COPH is first in U.S. to pilot academic and business processes software [VIDEO]

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The College of Public Health is the first college in the nation and at the University of South Florida to use the new cloud-based app, Archivum.

Archivum provides students and faculty on-the-go access to current student records, program of study check sheets, change of advisor processes and intake forms for new applications.

Faculty will have access to all their student advisee records and requests, while students will have the ability to track the status of any requests they have pending in the system.

“I believe that Archivum will make it easier for faculty to advise students on their program of study, because it shows all of the program requirements and also shows how well the student does in meeting each requirement,” said Dr. Kate Wolfe-Quintero, director of graduate studies and the DrPH program. “This is not information that we had available in one place before. This will also make it easier for us to track a student’s progress towards graduation, so we can catch any problems earlier.”

The app, compatible with all Android and Apple tablets, phones and desktops, is now available for download on the COPH website using USF Net ID credentials.


The College of Public Health is the first in the nation to use the new cloud-based app, Archivum.

Those with licenses to currently access Archivum include graduate students, faculty and some administrative staff.

Jay Evans, associate dean for finance and operations, said all graduate student records have been moved into Archivum, allowing MPH, MHA and MSPH students, who are not dual degree, to work with advisors on planning out course curriculum.

“Archivum allows us to get toward our goal of being more efficient. It provides a web-end mobile application that will allow our faculty to do their tasks and processes from anywhere,” Evans said. “The ultimate goal is to allow us to operate as efficiently as possible, which, I hope, means along the way we reduce administrative burden of our faculty, staff and students.”

He said that the goal is to move as many student records and processes as possible into Archivum, which will expand the licensing base and those who may access and use the app.

Created through the intelligent business process management platform called Appian, the Archivum app took eight weeks to complete from conceptualization to launch, according to Evans.

“The Appian approach not only lets us be more nimble and more efficient, it forces us to rethink the ‘why’ of everything we do as we examine the ‘how.’ The beauty of this is that everyone benefits when things are easier to do.  Things happen faster and without the usual frustration.  A happier community is a healthier community,” COPH Dean Dr. Donna Petersen said.


Dr. John Petrila, chair of the Department of Health Policy and Management, uses Archivum to advise a student.

Sidney Fernandes, system vice president and CIO of USF Information Systems, said a benefit of using an app developed from intelligent business management software is that any needed changes to the app can be made quickly and easily.

“It allows us to very rapidly create solutions for our faculty and students, and when you create those solutions they are mobile immediately without having to code anything new,” Fernandes said. “They are also changeable, that means if you decide a business process doesn’t work the way you thought it did, you can change it. We can actually show the end user what we’re doing and then we can actually make changes on the fly as we are developing it, so it’s very customer friendly and customer focused, which is what we hoped for.”

Fernandes said Appian has also created apps for the Department of Defense and several financial services, so he is confident in their security protocols.

Future use of Archivum by other colleges at USF are currently be evaluated, according to Fernandes.

Alexander Strauss, a MHA student in the Department of Health Policy and Management, has had the opportunity to use Archivum.

“It’s very easy to use. Since the platform is connected to USF’s single sign on, I don’t even need a new account. I just log in as if I were logging into Canvas or Oasis,” Strauss said. “The actual interface is very straight forward with my personal profile in plain sight and actions available to me all in one section. Archivum will even alert me if there’s an academic process that needs my attention.”


Archivum is compatible with all Android and Apple tablets, phones and desktops.

After a student uses the app, a survey is offered to collect feedback on user experience. This will allow the COPH to evaluate the current design and make adjustments as necessary.

Strauss said he sees Archivum benefitting students in two major ways.

“First off, the student will now be able to access all of their academic related information in one location. This includes mundane information like the student’s current grades, and more exotic information like a live view of the student’s registration hold or probation status,” Strauss said. “Secondly, Archivum will replace many of the paper-based student affairs—processes such as changing your academic advisor or completing your program of study. These new processes will be more streamlined, better tracked and far more transparent for all parties involved. Now, a student will know how long their advisor is taking to complete certain forms, and they’ll even know the exact moment a COPH admin completes their student affairs request. This equates to a lot less running around and far fewer headaches.”


Story by Anna Mayor, USF College of Public Health.