Health IS Technology Blog

The Archivum BPM Project, Featuring D.I.’s Ivan Vazquez


Excellent firms don’t believe in excellence – only in constant improvement and constant change,” ~ Tom Peters

 

BPM: Digitizing The Way We Work

BPM (e.g. business process management) has been hugely influenced by advances made in modern information technology (IT), particularly in regards to computer software and applications. In fact, investments made into the digitization of BPM have arguably become one of the most sought-after strategies utilized by large and midsize organizations, seeking sustainable growth. Why? Because when you cut out an expensive paper-burdened process, terminate time-consuming tasks and replace antiquated approaches to service with modern models for customer-centered care, you get a pretty straightforward formula for potentially exponential success, a.k.a. a touchdown. All of which is par for the course here at the home of the Bulls, where excellence is our performance benchmark.

Today, excellence takes on the form of a progressive BPM project called, Archivum. Archivum is the software application licensed by Appian (e.g. technology company), masterfully developed and designed by USF Health I.S. Digital Innovations’ programmers and that is now serving as the practical replacement for the traditional student advising process in the USF College of Public Health. You may recall that the traditional advising route required students to locate and carry various paper form(s) around to a number of advisors and administrators in disparate locations on-campus in order to complete their advising process (e.g. change advisors, complete college program check sheet, etc.). This system was ideal for earlier times when colleges had smaller quantities of students but less so for such rapidly expanding modern institutions, as USF.

Today, the Archivum project injects essential automation into the advising process, making life easier for both our students and the administrators supporting them. Instead of lugging backpacks, forms, bus schedules and maps from one side of campus to another, students can simply use the Archivum software application to visit one virtual space in order to get their needs met, faster and more efficiently than ever. Every student with a valid health email account can access and use Archivum, which is comprehensively supported by Microsoft Internet Explorer 11, Mozilla Firefox, Google Chrome and the Apple Safari browser on Mac operating systems. There’s even an app that’s available for both Android and iOS mobile devices. It’s a strategically sophisticated solution.

 

Discussing Archivum with D.I.’s, Ivan Vazquez

Ivan Vazquez

Above: Ivan Vazquez.         Photo by Trevor Collinson

In order to take such a industrious step forward, three progressively motivated leaders had to show up and sacrifice the full extent of their time, focus and energy in order to transition ideals into realities for our students. Out of the USF Health I.S. team, Alice Wei, Sidney Fernandes and Ivan Vazquez were the change agents chosen to lead the implementation of the new BPM application, designed for use by thousands of students and faculty.

We sat down with one, Ivan Vazquez who was able to share an insiders perspective into Archivum in a recent interview at USF Health I.S.:

 

Q. 1: Who originally conceived of and introduced the Archivum idea to USF?
Digital Innovator, Ivan:

“This was around the time that Alice had taken the lead for our programming group and saw that a lot of the things that they were doing involved custom applications for business process management: Take information from this database, pass it to this person, change something, pass it to another person, get it approved, etc. Process based tasks involving several steps. Then, we spoke to Appian (i.e. technology, software company) and noted that their philosophy matched ours. They were using agile methodologies, workplace culture, etc. and so we immediately had a connection, a partner”.

Q. 2: What is uniquely exciting about Archivum?
Digital Innovator, Ivan:

“The thing that I like the most is the connection to innovation. For us, innovation is how you do things, how you test, how you show people what does or doesn’t work and the whole evolution of it all, of creation. Plus, this tool allows you to sit down with customers, understand their proposal, draw the idea with them and deliver a functional prototype in a fast, streamlined process”.

Q. 3: Why do you think Archivum has been so successful?
Digital Innovator, Ivan:

“It’s because of how we work. From the beginning we explain to the customers exactly how we’re going to work with them: We give them a crash course explanation of our agile software development methodology, so that they understand exactly how they’re going to be able to get great results in as little as two weeks. This is very different from a traditional software development process that may take as long as five months and is problematic in many ways. So, our customers understand that we really do care about delivering something great that they can grow with and that we’re invested in continual collaboration with them”.

Q. 4: How could other colleges and organizations benefit from Archivum in the future?
Digital Innovator, Ivan:

“If we develop something great for one college, we can offer to another in no time. We just need to integrate data and grant permission to the different user groups of students, advisors, etc. in the system. It’s perfectly automated now, so much of the IT work can be accomplished overnight”.

 

Using Archivum @ USF: Today & Tomorrow

Archivum, BPM

Archivum, BPM

As one report explains, “BPM (business process management) promotes a collaborative environment that can rapidly automate workflow, where business users design processes while IT facilitates the infrastructure required to deploy the processes, provides the necessary integration points to reuse existing systems and services, and ensures compatibility with enterprise architecture standards and IT governance,” (HuffingtonPost).

 

The digital era invites us all to stop, think and reconsider the way that we imagine and accomplish our goals. With the support of modern technology including computers, mobile devices, wearables, virtual machines, software and applications, the potential innovations of the future have only just begun. It is a unique privilege to exist and observe the birth of this age and the many advances that will spring forth from it over the years. The Archivum project is one part of a beautiful beginning.

Today, you can access the Archivum application via the main USF Archivum page at https://usf.appiancloud.com/. Mobile apps are also available for Android and iOS at www.usf.edu/archivummobile. And this certainly is one app that you definitely will want to download and explore for yourself.

 

Happy Computing!