DocuShare - Other Interested Units and Use Cases

Other Potential Business Use Cases for Xerox Docushare / Campus Units Possibly Interested

OR
1. Replacement document repository for current document management capabilities (SPA System, HPS, ARS, hSCRO System, COI, VC Ops, others)
2. Document Depot needs
3. Document Vaults
4. Centers and Institutes
  1. Jill Kay's project suggestion to do better management and tracking of data and documents related to research centers/institutes/ORUs/SRPs/etc. that report to OR (and possibly school centers as well)
  2. Center | Center_Personnel | Center_Status_History | Center_Reviews & Center_Review_Tracking | Center_VCR_Funding | Center_Reporting
  3. Connect various PDF, Word, Email and other docs with certain transactions - like docs/messages for a certain center's 5-year review cycle
  4. Reports (centers reviewed this year, etc.)
  5. Ad Hoc Queries (VCR Funding documents for a certain center with some specified text in the document contents)
5. Non-Compliance Reviews, Whistleblower Cases, Requests for Info (RFIs) from senior campus officials
  1. SPA and HRP have same needs, C&G Accounting and many other campus units probably have similar needs
  2. Public Records requests may often be coordinated with the OIR Public Records Office
  3. General requirements
    1. Define and track custom data on a case/incident/request
    2. Ingest and organize related documents
      1. Copies of official docs from other systems - like SPA and HPS
      2. Other docs/correspondence
    3. Support the delivery of document "packages" to satisfy requests
    4. Search custom data, document meta data and document contents
    5. Produce reports based on custom data
6. Research Administration Management
  1. Ability to track, search, access, disseminate incoming documents and other items related to UCI Research Administration business
    1. e.g. Beckman, Hitachi, other lease agreements
    2. Incoming docs from feds, sponsors, etc. that guide research policy and processes
  2. Enable an online resource library for Research Administration
    1. Available to authorized people inside the office
    2. Possibly linked through the OR website for documents that need to be made public
      1. e.g. Indirect Cost Rate Agreement
7. Conflict of Interest
  1. While the campus is looking for a vendor COI solution (that may include document management capabilities), if that solution or UCI's implementation doesn't have a public website for posting disclosures, a mechanism is needed to tracking and satisfying COI public reporting requirements
  2. If a vendor solution is not implemented - or takes a long time, OR still needs better support for handling the large volume of paper/documents related to COI
8. Office of Technology Alliances (OTA)
  1. Has an existing large set of scanned docs in windows network folders that need indexing, organization, meta data and possibly access controls.
  2. Not yet sure of full details.
9. OR's current Docushare instance
  1. out of maintenance - older version
  2. Proposal to upgrade/enhance is pending consideration
  3. Current proposal won't support most of the above requirements, but it may help to partially address some
10. OTA
  1. The goal you are trying to accomplish is to be able to easily and preferably automatically organize email as it comes in for OTA case emails. You indicated that currently, Flor is CC'd on all emails regarding these cases by all case officers. Flor then manually copies these emails and stored them in a network folder (Scanned Documents) where other supporting material like files are also stored.
  2. As a quick solution, I suggested using rules in either Flor's mailbox, or potentially a new mailbox called OITcases@uci.edu (or something similar) that contains these rules. Some notes were that these rules would need to be manually created for each case, and older rules would also need to be manually deleted. However, the bigger concern was that this is not a permanent and long term solution since there are currently about 70gb worth of case files currently in the scanned documents area and so emails would need to be exported at some point in time since an Exchange mailbox cannot handle this kind of storage. Note that the email rules can still help organize email, so as long as they are exported to the Scanned Documents folder in a monthly basis, and removed from the Exchange folders, this approach can still be used.
  3. You indicated that you started to think about this after you saw that UCSD folks were CCing a general email address on all responses and were trying to replicate something similar. I've suggested that you reach out to UCSD and other campuses to see how they address this issue to see if there are other tools/processes/ideas that may help since they will also have "lessons learned" that may be helpful.
  4. If what you learn from the other campuses involves any kind of development/coding, I've indicated that you will need to get in touch with Eric Taggart to work on this.
11. Contract Negotiations
  1. Repository of past negotiated agreements
  2. Collaboration point for working through agreement development with sponsors
  3. Any possibility for integration w/ DocGen?
12. Council on Research
  1. Potentially replace the old VisualBasic6-based COR System (maintained by the GD/OR-IT Team) with a new DocuShare collection, some additional meta data, and related reporting
GD
1. Replacement document repository for current document management capabilities (OGS Scan, Grad Admissions, Enrolled System, GradAid)
2. Application Progress Review / Letters of Recommendation
  1. Access via API from java applications (running as web services)
  2. Accept, store and organize files uploaded by recommenders
    1. Documents are tied to an application - where that application data is stored in an external SQL Server database
  3. View uploaded documents for an applicant
GD & OR (and many others) Automated Forms
1. Alternative to Kuali Rice eDocLite and Kuali Enterprise Workflow
2. Allow non-programmers to design/create forms to replace paper forms
  1. Workflow for routing/approval
  2. Connect with external data/systems (via web services)
    1. e.g. get the title of an award based on an award number
  3. Utilized business rules for form data entry and/or workflow routing
  4. Support attaching actual documents
  5. Store underlying "edoc" as the document of record
Office of Institutional Research (OIR)
1. Larry Coon reports that OIR may benefit from using a more comprehensive document management system (like Xerox DocuShare) for managing public records requests
  1. Would need custom tables/data defined, forms/queries/reports, attach documents, etc.
Advancement
1. Felipe has referenced "Smarti" by Filemark used for document imaging/management
Academic Personnel/Academic Senate (Henry Balanza)
1. Academic Personnel
2. Search Committees (Collaboration, document sharing, access controls
3. General Shared Files
4. Academic Senate
5. Senate Manual
6. EVC
7. Search Committees
Vendor Registration (Warren Liang)
1. We're trying to implement a process by which vendors can register themselves. We can't use Kuali EDocLites because they require the user to be WebAuth authenticated, and the users won't have a UCINetID.
2. Our requirements are the following:
  1. unauthenticated users may login to enter information about a vendor
  2. upon successful submission of the form, 3 actions will take place:
    1. a flat file/web service call will be made to KFS to begin the approval process
    2. the user will be re-directed to a DDM server where they can upload files (e.g. W-9). The redirect URL will need to include some sort of token so that we can associate the files to the vendor.
    3. an email will be sent reminding users that they may attach files (will include the redirect URL)
  3. Our current check printing/ACH vendor, ACOM, has a EZWebForms functionality (seems like an EDL substitute) for $9500. They did say that it had its own workflow engine, and was configured w/ XSL stylesheets
  4. since we have sensitive data on the form, we're going to need to encrypt some fields so that malicious actors can't get any SB1386 data out of the system.
3. Would be interested in assessing whether Xerox DocuShare could be readily used to meet these requirements
Faculty Summer Salary (Bill Cohen)
1. Mechanism for a faculty member to request payment of summer salary from grant funds and route the request to various points for review and approval
Student Health Center (Rick von Kolen)
1. Use case not yet identified, but Rick contacted Daria Lewis for info on DocuShare and she forwarded my info to him.
School of Biological Sciences (Charles Lowe)
1. Interested in a wide variety of potential uses - Charles wants to be kept in the loop as things progress.