Enhances the student experience to facilitate student success
Prior to implementing OnBase, the Registrar’s Office at JCU relied on manual, low-visibility tasks in its academic petition process. Now, students fill out more detailed petitions in a simple e-form, with drop-down options that identify specific requests — such as overriding a course prerequisite, repeating a course or registering for more than 18 credit hours.
With OnBase, JCU takes advantage of easy-to-configure forms and an automated workflow that cuts manual steps and adds clarity to the process. The solution is flexible, so JCU staff are able to quickly adjust the routing process, even after it kicks off. If a request affects more than one department or requires a second opinion, staff simply add another step so the request routes to all necessary parties. And the best part is, with the academic petition process centralized in the Office of the Registrar, service to students and faculty, as well as the accuracy of the student record, have greatly improved.
“With this solution, we instantly changed how petitions are handled, provided visibility into the process, and as a result are able to move petitions through the system quicker,” said James Kohan, senior project manager at JCU. “This allows students to deal with unexpected issues that might prevent them from continuing on their degree path in a timely manner.”
Provides a foundation to build on
After seeing the flexibility and potential of OnBase in the Registrar’s Office, JCU began efforts to deploy the solution across the institution. In just 10 short months, JCU’s lean team of 1.5 OnBase administrators was able to release nine major solutions across campus. The university now has a backlog of requests from many departments asking to use the solution. They expect to complete a similar number of projects in the next 12 months.
“In the past, John Carroll has struggled with the support challenges of one-off, dated and difficult-to-use workflows. Through the strength of the OnBase platform, we have quickly developed multiple, easy-to-use campus-wide solutions without significantly increasing our support efforts,” said Mike Bestul, chief information officer at JCU.
Enables quick, strategic expansion campus-wide
JCU’s rapid deployment of solutions proves that institutions of any size can harness the power of OnBase to make a large impact across campus. By making a strategic investment in OnBase, JCU was able to find an enterprise solution with unlimited potential for expansion across the entire campus. The university has enabled faculty and staff to work more accurately and efficiently, and can devote more time to better serving students — facilitating improved graduation rates and, ultimately, student success.
“With OnBase, there is no coding or scripting needed for design. It’s all point and click with one-click publishing. This removes a number of steps that used to go into creating forms and lets us get changes live much faster.”