Case Studies

How UMass Global Replaced 3 Legacy Applications with a Single Solution

UMass Global, a private, nonprofit affiliate of the University of Massachusetts with a long-standing legacy, is committed to transforming lives through education. Faced with outdated systems and complex workflows, UMass Global needed a modern solution to simplify operations, eliminate redundancies, and improve the student experience.

Challenges

UMass Global's legacy document management system (ImageNow) was outdated and inefficient. The system required regular upgrades that took 3-4 months of planning, involved downtime, and had limited functionality. It also lacked integration with key systems and used multiple, separate eSignature solutions like Docusign, causing both complexity and unnecessary licensing costs.

Additionally, the university’s forms and workflows were hosted on SharePoint using InfoPath, which Microsoft plans to sunset by 2026.

We were at the end of life with our legacy document management system, which we had used for over 10 years. We had two choices: either upgrade the legacy system or start fresh with a new solution. Microsoft was sunsetting InfoPath, and we had to either train our staff to move to Power Apps or use a simple SaaS solution for creating forms and workflows. Softdocs gave us the ability to do this with an easy-to-use platform, unlimited eSignatures, and a fixed-fee implementation.

Khalid Tariq, Associate Vice Chancellor of Information Systems UMass Global

Why UMass Global Chose Softdocs

UMass Global chose Softdocs for its ease of use, seamless integrations, and a strong focus on the higher education sector. Key reasons included:

  1. ADA Compliance & Mobile Accessibility: Softdocs ensures accessibility across devices with mobile-friendly and ADA-compliant features.
  2. Security & Compliance: Softdocs provides SOC 2 Type 2 and NIST 800-53 compliance, offering top-tier security.
  3. Integration Capabilities: The system integrates seamlessly with UMass Global’s existing systems, including Workday, Banner, and Salesforce, eliminating redundancies.

The Implementation Journey

The search for a new solution began in October 2022 at the Educause Annual Conference. Softdocs was selected in August 2023 after a deep-dive demo and reference calls. The 10-month process allowed UMass Global to assess the platform's fit for their needs and align it with their change management strategy.

Key Benefits & Results

Since migrating to the Softdocs Platform, UMass Global has realized significant improvements:

  • Document Migration: 8.4 million documents were migrated to Softdocs, modernizing the university’s document repository and improving searchability.
  • Super Form: Over 10 separate forms were combined into a single "super form," making processes more efficient for students and staff.
  • Streamlined Workflows: eSignature workflows were integrated, reducing manual processing and speeding up approvals.
  • Significant Cost Savings: The transition has eliminated the need for multiple software licenses and reduced the ongoing maintenance costs associated with their previous DMS.

We combined multiple forms into one, dynamically adjusting based on student responses. It's a game-changer.

Brian Lee, Developer at UMass Global UMass Global

Integrations and eSignature Solutions

Softdocs also allowed UMass Global to eliminate redundancies by integrating with key systems. The Salesforce Connector, which was released during their implementation, enabled the smooth transfer of admissions data directly into Softdocs.

Featured Webinar: Higher Education

How UMass Global Replaced 3 Legacy Applications with a Single Solution for Forms, Content Management, and eSignatures

This targeted case study dives into why UMass Global chose Softdocs, how they implemented the platform, and the transformative results they achieved by replacing three legacy systems. Join UMass Global as they share a syllabus for streamlining operations, finding new cost savings, and regaining team productivity. Don’t miss this webinar.

Duration: 45 minutes

Watch the Webinar

Khalid Tariq
Khalid Tariq Associate Vice Chancellor, Information Systems UMass Global

Brian Lee
Brian Lee Web Development Manager UMass Global

Anna Boomer
Anna Boomer Client Success Manager Softdocs

Looking Ahead: Future Plans for UMass Global and Softdocs

UMass Global plans to further enhance their operations with Softdocs in the following ways:

  1. Contract Generation: Automate contract generation based on Workday data to streamline the new hire process.
  2. Document Retention Policy: Implement a department-specific document retention policy to support document lifecycle management.
  3. PowerBI Reporting: Use PowerBI to generate detailed usage reports and support data-driven decision-making.
  4. New Forms Builder: Begin using Softdocs’ new Forms Builder to empower business users to create and manage forms independently.

"The new Forms Builder will give us greater control over our workflows, reducing our reliance on IT for updates," adds Khalid.

A Success Story for Your Institution

For UMass Global, the transition to Softdocs was a game changer.

With over 8 million documents successfully migrated and workflows streamlined, UMass Global is now better equipped to meet the evolving needs of its students and staff. From seamless integrations with systems like Workday and Ellucian to eliminating the complexity of managing multiple eSignature solutions, the shift to the Softdocs Platform has transformed the university’s document management strategy.

For any institution still relying on outdated systems or cumbersome processes, the question isn’t whether to modernize but how soon they can get started.
UMass Global

Location

Amherst, MA

Tags

Higher Education Electronic Forms Admissions Ellucian Salesforce Workday Electronic Signatures

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