The North Dakota University System (NDUS) serves as the coordinating body for 11 campuses across North Dakota, supporting over 43,000 students in their educational pursuits. As a complex multi-campus system, NDUS manages diverse academic programs and administrative processes while maintaining consistency and quality across all institutions. Their commitment to student success drives continuous innovation in technology solutions and service delivery methods.
THE CHALLENGE
NDUS faced significant limitations with their existing form management system that hindered their ability to serve students effectively:
Technology Obsolescence:
- Outdated PDF-based eForm tool providing minimal functionality beyond digitizing paper forms
- Limited integration with Campus Connection system resulting in outdated or irrelevant data
- Extensive database management requirements without system updates or vendor support
- Recognition that existing solution was merely “a bridge” rather than comprehensive automation
Integration and Data Issues:
- No real-time integration with Oracle Campus Solutions system of record
- Data inconsistencies between multiple systems creating operational inefficiencies
- Manual verification processes required due to outdated information
- Students dependent on staff verification rather than being self-sufficient
Operational Inefficiencies:
- Form processors required to review multiple sources across multiple database tables
- Complex coordination required between departments and campuses
- Inconsistent completion times across different institutions affecting system-wide performance
- Limited visibility into form processing status and outcomes
User Experience Limitations:
- Students unable to update information in real-time
- Dependency on waiting for staff verification of data
- Lack of self-service capabilities reducing student autonomy
- Inconsistent user experience across different form types and processes
THE SOLUTION
NDUS partnered with Gideon Taylor to implement a comprehensive GT eForms solution integrated with Oracle PeopleSoft Campus Solutions:
Comprehensive System Integration:
- Full integration with Oracle Campus Solutions as official system of record
- Unified platform combining Finance, HCM, and Campus Connection pillars
- Real-time data synchronization eliminating network and communication issues
- Component interface integration enabling automatic PeopleSoft updates
Strategic Implementation Framework:
NDUS developed 30 criteria for form creation focusing on functionality including:
- Modification processes and required steps for form updates
- Security features and role-based access controls
- Form creation methodologies and technical skill requirements
- Fluid versus Classic interface decisions
- Field addition capabilities post-publication without vendor involvement
User-Centric Design Philosophy:
- Prioritized user experience over pure efficiency metrics
- Conducted regular “Lunch and Learn” sessions for stakeholder engagement
- Implemented comprehensive feedback collection and documentation processes
- Designated “power users” for detailed feedback and system optimization
- Involved approvers throughout form development journey
Enhanced Operational Capabilities:
- Eliminated second-party verification requirements through real-time data access
- Consolidated multiple data sources into single-section visibility
- Created user-friendly workflow download formats for campus-specific processing
- Empowered power users with workflow viewing and modification capabilities
- Established systematic ticket submission process for workflow requests
Team Integration and Development:
- Successfully merged two separate functional teams with different skill sets
- Balanced customer-centric focus with efficiency optimization goals
- Enhanced collaboration between technical and business stakeholders
- Created empowered team environment focused on user experience improvement
- Engagement with Gideon Taylor Strategic PeopleSoft Consulting
IMPLEMENTATION PROCESS
The ambitious 120+ eForms implementation required systematic approach and careful coordination:
- Comprehensive requirements analysis across all 11 higher education campuses
- Development of 30-criteria evaluation framework for form functionality
- Platform architecture design and integration planning
- Systematic form development and testing across multiple language areas
- Power user designation and training program implementation
- Phased rollout with continuous feedback integration
- Performance monitoring and optimization initiatives
- Ongoing enhancement and new form development
The implementation demonstrated NDUS’s commitment to measuring success through user experience rather than traditional efficiency metrics alone.
RESULTS AND OUTCOMES
The GT eForms implementation delivered transformative results across the entire NDUS system:
Operational Excellence:
- Achieved 60% reduction in work effort across all form-based transactions
- Eliminated need for second-party verification through real-time data integration
- Consolidated multiple data sources into single-section visibility
- Dramatically increased efficiency and accuracy in form processing
Student Experience Enhancement:
- Enabled student self-sufficiency eliminating dependency on staff verification
- Provided real-time information updates improving service responsiveness
- Enhanced overall enrollment and academic planning experience
- Delivered consistent user experience across all 11 campuses
System Integration Success:
- Achieved seamless integration across Finance, HCM, and Campus Connection pillars
- Established single system of record eliminating data inconsistencies
- Reduced networking and communication issues between systems
- Created scalable platform supporting future expansion and enhancement
Team Transformation:
- Successfully merged separate functional teams into cohesive unit
- Enhanced collaboration and communication across departments
- Empowered staff with improved tools and capabilities
- Created environment focused on continuous improvement and innovation
Process Standardization:
- Established consistent form processing methodology across all campuses
- • Enhanced visibility into form status and processing outcomes
- • Improved compliance with institutional policies and procedures
- • Created framework for systematic workflow management and optimization
CLIENT TESTIMONIALS
“We’re measuring our success as an organization by the experience our users have with our solutions. The GT eForms implementation has enabled us to truly put students first in everything we do.”
– Crystal, Former NDUS Business Analyst
“The true gateway for us was to get all the efficiencies that a single solution would provide. 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.”
– Ericka, NDUS Applications Analyst
“Before moving to our new solution, form processors were required to review multiple sources in multiple tables. Now everything can be seen in a single section. Our efficiency and accuracy have both skyrocketed.”
– Ericka, NDUS Applications Analyst
“When one of our campuses submits a ticket, they can describe what they want in terms of workflows. Whether that workflow is one step or over a hundred steps, those submitting now have confidence that they’ll get exactly what they need.”
– Sara, NDUS Application Analyst
“One of the things that we really appreciated about Gideon Taylor’s team was how they thought like an end user. 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.”
– Ericka, NDUS Applications Analyst
“Our team feels empowered and excited to improve the lives of our users more than ever before. The new team collaboration has taken us much further than we would’ve gone otherwise.”
– NDUS Implementation Team
KEY BENEFITS DELIVERED
- Successful implementation of 120+ GT eForms across 11-campus system in under one year
- 60% reduction in work effort across all form-based transactions
- Elimination of second-party verification requirements through real-time data integration
- Enhanced student self-sufficiency and reduced dependency on staff verification
- Comprehensive integration with Oracle PeopleSoft Campus Solutions as system of record
- Consolidated data visibility eliminating need to review multiple sources and tables
- Empowered power users with workflow modification and management capabilities
- Successful team integration combining customer focus with efficiency optimization
- Established scalable platform supporting over 43,000 students across system
- Created user-centric success measurement framework prioritizing experience over pure efficiency
- Enhanced collaboration and communication across multi-campus environment
- Foundation for continued innovation and digital transformation initiatives