SDU has signed a contract with KMD for a new ESDH system
The new system will contribute to efficient and cohesive workflows and can help to automate processes
There were handshakes and a good atmosphere when area director, Leif Ilsø from KMD (left) and SDU's digitization manager, Bue Raun Andersen (right) met to enter into an agreement on the ESDH system, WorkZone. On Wednesday 19 April, both parties put their signatures on the contract, and are now looking forward to an exciting collaboration to implement WorkZone at SDU.
A smooth transition to the new system
The replacement of the current ESDH system, Acadre, with WorkZone means that the current, tried and tested workflows used in connection with record keeping in Acadre will be maintained to the greatest extent possible. This is to ensure the secure commencement of operation with the least possible inconvenience to daily work activities.
When the new system is operational, SDU will focus on changing, streamlining and automating current and future workflows when cases and documents are to be processed and recorded in the new ESDH system.
SDU RIO has agreed to be a pilot unit for WorkZone. The plan is for SDU RIO to put the solution into use around the summer holidays of 2023. The rest of SDU will be able to use the system by the end of the year when the transfer of the necessary cases to the new system has been completed.
A schedule is on the way
In collaboration with KMD, the ESDH of the Future programme will prepare a timetable for the implementation of WorkZone. The schedule will show what tasks there will be in connection with WorkZone coming into operation. This includes the anticipated point in time when superusers and end users are to be taught how to use the new system.
The programme steering committee will discuss the schedule at its next meeting on 4 May 2023. The timetable will then be available on the programme's website .
Preparation for implementation
The current users of Acadre are tasked with tidying up the current record-keeping period. This includes tasks such as:
- closing all cases that need to be closed
- attaching loose documents in the system to a case
- recording documents that need to be recorded
The programme will revisit SDU's current record-keeping plan and instructions to ensure that they still meet SDU's needs. The programme will analyse which cases should be transferred to the new system. In parallel, the programme will establish a historical database in which users will be able to find closed cases created in the current record-keeping period.
With WorkZone comes a new security model that ensures that the right people have access to seeing and working with cases and documents in the system.
The programme also has a large technical task in relation to ensuring that SDU's current integrations, such as STADS, Optag.dk and Odin, are moved into the new ESDH system.
The programme will support the implementation work during the process
The ESDH of the Future programme will coordinate the implementation of the new ESDH system in collaboration with a programme steering committee. The steering committee will consist of representatives from the faculties and the Central Administration.
The programme is organisationally located in SDU Digital. Throughout the process, SDU Digital will support the implementation with help and guidance.
SDU IT will help with the installation and application operation of the new cloud solution. The ESDH secretariat, anchored in SDU HR, will assist with knowledge and skills in record keeping and archiving.
SDU has appointed a number of superusers (agents of change) who will make up the core group that acts as the link to business operations. The core group will assist with knowledge from different parts of SDU in relation to configuring the system, conversion analysis and integration analysis. The core group will also contribute with input to the programme's communication activities, as well as to how the implementation of WorkZone in the organisation is best approached.
WorkZone - a simple and user-friendly system
The ESDH system WorkZone is a user-friendly system that contains the same functions as Acadre. WorkZone is already a well-known and established ESDH system at the University of Copenhagen, Aarhus University and Aalborg University. Therefore, there is good reason to believe that it can also cover the needs of SDU.
The system contains tools that make it easy to design new input and search screens, as well as to set up the system so that the individual user gets a good overview of the relevant cases and documents.
WorkZone also contains advanced tools that allow the setting up of new automated processes in the system. Tasks that users perform manually today, such as creating cases on the basis of information in a form, can in the future be carried out to a greater extent automatically.
It will also be possible to define lists of case activities in the system, which during case processing can guide the user in which activities they need to carry out before the case is completed.
Get answers to your questions
On the programme’s website you will find a range of information about the programme and contact information for the programme manager, project manager and members of the core group. New information about the structuring of the superuser organisation, course activities, etc. will be available on the site. You are welcome to send an email to fremtidens-esdh@sdu.dk if you have questions that you cannot find an answer to.