CU takes tailored approach to implementing new enterprise content services platform

The University of Colorado (CU) has chosen a content services platform, OnBase by Hyland, for implementation across four CU campuses, beginning in financial aid and expanding to more than 120 other offices.

Fifteen million documents were converted when switching to OnBase by Hyland from the previous content management system. In addition, a host of document types, keywords, workflows, scripts and electronic forms were recreated during the yearlong project, according to Hyland. OnBase is integrated with CU’s other systems such as PeopleSoft, DocuSign and Salesforce.

Alan Vidmar, assistant director of enterprise content services, University Information Systems at CU, says, “We took a customer service approach to our OnBase implementation and conversion, and tailored it to the specific needs of each department to ensure successful adoption by our 3,000 users. The Hyland services team provided the right amount of autonomy and capability, consistently supporting our path forward with expertise and knowledge to make the best decisions throughout.”

CU implemented OnBase as an enterprise application but focused the conversion at a departmental level and organized the migration into four stages: needs assessment, mapping, migration and validation. To ensure a smooth transition based on unique business processes and needs, each department performed a service audit. Departments converted to OnBase at different times throughout the length of the project, depending on the departmental business calendar. Training was also specialized and offered to users prior to departmental go-lives, with users armed with quick-reference guides and web-based training materials, Hyland reports.

Vidmar says, “We'll never be done—and that's a good thing. We are impactful at the university, and that means we are continuing to drive ROI from the institutional investments. We now have a queue of over 25 more ‘customers’ who will be onboarded. Our model aligns with how Hyland treats their customers; we look to see what works best and shift models when needed, preparing them for success.”