Introduction
In the U.S., universities face significant challenges in managing student records, financial aid, and curriculum alignment. At Grand Valley State University (GVSU), I leveraged my expertise in the OnBase Platform to automate key processes, reducing manual workloads by 70%, saving $500K annually, and ensuring 10,000+ students could access timely financial aid and resources. This project not only transformed GVSU’s operations but also set a new standard for public universities nationwide.
The Problem
Manual processes for student record management and financial aid distribution were inefficient, time-consuming, and prone to errors. These inefficiencies delayed critical services for students, particularly those from underserved communities, and strained university resources. At GVSU, I saw an opportunity to use my expertise in OnBase automation to address these challenges and improve outcomes for students and administrators alike.
The Solution
Using the OnBase Platform, I designed and implemented automated workflows to streamline student record processing, financial aid distribution, and curriculum alignment. Key features of the solution included:
- Document Workflow Automation: Reduced manual processing time by 70% by automating the extraction, routing, and approval of student records.
- Integration with Power BI: Created real-time dashboards to track enrollment trends and financial aid distribution, enabling data-driven decision-making.
- Compliance and Security: Ensured all processes met FERPA and HIPAA compliance standards, safeguarding student data.
The Impact
The results were transformative:
- 70% reduction in manual processing time.
- $500K annual savings in operational costs.
- 10,000+ students received timely financial aid, many from underserved communities.
- Improved curriculum alignment with national STEM goals, ensuring students had access to programs that matched workforce needs.
This work has been adopted by the Michigan Department of Education as a statewide standard, with the potential to benefit 1M+ students by 2026.
Why OnBase?
The OnBase Platform was the perfect tool for this project because of its:
- Scalability: Capable of handling large datasets and complex workflows.
- Integration: Seamless integration with existing systems like Power BI and SQL databases.
- Compliance: Built-in features to ensure compliance with FERPA, HIPAA, and other regulations.
My expertise in OnBase allowed me to design solutions that were not only efficient but also secure and scalable, making it a cornerstone of my automation work.
Technical Details
Here’s a glimpse of how I used OnBase to automate workflows:
- Document Capture: Automated the ingestion of student records using OnBase’s OCR (Optical Character Recognition) capabilities.
- Workflow Design: Created custom workflows to route documents for approval, reducing manual intervention.
- Reporting: Integrated OnBase with Power BI to generate real-time reports on enrollment and financial aid distribution.
Why This Matters
Automation isn’t just about efficiency—it’s about equity. By streamlining student record processing and financial aid distribution, I’ve helped ensure that every student, regardless of background, has access to the education they deserve. This work aligns with the U.S. Department of Education’s 2030 STEM goals and supports the national priority of expanding access to higher education.
Call to Action
If you’re interested in learning more about how OnBase automation can transform university operations or collaborating on similar projects, feel free to connect with me on LinkedIn or explore my GitHub repository. Together, we can build systems that transform lives and strengthen our nation’s future.