Since 2008, Perceptive Content, formerly known as ImageNow, has been an integral part of UMBC business processes. This powerful document imaging and management software supports various departments, including the Graduate School, Student Business Services, Division of Professional Studies, and many offices within Enrollment Management. There are hundreds of different document types, such as student applications, letters of recommendation, transcripts, scholarship applications and award letters, residency forms, applications for graduate assistantships, graduation review forms, enrollment verification, and more.

Key Features and Functionality

Perceptive Content handles importing, storing, and routing of electronic and paper documents. It organizes documents in a way that makes it easy for users to find what they need! For example, in Fall 2024 it handled over 16,000 undergraduate applications (degree and non-degree), with an average of 10-12 documents per student. Currently, the system supports 632 users, including permanent staff and seasonal personnel such as temporary application reviewers and scholarship readers. 

Access to documents within Perceptive Content seamlessly integrates with PeopleSoft, UMBC's enterprise resource planning software. By using hyperlinks embedded within PeopleSoft pages, users can easily access documents related to the applicants or students whose records are being reviewed. Perceptive Contents' intuitive workflow capabilities assist departments in directing the flow of documents to the appropriate reviewers, processors, and decision makers. Users can access Perceptive Content through desktop clients, which facilitate document access, processing, and system administration tasks, as well as a browser-based interface known as Experience, dedicated to document access and processing.

Image Caption: An Undergraduate Applicant screen within PeopleSoft, with the link to Experience on the top right of the screen.

Image Caption: An example of a student’s document lookup within Perceptive Content, with names of the documents and related fields. 

Upcoming Enhancements

The ongoing upgrade to Perceptive Content will ensure the software's integrity and security while establishing a foundation for future functional enhancements. The first enhancement we hope to introduce later in 2025 and offer in parallel with Experience is a more advanced browser interface called Titan. In the future, users will be able to simply log in through a browser for a functional and seamless experience. The new portal is intended to provide administrative staff with an easier and more manageable interface. 

Collaborative Efforts

The upgrade effort relies heavily on collaboration between Hyland Software, the vendor, and multiple UMBC teams within DoIT, including:

• Kashka Donaldson: Coordination with Hyland and various UMBC departments, software testing

• Kevin Joseph: Providing technical knowledge, testing, and troubleshooting

• Vladimir Plotkin: Server setup and supporting software installation and updates

• Paul Riddle: Expertise in Shibboleth and OpenID for secure authentication

• Ken Schreihofer: Project management and coordination

We also thank and deeply appreciate the testing and feedback from our stakeholders and functional departments. The coordinated efforts of these teams are crucial for the successful implementation of the upgrades and the future of Perceptive Content at UMBC.

Perceptive Content continues to evolve, enhancing the efficiency of document management across multiple departments while preparing for a more unified user experience with Titan Web Client. As UMBC moves forward, our commitment to improving and modernizing our document management processes remains a top priority.