: Production date January 17, 2013
Development and testing of the software that moves the data between OnBase and PeopleSoft for the OCR pieces: Date is yet to be determined

Benefits: Personnel costs savings; more accurate data transfer

Primary client: Admissions Offices

Client impact: Admissions Office administrative staff

Project team: University Student Services and Systems, Admissions and OnBase functional experts, UITS ES-ESID-VAA and ES-ESS (SIS) tech teams

Governance: The Enterprise Student Systems Executive Committee (ESSEC) is the governing body determining priority of requests. Functional representation is directed by University Student Services and Systems. The ES-ESID-VAA manager and the ES-ESS (SIS) systems development managers will be responsible for technical implementation.