DocFinity is a new enterprise-level document management system the Universities of Wisconsin will be implementing across three phases to create, monitor, and optimize higher education-based records and administrative processes. It will replace current document management systems for the purpose of storing all HR and financial documents. Later phases of the project will utilize DocFinity for student records storage. This cloud-based system maximizes efficiencies system-wide, promoting security of sensitive documents.
Key capabilities and features include:
- Automation: minimize errors caused by manual data entry and standardize processes by automating the movement of data
- Enhanced security and document protection: automatically apply retention rules to documents and control file access
- Reporting capabilities: monitor all activity within DocFinity and report back on efficiency of applications, servers, and repositories
- Improved user experience: utilize integration tools to connect DocFinity with existing core business applications
- Workflow and form creation: design, input, store, and access forms from anywhere with eForms. eForms can be used to launch business workflows to meet your specific organizational needs
- Single-site storage for all documentation: a retention program which includes automated backup and disposal schedules as well as legal hold can be configured. This ensures compliance, security, and accountability.
Frequently Asked Questions
What are the major goals of implementing DocFinity?
In implementing DocFinity, the Universities of Wisconsin aims to create a secure, cloud-based document repository that serves as a single source for all documents, files, and records. This unified system will improve efficiency, strengthen security, and provide actionable reporting to support scalable resource management across the System.
What are the major milestones involved in implementing DocFinity?
DocFinity implementation is a three-phase process.
- Phase 1 launches DocFinity Core: designing and building the core document management system.
- Phase 2 decommissions legacy HR and finance solutions to build and deploy the systemwide HR and finance conversion process.
- Phase 3 offers a transition process for student records at those universities that opt in to complete the total document management conversion.
Who will be involved in the DocFinity implementation process?
Multiple work groups have been created to support business areas and campus interest in the conversion process. Groups representing HR, Finance, Research, UW Enterprise Document Management Team, UW Tech & Integration, the Workday and Enterprise Solutions Team, and DocFinity will all collaborate to ensure needs are met across the system.
Who will be involved at the campus level?
HCM stakeholders: CHROS, HR Managers and Specialists, Payroll Specialists/Coordinators, Benefits Coordinators, and Recruiting.
FIN stakeholders: Controllers, Budget Directors, Accountants, Financial Analysts/Specialists, Principal Investigators, and those involved with grants.
When will DocFinity go live?
Phase 1 of DocFinity will go live in Spring 2026.