North Dakota University System Builds 120+ GT eForms in One Year, Achieves 60% Work Reduction
Executive Summary
The North Dakota University System transformed its outdated PDF-based form system by implementing GT eForms for Campus Solutions across all 11 campuses serving over 43,000 students. Working with Gideon Taylor, NDUS built and deployed 120+ integrated forms in under one year, achieving 60% reduction in work effort while prioritizing user experience over pure efficiency metrics. The implementation eliminated second-party verification requirements and enabled real-time data access for students and staff alike.
The Challenge
NDUS coordinated administrative processes across 11 distinct campuses, managing diverse academic programs while maintaining system-wide consistency. Their existing PDF-based eForm tool created significant operational friction. “The tool we were using was basically a bridge,” explained Ericka, an NDUS Applications Analyst. “It provided us with a way to move data from paper into an electronic format for submission and processing, but that’s it.”
The legacy system pulled data from Campus Connection, but information frequently arrived obsolete or irrelevant. Database management required constant attention without vendor support or updates. Form processors reviewed multiple sources across separate database tables for each transaction. Students depended on staff verification rather than accessing current information themselves. The system offered no real-time integration with Oracle Campus Solutions, creating data inconsistencies and operational delays.
NDUS recognized these limitations hindered their ability to serve students effectively. Crystal, a former NDUS Business Analyst, captured the core frustration: students couldn’t update information independently and waited for staff to verify data that should have been immediately accessible. The multi-campus structure amplified these issues, with inconsistent completion times across institutions affecting system-wide performance.
The Solution
NDUS partnered with Gideon Taylor for PeopleSoft consulting to implement a comprehensive GT eForms solution fully integrated with Oracle PeopleSoft Campus Solutions. The project prioritized functionality and user-centric workflow over traditional efficiency metrics alone.
Before building a single form, NDUS developed a 30-criteria evaluation framework addressing security features, modification processes, required skill levels, and field management capabilities. One critical requirement: the ability to add or remove fields after publication without vendor involvement. The team conducted regular “Lunch and Learn” sessions throughout implementation, gathering stakeholder feedback and documenting everything for transparency.
The new platform integrated Finance, HCM, and Campus Connection pillars within a single system of record. Real-time data synchronization through component interfaces enabled automatic PeopleSoft updates. NDUS designated “power users” who provided detailed feedback and gained workflow viewing and modification capabilities. “When one of our campuses submits a ticket, they can describe what they want in terms of workflows,” noted Sara, an NDUS Application Analyst. “Whether that workflow is one step or over a hundred steps, those submitting now have confidence that they’ll get exactly what they need.”
The implementation required merging two separate functional teams with different skill sets and communication styles. Ericka described the challenge: “We had to blend two different teams with separate functionalities and departments. It took a lot of effort and patience, but we’re now working as one team.” The new team members brought customer-centric focus that complemented the existing team’s efficiency optimization goals.
The Results
The GT eForms implementation delivered transformative outcomes across the entire NDUS system. The organization achieved 60% reduction in work effort across all form-based transactions while enhancing accuracy. “Before moving to our new solution, form processors were required to review multiple sources in multiple tables,” Ericka explained. “Now everything can be seen in a single section. Our efficiency and accuracy have both skyrocketed.”
Real-time integration eliminated second-party verification requirements. Students gained self-sufficiency, updating information independently without waiting for staff confirmation. “The true gateway for us was to get all the efficiencies that a single solution would provide,” Ericka noted. “We wanted to help students become more self-sufficient and remove their dependency on waiting for others to verify data. Our new GT eForms process has enabled this.”
The platform established consistent form processing methodology across all 11 campuses while maintaining institutional flexibility. Power users received user-friendly workflow downloads showing every form for their campus in easily processable format. Enhanced visibility into form status and processing outcomes improved compliance with institutional policies.
Perhaps most significantly, NDUS achieved these results while maintaining their core mission. “We’re measuring our success as an organization by the experience our users have with our solutions,” Crystal emphasized. The implementation demonstrated that prioritizing user experience and operational efficiency weren’t competing objectives but complementary goals.
The partnership with Gideon Taylor proved instrumental throughout the process. “One of the things that we really appreciated about Gideon Taylor’s team was how they thought like an end user,” Ericka shared. “Everyone from Sales to Project Services to GT Support have all been so responsive to our needs. They have a strong culture of ownership that really clicked with us.”
Looking Forward
NDUS established a scalable platform supporting continued innovation across their 11-campus system. The successful team integration created momentum for new projects benefiting the entire NDUS community. As the implementation team noted, “Our team feels empowered and excited to improve the lives of our users more than ever before.”
The system provides foundation for ongoing digital transformation initiatives while maintaining focus on what matters most: the experience of students, faculty, and staff across the North Dakota University System.
Learn how Gideon Taylor can transform your institution’s form processes and experience design. Contact us to explore intelligent process automation solutions tailored to higher education.