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Imaging Workflow: Designing Journeys for Documents within the Virtual Realm Joe Papari Deena Nadig SACRAO 2013, M2.5.

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Presentation on theme: "Imaging Workflow: Designing Journeys for Documents within the Virtual Realm Joe Papari Deena Nadig SACRAO 2013, M2.5."— Presentation transcript:

1 Imaging Workflow: Designing Journeys for Documents within the Virtual Realm Joe Papari Deena Nadig SACRAO 2013, M2.5

2 Southern Methodist University Private Research University Fall 2012 Enrollment 10,893 Undergraduate 6,349 Graduate/Professional 4,644

3 Student Information System, Oracle/PS 9.0 Access.SMU Upgrade to 9.1, June 2014 Imaging System, ImageNow 6.5 AdminImages.SMU Upgrade to 6.7, March 2013 The two systems are integrated Southern Methodist University

4 Data Capture for Transfer Transcripts Schools and Registrars Office Workflow Financial Aid General Checklist Workflow School of Engineering Graduate Admission Workflow Undergraduate Admissions Workflows HR to IAE Workflow for Search Summaries Funding Request Form Approval Process AP Invoice Processing Workflow Implementation Fax Agent Mail Agent eForm Content Server and Replication Agent

5 Data Capture for Transfer Transcript Transfer transcript is scanned. Data from the transcript is used to index the image automatically – Name, DOB, SSN etc. Data from the transcript is put into a file which is imported into Access.SMU. Make needed adjustments in Access.SMU. Image is routed to Registrar Academic Records staff for review based on the students last name.

6 Data Capture for Transfer Transcript

7 Transfer Workflow in Access.SMU Transfer courses without SMU equivalency rules are electronically routed to Academic Director at the SMU college offering the equivalent course. Academic Director inputs SMU equivalent course. Completed course evaluations are routed back to the Registrars Office. Registrars Office reviews the transfer evaluation and completes the file.

8 Schools & Registrars Office Workflow Undergraduate and Graduate schools scan documents at their work station. ImageNow routes document to either Records area or Enrollment based on the document type. Mail Agent and Fax Agent Records Area: ImageNow performs alpha-based routing to 4 different queues. Documents are then processed and sent to complete queue. Enrollment Area: Based on document type, ImageNow sends documents to either Scheduling Manager, Enrollment Manager or Enrollment Supervisor. Documents are reviewed, processed and then sent to the complete queue.

9 Schools and Registrars Office Workflow

10 Schools and Registrars Office Workflow (contd)

11 Financial Aid General Checklist Workflow Financial Aid documents are scanned directly into an indexing queue. Documents are then sent to a General Checklist queue for review. Reviewer routes document to Verification review queue, Temp General Checklist queue, Specialist Checklist queue, MBA/Theo No Assistance or Missing Items queue. Documents are then routed to Auto Route Advisor queue which sends the documents to an advisor based on Academic Career and Program Plan. Advisor then reviews and routes documents to General Checklist Complete queue. Documents are archived from the Complete queue after 180 days. Fax Agent

12 Financial Aid General Checklist Workflow Auto Route to UG or Graduate advisors based on Career, Academic Plan or Students Last Name Academic program Documents are scanned and indexed Reviewer routes based on document type to specialist for review/ processing

13 Mail Agent Workflows Images that do not get indexed are routed to Mail Agent Failure queue. Once a day an email notification alert is sent if any documents are in the failure queue. FA Imaging group relinks the documents Archive set to 3 days AD Imaging group relinks documents Archive set to 30 days Images are auto or partially indexed based on the Subject line text and forwarded to Success queue. FA emails have all index keys in Subject line Auto indexed; No manual processing AD emails have only SMU ID in Subject line Partially indexed; Doc type changed manually MA converts e-mails/attachments to images and puts it in an indexing queue – Mail Agent Incoming. FA images – TIFFAD email attachments not converted to TIFF Emails and attachments are sent to the Imaging email account. FA Award notifications are sent to Students email with a blind copy to the FA Imaging mail box. Admissions (AD) counselors forward emails and attachments from applicants.

14 Mail Agent Workflow Based on Email Subject Line Text: Images Fully/Partially Indexed Emails Converted to Images Images are Linked Manually

15 Engineering Graduate Admission Workflow 2. Application Ready For Review ImageNow Projects that are completed are routed to Graduate Division Review 1 queue. N/A ImageNow Access.SMU 1. Application Documents Received Application and other relevant documents are added to ImageNow Project. Transcript, Test scores and Work Experience is entered in PeopleSoft. A checklist is updated.

