What is Archivum?
Archivum is an intelligent business process management platform (IBPM) that will automate MCOM's academic and business processes. Working closely with USF Health IS, we are embracing a strategy that focuses on quickly developing products that allow us to find ways to help our faculty, staff and students complete tasks and processes as efficiently as possible.
Archivum is running on IBPM system platform developed by Appian. Appian is a worldwide company headquartered in the US, with customers such as Amazon, Bank of America and Ryder Truck.
Why Archivum?
The University of South Florida is pioneering the use of intelligent business process management (IBPM) through the use of Appian’s cloud-based software platform. Developed using an approach the focuses on quickly releasing products so that they can be used and get feedback for enhancement. The goal is to release good product quickly, not perfect projects developed over long periods of time.
Archivum is user friendly and integrates with all of our existing systems such as Banner, GEMS, etc. It acts as a central system where faculty, students and staff/administrators can complete tasks or paperwork and easily track the progress and outcomes. Some of the benefits to Aerchivum are:
Accessibility – Archivum works on a variety of web interfaces, PC & Mac, and mobile devices. There is also “an app for that” supported by iOS and Android devices.
Ease of use – the design is fairly intuitive. Each faculty and student will have their own “page” and from it is easy to navigate between tasks and programs. Faculty will find a link to all of your student advisees (one click and all your students should be there in one place for you).
Access to Information – Archivum pulls data into records that are powerful and yet simple. The student record will provide a variety of information in one place for faculty and students alike. The program of study creates a live view of the student’s progress towards their degree and creates new ways for students and faculty advisors to work together to map out their academic plan.
Customer-focused – We hope that we are developing applications and features that will improve the day to day tasks our faculty, staff, and students must complete.
Transparency – Archivum allows the user to track the status of any requests they have pending in the system, and will allow the College to analyze processes for ongoing improvement.
What is the Lottery Process?
Students will identify both their desired track and preferred schedule via the USF Archivum lottery wizard. The wizard will walk students through their schedule requirements and allow them to electronically submit the desired site and period for each course.
Once all students have submitted their preferences via Archivum, the system will generate a draft schedule for each student by comparing all submitted preferences with course availability. After interview blocks, track requirements, and externship blocks have been entered, students will have an opportunity to add the remaining general electives to complete their schedule (36 weeks/9 months).
Where scheduling conflicts arise, the system will attempt to assign students 1) to the same period, but different site, then 2) the same site but different period, etc. until a slot is found. The system will randomize the list of students each time a substitute period/site must be found so that not only one student is impacted by changes to the preferred schedule. Additionally, the system knows which types of courses should be completed earlier in the year, and will take that into account if any deviations from the preferences must occur.
The Registrar’s Office will review the draft schedules for accuracy before registering students in Banner and distributing the official schedules. Students will have an opportunity to make changes via the drop/add system throughout the year, so the schedules are not set in stone.
Archivum and the Lottery Process
The first MCOM process to be completed in Archivum is Lottery.
Every spring, third year medical students participate in a lottery to select and rank desired courses and clerkships for fourth year. Fourth-year curriculum is based on the individual student’s career plans and needs, and is chosen by the student with faculty advice. Here are the steps for the Lottery process:
- Students will identify both their desired track and preferred schedule via the USF Archivum lottery wizard. The wizard will walk students through their schedule requirements and allow them to electronically submit the desired site and period for each course.
- Once all students have submitted their preferences via Archivum, the system will generate a draft schedule for each student by comparing all submitted preferences with course availability.
- After interview blocks, track requirements, and externship blocks have been entered, students will have an opportunity to add the remaining general electives to complete their schedule (36 weeks/9 months).
- Where scheduling conflicts arise, the system will attempt to assign students 1) to the same period, but different site, then 2) the same site but different period, etc. until a slot is found.
- The system will randomize the list of students each time a substitute period/site must be found so that not only one student is impacted by changes to the preferred schedule. Additionally, the system knows which types of courses should be completed earlier in the year, and will take that into account if any deviations from the preferences must occur.
- The Registrar’s Office will review the draft schedules for accuracy before registering students in Banner and distributing the official schedules.
- Students will have an opportunity to make changes via the drop/add system throughout the year, so the schedules are not set in stone.
Would you like to see a demo? Here it goes!
How to access Archivum?
You can access via Web Browser or Mobile Application.
Access via Web Browser
- Access preferred browser that matches supported browser listing
- Google Chrome
- Microsoft Internet Explorer
- Mozilla Firefox
- Apple Safari
- Archivum does not support older versions, for example, Internet Explorer 8
- Go to the main USF Archivum page: https://usf.appiancloud.com/
- Log in using USF NetID via Single-Sign On
- Access preferred browser that matches supported browser listing
- You’ll be automatically taken to the USF Archivum home page upon successful login
- You’ll be automatically taken to the USF Archivum home page upon successful login
Access via Mobile Application
Yes, we got you covered if you are iOS or Android. Follow the instructions and download them at www.usf.edu/archivummobile. Use your USF ID to log in.