The Ohio State University has developed an electronic workflow system to replace the former manual paper-based process used to enter Course Approval (CA) requests. As preparation for this new system development, a snapshot of the current process was created via interviews and process analysis. Academic administration staff and system sponsors were polled to determine their expectations of the new system. Additional requirements and clarifications were established through on-site meetings, phone calls, and e-mails with the consultants and the project team to arrive at the detailed system design.
Oracle | Stellent IBPM is the technology used to capture, manage, store, preserve, and deliver content and documents related to its business processes. The Oracle | Stellent software provides search, security, workflow, and revision control for all types of content. Additional functionality offers specifics to capturing, securing, and sharing digital and paper-based business information.
Additional data has been added to the existing Oracle | Stellent instance via data model additions, related forms, and integrated customized workflow processes to enable the completion of the CA process. This enables the tracking and measuring of the progress of CA Requests as they are processed by various offices within the university.
Click Pencil to RegisterA brief 90 minute training class is offered monthly for new users of the Electronic Course Approval system. This hands on class covers the basic skills needed to generate new course proposals and to route course packages through the approval process. Click this section's header above for a schedule of classes and to register online.
Automate the capture, storage, and routing of selected course request documents by an electronic means.
Provide workflow capabilities to route changes to designated people.
Provide query capability to understand various characteristics of a change, including the new course request status.
Provide automated notifications of pending assignments and work completion.
Provide the information needed to update the course database manually with approved changes.
ECA is a web-based application which does not require any new software (see system requirements below).
ECA uses a system called Stellent/BPM to create electronic packages and then move those packages along the established workflow path for reviewing, approving, and ultimately scheduling.
Stellent/BPM currently requires the use of a Windows operating system AND Internet Explorer. This requirement may change in future releases but this has not been promised by the vendor.
Users of the Mac OS X and some Unix implimentations can either run a Windows emulator or load Windows natively if an Intel processor is part of their computer configuration. OIT and some college tech offices also offer an account on CITRIX servers which can be accessed remotely to connect to ECA.
Send a request for more information to ECA@osu.edu .
ECA training has been held in many colleges and offices in advance of the production rollout of ECA in Winter Quarter 2008. If you did not receive access and training, and want to do so, please click on the link ECA Access Request to submit your request form. Please make sure you include the name and email information for that person in your college or office who coordinates curriculum changes.
Send a request for more information to ECA@osu.edu .
Each college and office has a designated curriculum contact person, and every department has a chair. These individuals have received access and training or are slated to receive them in Winter 2008. They are a good place to start for answers to your questions.
The Office of Academic Affairs is a primary sponsor for this system and the office who manages the curriculum process at Ohio State. Please contact the Office of the Vice Provost for Academic Programs W. Randy Smith at dutta.2@osu.edu for assistance in identifying your colleges curricular contact.
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