Introduction of the e-file at the University of Siegen
With the introduction of a central document management system (DMS), the University of Siegen is creating the basis for modern, digital and seamless file management. The aim is to make administrative processes more efficient, transparent and legally compliant and to gradually replace paper-based processes.
The project supports the sustainable development of a future-proof administrative landscape.
Procedure
File plan
Development of a process-oriented file plan
The project began with the development of a university-wide, process-oriented file plan. An established process map from the university sector served as the starting point, which was analyzed step by step, further developed and adapted to the specific requirements of the University of Siegen.
The University of Siegen's process map is divided into three levels: Management, core and support processes. Management processes comprise strategic tasks, while core processes cover the central university tasks of research, teaching and studies. Support processes cover supporting areas such as human resources, finance, IT and communication.
The work was carried out in close cooperation with Process Management. The combination of process management and DMS was first presented to the employees involved in several working groups. The file plan template was then worked through together and specifically adapted to the respective day-to-day work of the organizational units involved.
In this way, a separate, university-wide file plan was created that reflects the processes and structures of the University of Siegen.
Introduction of the file plan in the DMS
The developed file plan was first documented in structured form (Excel) and then transferred to the DMS d.velop documents. The file plan module was thus the first module to be used productively in the DMS.
The file plan is now available electronically and forms the basis for further use and the continuous expansion of the system.
The file plan serves as a repository for general written material, i.e. for all documents that cannot be assigned to a specific case or specialist file.
Differentiation: Subject files & case files
Parallel to the technical introduction, workshops were held at the University of Siegen in order to create a common understanding of the distinction between:
- subject files (file plan / general documents) and
- case files (file-related to specific persons, processes or cases)
.
These workshops formed an important first building block of knowledge for the further project work and laid the technical foundation for the introduction of electronic case files.
The first case files were then designed and implemented based on the file plan and the technical understanding that had been developed.
The legal department began by setting up an electronic file for contract management, which will also include regulations in the future.
eContract management
The eContract Management project was implemented by a project team that included those responsible for the DMS (project management/application support) as well as employees from Department 3 "Legal and Academic Affairs" and a key user or sub-project manager from the legal department. Later on, the IT service provider myconsult was brought in to provide support with technical adjustments as well as advice and training.
After analyzing the existing filing and editing processes for contracts, it was decided that the file plan was not the right solution for the requirements. Instead, the d.velop solution case manager contract (CMC), in the style of a case file, was procured. This module provides the basic functions for contract processing, including deadline management, versioning, approval workflows and a partner database. The CMC was used as a guide for the university's internal contract management, but had to be extensively adapted to meet the specific needs of users.
Initially, various types of contracts and their associated correspondence and attachments will be mapped. In the future, regulations will also be integrated, although it is still being decided whether these are better managed as subject files in the file plan. The introduction took place gradually: Individual contract types are already operational in the test system, others will be added successively. Numerous training sessions and tests as well as continuous feedback ensured that the system is adapted to practical requirements and can be used by everyone involved. The go-live is planned for 2026.
eStudent file
The eStudent File (eStu) is a digital collective file in which all of a student's important documents - for example from applications, studies and examinations - are stored centrally. It enables the university to manage study-related documents securely, clearly and at any time. This makes administrative processes faster, more transparent and more efficient.
The project to introduce eStu is being coordinated by a central project team from Campus Management, which is responsible for the technical concept and is working closely with the administration and specialist departments. After analyzing the existing processes, it was determined which documents and work steps would be digitally mapped in the future. A state-wide NRW solution served merely as a guide; building on this, the University of Siegen developed an independent, practical solution that has proven itself in regular operation and now also serves as a template for other universities in North Rhine-Westphalia. The HISinOne campus management system acts as the leading system, while the eStudent file is implemented and connected to the existing document management system. After a successfully completed test run, the transition to productive operation is planned for 2026.
ePersonnel file
Information will follow
Outlook
Information will follow