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Bath Spa University has seen a 40% increase in undergraduate applications in the last 5 years.

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The Challenge

The initial business requirement was to streamline processes within Payroll and HR through Document Management technology. Payroll raised a specific issue with access to individual payroll files. With over 600 staff, finding the right information quickly was essential. The existing systems only allowed for payroll to be filed as a complete month and, therefore, finding an individual payroll slip was extremely time-consuming.

HR and Payroll both required improved document storage as they were using bulky paper files. In addition, they needed a search and access facility and integration with their day to day applications, such as Microsoft Office and email. Jonathan Sebright, Head of Information Services at Bath Spa University, wanted to ensure that any new system would have the capacity and scalability to meet the current needs of HR and Payroll, as well as providing for future requirements of the university.

The various departments, which include student applications and admissions, finance, housing, on-course administration, estates, time-tabling and welfare support, needed a sharing system that could be built around individual department needs. In addition, it needed to provide the security required for an organisation dealing with vast amounts of potentially sensitive documentation, whilst allowing easy access across departments.

“Invu is helping us in so many areas of the university. Our response to queries is now immediate, giving a much more professional service.”


Embedded Solution

Invu Document Management was selected as the preferred Document Management solution that could meet all criteria. The initial system included 50 users and Invu was required to create a suitable filing structure for both Payroll and HR.

“The university was operating a variety of separate filing systems all running independently. Control was limited and work schedules to maintain and operate the various systems were time consuming and costly. The HR & Payroll teams were pushed to capacity, had run out of space and urgently needed a solution. We looked at a solution built on the Invu Document Management system to solve the immediate HR & Payroll requirements, and to give us the expansion capability for an all-encompassing management system that could bring together departments, records and processes.”

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Following successful implementation and demonstrable efficiency savings, Bath Spa extended the solution to a number of other departments within the university. Those now using the system are HR, Payroll, Student Finance, Student Registry, Estates and Academic Office (Quality Management). The system now includes over 110 users, plus integration into the university’s Student Information System (SITS).

Abbyy’s Flexicapture solution was integrated into the existing system to allow the university to bulk scan and file their paper based student files – a job which for many years had been sent off-site at considerable cost.

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Bath Spa University implemented its Invu software with Invu reseller Your DMS. Contact Invu for more details.