Appendix 12: Enterprise-wide Document Management

  1. Academic Program Needs for Document Management

Appendix 12A – Academic Program Needs for Document Management

Below find examples of academic business processes pertinent to the Tier One initiative in academic programs, faculty affairs, and academic resource planning that would be more effectively managed through inclusion in the document management solution adopted by the campus.

Annual Self-Reporting, Annual Evaluation, and Merit Ranking for Faculty

Processes for annual self reports, annual evaluation, and merit ranking for faculty have been successfully transferred from a paper-based system to an all-electronic system through the use of interactive forms and centralized file sharing. The processes could become even more efficient through the functionality contained in a comprehensive document management/workflow solution (e.g., preprogrammed workflow, automated records retention, role-based automated authorization).

Sabbatical and Faculty Development Leave Applications

Processes for the submission and approval of sabbatical and faculty development leave applications remain entirely paper-based. Using the functionality contained in a comprehensive document management/workflow solution would reduce the administrative burden for faculty applying for the two programs, those who must review, and approve the applications and the administrators who track the processes.

Personnel Management

Incorporating personnel management functions into a document management system with programmed workflow and automated tracking would help eliminate bottlenecks in all aspects of academic personnel management - hiring, onboarding, retaining, evaluating, promoting, and separating from the university. The continued reliance on paper-based and wet-signature-based information management for all these areas greatly limits the ability of the Executive Vice President and Provost to effectively steward academic resources, including faculty lines and support for release time and research needs.

Faculty Workload Analysis in Relation to Research Assignments

The adoption of a comprehensive document management system would help the university address a variety of needs directly relevant to establishing an administrative culture ("soft infrastructure") essential for achieving Tier One status. These include policies and procedures to better manage workload, course reassignment, course buy-out, and extra-contractual compensation. Without a functional document management and workflow system for these business processes, the university is fundamentally unable to track, analyze, or adequately report how it manages faculty workload in relation to research assignments at the unit, college, or university level.