Maximizing efficiency and data management with OnBase: Insights from super users

At Innovation Day 2023, we welcomed a group of seasoned OnBase users to share their experiences, challenges, and successes in utilizing the software for effective data and document management. The panel consisted of April Johnson from the University of North Florida, Kim Hammers and Greg Woods from Poet, and Shelley Lincoln from Enovis. Each participant brought unique perspectives and insights from their respective organizations.

Introducing the OnBase super users

The discussion commenced by introducing the panelists and their roles within their organizations. Kim Hammers, the sole OnBase administrator at Poet, collaborates closely with a skilled team of system administrators, developers, and application support analysts. Greg Woods, Poet’s CIO, highlighted the company’s transition from traditional paper-based processes to OnBase, ushering in a new era of enhanced data governance and strategic operations.

Shelley Lincoln, responsible for managing business applications at Enovis, emphasized the significance of standardizing contract lifecycle management using the advanced functionality of OnBase. April Johnson shared her experiences of leveraging OnBase at the University of North Florida, primarily for document imaging, with an intention to further explore its versatile potential.

Navigating challenges and achieving results

The panelists delved into the challenges faced by organizations striving to prioritize data and streamline processes while harnessing the full potential of OnBase. April Johnson, for instance, has successfully expanded The University of North Florida’s use of OnBase from mere document storage to comprehensive integrations across various applications, including forms, workflows, and external processes.

At Poet, a biofuel producer, Kim Hammers and Greg Woods undertook the task of data integration and consolidation across disparate business units, with a focused emphasis on vendor data management and integration. Shelley Lincoln of Enovis (formerly DJO Global), a medical equipment company, seamlessly integrated OnBase with various business systems, such as Salesforce, leading to streamlined order processes and heightened visibility for the sales team.

Driving innovation through specific projects

Our “superusers” highlighted specific projects that showcased the transformative power of OnBase. April Johnson described UNF’s digital faculty contract process, which effectively streamlined administrative tasks by implementing Unity forms and workflows. Kim Hammers and Greg Woods highlighted Poet’s controlled document project emerged as a shining example of OnBase’s prowess in managing program, policy, and procedure documents, complete with mandatory review periods. Kim emphasized the streamlining of workflow configuration, standardization of processes, and utilization of features like approval status reporting and full-text search. Poet’s focus remains centered on integrating OnBase as a central repository for data, enabling robust decision-making processes.

Navigating transition and user adoption

The conversation pivoted to the challenges associated with transitioning from paper-based processes to digital solutions. April Johnson shared The University of North Florida’s successful journey towards digital transformation, effectively using Unity forms and workflows for faculty contracts.

Shelley Lincoln highlighted the importance of standardized contract management processes and seamless integration with Salesforce for enhanced visibility and efficiency at Enovis. The panelists acknowledged that change management and user adoption present significant hurdles in this transition and shared valuable insights on tackling these challenges.

Harnessing partnerships and maximizing capabilities

Amidst the dynamic discussion, the panelists underscored the importance of collaboration with partners and the value of leveraging OnBase’s capabilities. They emphasized the significance of effective change management, standardization, and resource utilization. The panelists agreed that the key to successful OnBase implementation and utilization lies in optimizing its functionalities instead of seeking new solutions. Proper data retention practices were highlighted as a pivotal aspect of this approach.

Adapting staffing and embracing flexibility

The impact of staffing on data management goals was also a topic of discussion, especially in the context of remote work. The panelists acknowledged that remote work has facilitated the addition of new team members and increased flexibility, thereby boosting data management efforts.

Key takeaways: Leveraging OnBase for success

As the discussion drew to a close, it was evident that the participants had unraveled a treasure trove of insights for organizations seeking to maximize their operational efficiency and data management capabilities through OnBase. From standardizing processes to seamless integrations with diverse business systems, the panelists showcased the transformative power of OnBase across various industries. Their experiences, challenges, and success stories collectively underline the versatile potential of OnBase as a multifaceted tool for integration, data consolidation, workflow automation, and process optimization. In an ever-evolving business landscape, embracing OnBase’s capabilities and employing effective change management emerge as the pillars of success.

If you are interested in tapping into the expertise of other OnBase “superusers”, join Databank’s community of OnBase users on LinkedIn and follow along for tips, tricks, and valuable insights from Databank’s highly experienced in-house experts and client network.