Tillamook Bay Community College Streamlines Operations with DocuWare
Company Size
11-200
Region
- America
Country
- United States
Product
- DocuWare
Tech Stack
- Document Management System
Implementation Scale
- Enterprise-wide Deployment
Impact Metrics
- Cost Savings
- Productivity Improvements
Technology Category
- Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Industries
- Education
Applicable Functions
- Business Operation
Use Cases
- Regulatory Compliance Monitoring
Services
- System Integration
About The Customer
Tillamook Bay Community College (TBCC) is a small accredited college, located on Oregon’s rural coast, offering degree programs to a diverse student body. The college staff are trained in and required to follow Lean methodology, which identifies ways to minimize wasted time and resources. The college received a $2.5 million Title III grant from the US Department of Education, with the goal to use part of this to improve business processes and increase efficiency. The college carried out an independent Lean analysis to determine the impact an electronic document management like DocuWare would have.
The Challenge
Tillamook Bay Community College (TBCC) is a small accredited college located on Oregon’s rural coast. The college staff are trained in and required to follow Lean methodology, which identifies ways to minimize wasted time and resources. When the college received a $2.5 million Title III grant from the US Department of Education, the goal was to use part of this to improve business processes and increase efficiency. The college carried out an independent Lean analysis to determine the impact an electronic document management like DocuWare would have. The results showed a significant time and organizational savings. TBCC needed an affordable Document Management system allowing them to electronically share information, manage student registration, offer faculty fast access to student files for advising purposes and be easily adaptable for departments such as payroll. They also required that the system should integrate with their ERP and Student Information System (Jenzabar).
The Solution
DocuWare, with its flexibility and customizability, was chosen as the solution for TBCC. Digital workflows and customized electronic filing cabinets were created. Roll out was staggered across four departments over a twelve-week period. Staff were trained on how to scan, index and file historical paper documents and electronically import new records directly into DocuWare. DocuWare’s adaptability was key. For example, TBCC wanted to provide instructors with standardized curriculum and guidelines - DocuWare was customized to meet these requirements. The college was spared the work of implementing a separate solution, leading to a savings of $40,000. With DocuWare, the Instructional department had the flexibility to archive current and out-of-date curriculum, thereby maintaining the connection between past student and curriculum records.
Operational Impact
Quantitative Benefit
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