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Enterprise Systems Renewal ESR
  1. Enterprise Systems Renewal
  2. Projects
  3. EDMS
  4. About FIM Space

About EDMS

You Are Viewing Archived Content

The Enterprise Document Management System (EDMS) went live on June 24, 2019. Visit the EDMS website for current system information and support.

University departments store records with a variety of security measures and access controls from one department to the next. Multiple kinds of documents and file formats make the storage and sharing of files difficult.

An Electronic Document Management System (EDMS) solves these issues by consolidating all critical documents in a single, secure repository. The UC San Diego OnBase EDMS product by Hyland merges these two original instances into a single cloud-based version of OnBase. 

Project Sponsors

Kevin Chou
Director,
Enterprise Systems Renewal Program

Brett Pollak
Director,
Workplace Technology Services
IT Services
Chou_Kevin.png Pollak_Brett.png

Project Governance

Project Governance provides leadership support to the project team and ensures decisions are made in accordance with Guiding Principles.

Governance members make certain the project is operating within stated constraints (budget, schedule, scope, etc.) and monitors risks and associated mitigation efforts. 

Escalation Role
Kevin Chou Director, Enterprise Systems Renewal (ESR)
Brett Pollack Director, Workplace Technologies
Governance Members Role
Paula Johnson Policy and Records Administration
Brian Lorentz Human Resources
Erica Keller Health Human Resources
Monica Gudea Health Services Academic Personnel
Lynn Field-Karsh Academic Personnel
Anitra Willis Student Records
Paul S. Rodriguez  Payroll
Ross Dammann Contracts and Grants
Elaine Nocito Capital Project Management
Isabella Bryant-Parkinson Health Services Research Service Core
Brittany Whiting  Export Control 

Project Team

Contact members of the EDMS project team with questions.

Project Phases

The timeline for project phases may be updated throughout the lifecycle of the project.

Project Phase Description Timing

Phase1: Enrollment Management and VCHS Research Service Core

 Migrate Enrollment Management and Health Sciences VCHS Research Service Core OnBase instances to the enterprise solution.

Enrollment Management Completed July 24, 2019

Health Science RSC Expected Completion: September 2019

Phase 2:
Integration of Policy and Records Administration

Brainware document scanning platform

Migrate Policy and Records Administration (PRA) department from Documentum to OnBase.

PRA will model the document retention schedule for OnBase.

 January2020
Phase 3: Available to New Clients

Departmental requests will be taken and prioritized for onboarding.

Department onboarding will include:
  • Training
  • Process Analysis and Optimization
  • File Migration
  • Testing
  • Launch
 Expected to Begin Q1 2020