Higher Education Document Management Software

Enrollment & Admissions

• Maximize staff efficiency and productivity by consolidating documents and records in a secure, centralized repository
• Automated admissions processing enables the auditing of student documents for accuracy and missing information
• With VisualVault’s Advanced Capture functionality, you can accelerate the time required to capture student transcript data and credit transfers
• Because VisualVault integrates with student information systems, universities have instant access to all financial aid records in a single platform
• Additionally, with Actionable Analytics, admissions personnel have management dashboards for complete visibility into how the applicant pool aligns with target populations and can model enrollment scenarios in a real-time mode.

Academic Advising

Financial Aid

• Documents are automatically routed to the correct financial aid counselor for review and approval, accelerating processing time.
• Universities are able to implement an online student portal where all financial aid forms (iForms) can be made available electronically.
• An online financial aid checklist on the student portal can be updated when new forms are submitted, highlighting exactly what’s missing.
• VisualVault integration with student information systems allows financial aid professionals immediate access to required documents.
• Automatic alerts and notifications inform staff of missing documents or information automatically.

Student Onboarding

One of the most time-consuming and costly processes for higher education is student enrollment, registration, and onboarding. Because a high percentage of these processes are still paper-based, Admissions and Registrar’s offices struggle to keep up with ever-increasing demand. With VisualVault student onboarding software solutions, you can take full advantage of workflow automation to streamline school business processes while substantially lowering their cost.

Using iForms and automated workflow, task management lists will guide students through important activities they must complete during the onboarding period. Based on each institution’s business practices, dependencies may be identified to enforce the order in which tasks are completed, preventing students from progressing through activities until all necessary prerequisites have been completed. iForms can be implemented and tracked for the numerous onboarding requirements, such as a Community Compact / Expectations and Guidelines, Required Training, Health Assessment, Emergency Notifications, Contact Tracing, Immunization Record, COVID-19 Test, and many others.

Transcript Capture & Transfer Credit Evaluation

Delivering timely decisions to students is more important than ever in today’s highly competitive environment. A result of this competition is that you’re becoming more dependent on transfer students to meet your annual enrollment goals. However, reviews that are manual and paper-based make these processes slow and unmanageable, delaying equivalency decisions.

GRM’s Campus Management solution for transcript processing quickly captures and processes even the most complex transcript formats. VisualVault’s Advanced Capture technology intelligently extracts student and transcript data, imports, indexes and analyzes it, while at the same time automatically updating the student information system. Additionally, it validates coursework against the articulation database for fast course equivalency decisions. The result is that students receive decisions in days instead of weeks or months, allowing the institution to enroll transfer students sooner and meet enrollment goals more quickly.

Student Health

Alumni & Donor Relations

VisualVault’s alumni and donor relations software can help you build for the future by promoting and strengthening donor relationships: alumni communications, reaching out to first-time contributors, keeping in contact with regular donors and initiating legacy giving programs.

Using VisualVault, institutions can create a folder for each donor, storing all related documents, and providing the department an easier method to search and track donor information. Advancement offices and foundations are able to fully automate the receipt and processing of gifts and related documentation, integrating with advancement CRM systems, and providing electronic management of all gift payments and related documents.

With GRM’s Campus Management solution, advancement offices are able to:

• Access information from a secure, centrally managed donor file.
• Interactively update files with content from a variety of sources.
• Speed the disbursement of funds to programs, projects, scholarships, research initiatives, and other institutional priorities.
• Alleviate processing bottlenecks and burdens to free staff for higher-value donor-facing activities.
• Keep donor records up-to-date and free from manual errors.

Human Resources

Managing vast amounts of employee data from multiple sources and gaining true information governance in an increasingly complex landscape is one of the biggest challenges facing higher education HR professionals. GRM’s education HR software solutions seamlessly integrate with existing HCM / HRIS systems to give colleges and universities full control of their HR data in a single digital environment.

VisualVault is designed to help improve the HR department’s overall efficiency through easily implemented advanced digital applications. We can help you:

• Gain visibility and control of data
• Accelerate the candidate selection process
• Automate manual processes
• Improve compliance
• Minimize risks & avoid errors
• Garner insights

HR functions such as payroll, PTO requests, employee status changes, and other processes are streamlined to ensure that HR personnel have more time available to focus on academic growth, talent development, better project management, inter-departmental collaboration, and improved alignment of administrative staff with institutional strategy.

Facilities Management

Regardless of the size of the institution, managing a college or university’s facilities is an enormous task. Responsible for ensuring the planning, design, construction, operation, and maintenance of all buildings and grounds, this department can benefit from VisualVault‘s higher education facilities management software solutions. These solutions:

• Organize architectural drawings, schematics, safety documents, sustainability reports, and operations manuals by school so they’re easily accessible.
• Enable staff to retrieve blueprints, maps, and E-sized drawings onsite from wireless-enabled laptops.
• Automate the project approval process, allowing supervisors to easily prioritize work requests according to urgency.
• Use audit trails to monitor and report system activity to administrators.
• Assign security rights and privileges by group or individual user.

Financial Services

Accounts Payable

Accounts payable departments are faced with a daily barrage of invoices and other documents pouring in from various locations and in various formats. Capturing and organizing this mountain of data is a constant challenge, but many of the current processes are inefficient and error-prone. Lengthy invoice approval processes can greatly decrease productivity when there isn’t a collaborative infrastructure in place that can effectively manage the flow of pending documents as they make their way to different approvers.

With VisualVault’s financial software solutions for education, colleges and universities are able to target and remove inefficiencies and streamline accounts payable document management procedures. The result is unprecedented AP processing speed and accuracy and significantly lower expenses associated with AP operations.

Contract Management

Colleges and universities, and other higher education institutions face unique contract management challenges. You must address keeping track of intellectual property agreements and agreements with general service providers, drafting, negotiating, and approving a wide variety of contracts with vendors, partners, suppliers, and employees every year. Actively managing these contracts and maintaining formal relationships with these sources can be difficult and time-consuming for many universities that still utilize manual, paper-based processes.

VisualVault’s Contract Management functionality helps colleges and universities save time, ensure compliance, and promote contracting best practices. It manages and automates the entire contract process including contract requests, approvals, redlines, electronic signatures, milestones, notifications, reporting, and analytics.

As experts in Information Governance, GRM provides comprehensive retention schedules for contracts and associated documents. The entire retention process is completely automated, eliminating the time-consuming activities of filing and searching for contracts and documents, and tracking expirations.