Efficient Educational Access

To best serve today’s students, education opportunities have to be flexible, whether students are pursuing advanced diplomas, graduate certificates, or bachelor’s degrees. From its ten campuses across greater Toronto, Seneca College meets the diverse needs of more than 28,000 full-time and 70,000 part-time students with quality full-time, part-time, and continuing education options across a variety of fields, including business, science, fashion, media, and aviation.

Keeping everything running efficiently is essential to providing students with the quality education they expect. To improve the college’s overall productivity and meet environmental sustainability goals, IT administrators started implementing electronic signatures and digitalized document processes across all departments on campus.

Initial deployments of Adobe Sign in HR and procurement have yielded dramatic results so far. Adobe Sign improves the speed and ease with which Seneca College processes documents including contracts, employment offer letters, credit card statements and authorizations, invoices, and non-disclosure agreements.

The process begins with staff using a single sign-on to log in to Adobe Sign. The e-signature solution walks them through preparing a document for signature and sending via email to all parties. Signatories receive the email and easily sign in just a few clicks. If multiple signatories are involved, the document is automatically forwarded to the next person in line and everyone receives the final, signed document. Staff can easily see when documents are sent and signed, and Adobe Sign makes it easy to follow up with reminders to keep the process on track.

“Most documents needed multiple signatures across any of our ten campuses, so it could easily take up to five days to get all signatures. With Adobe Sign, most documents now get signed in under an hour,” says Radha Krishnan, Chief Information Officer, Seneca College.

Seneca College is now planning to integrate Adobe Sign with PeopleSoft HCM to facilitate the annual processing of agreements with 12,000 contract staff members and improve employees’ first impressions. The new integrated workflow enables staff to automatically generate and contracts directly through Oracle PeopleSoft HCM with embedded Adobe Sign signature fields. Employees can sign and return contracts within minutes to all necessary parties, including human resources, which can immediately begin payroll processing.

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