16 Engineering Graduate Admission Workflow 4. Program Director Review Program Director receives email notification, reviews student documents, and then routes to Division Review II queue. Program Director reviews application data, enters decision and comments in Custom Evaluation Page. ImageNow Access.SMU 3. Application Director Review Admission Director reviews documents in ImageNow and routes to appropriate Program Director. Admission Director reviews application data, enter decision and comments in Custom Evaluation Page.

17 Engineering Graduate Admission Workflow 6. Associate Dean Coordinator Review Associate Dean Coordinator prioritizes Project Folders, and routes accordingly to Associate Dean queue. N/A ImageNow Access.SMU 5. Admission Coordinator Review Admission Coordinator reviews documents in ImageNow and routes to associate Dean Coordinator. Admission Coordinator updates Program Action in Custom Evaluation Page.

18 Engineering Graduate Admission Workflow 8. Process Decision Letter Final decision letter is imaged to Project Folder, and the Project is routed to complete queue, which is auto-archived in 7 days. Admission Coordinator reviews comments on the Custom Page, completes letter generation, and enters the final admission decision. ImageNow Access.SMU 7. Associate Dean Review Associate Dean receives email notification, reviews imaged documents, and routes Project to Letter Generation queue. Associate Dean reviews application data and enters his decision and comments.

19 At UG Admissions Workflows

20 Beginning of Admissions Journey Leadership Directive: paperless for 2013 First Year Application Cycle No paper Folders Online Images of Application Documents Online Transcript Evaluation Online File Reading Online Application Evaluation Online Review by Schools, Scholarship Committees and Athletic Department

21 Historical Snapshot: Flow Chart of Current Process Preparing for paperless Journey AD Imaging Workflows in Place Path Leading to paperless paperless Snapshot: Flow Chart of New Process

22 Historical Snapshot Electronic Docs

23 Preparing for paperless Journey Committees Formed Based On Key Processes Brainstorming Sessions Impact from External and Internal Factors: Market and Technology New Leadership Initiatives Resources – Budget, Staff, Time and Space Image Now(IN) versus PeopleSoft(PS) In House versus Consulting Services Phase 1 and Phase 2 Deliverables paperless Journey Takes Shape

24 paperless Snapshot Electronic Docs

25 Imaging Business Requirements Custom PS Admissions Page Linking Documents for Imaging Updating and Adding Checklist Items Triggers PS processes Add New Linking Field Custom Property – Internal App ID SMUs Standard for Imaging – Drawer – Student ID – Student Name – Student Date of Birth – Student Social Security Number – Admit Term – Doc Type Specific Doc Types for Each Document Map to Checklist Items Accommodate Various Delivery Methods PDF Files from Vendors Mailed Paper Documents Emails and Attachments Faxes eForm Submissions Mail Merged Letters Minimize Manual Processing Setup Auto or Partial Indexing Image Documents Related to Both Applicants Prospects

26 Admissions Doc Types Academic Forgiveness Form Appeals Appeals Course Credit Appeals Decision Appeals Scholarship Application Application Update Fee Athlete ARIS College Report Comm App Arts Supplement Comm App Intl Supplement Comm App Optional Grade Comm App Supplement Counselor Recommendation Course Description Courses in Progress Decision Letter Essay Financial Statement - IU Grad App Pieces Home School Supplement Gap Year Form Good Standing Form Passport Pre Admission Application Professional Evaluation Prospect Pieces Re-Admit Form Recommendation Letter Resume Scholarship Letters School Profile School Report Final Year School Report Mid Year Secondary School Report Supplemental App Material Teacher Recommendation Test Scores Transcript College Transcript College Unofficial Transcript HS Transcript HS Final Transcript HS Mid Year Transcript HS Partial Transfer Evaluation Report Transfer Update Form Waivers - Fee

27 Imaging Workflows in Place Vendor Apps Applications with Pieces PDFsAuto Indexed App Materials Application Pieces Paper, Faxes Vendor PDFs Emails/Attach Files Manually Indexed Letters Decision & Scholarship Mail Merge PDFs Auto Indexed eForm Deferral Update Form IN eForm (Next Cycle) Auto Indexed

28 Vendor Application Workflow Vendor Application PDFs files from Royall CommonApp ApplyTexas Automated File Transfer Process Transfers Files from Vendor Site to Imaging Folder Stores a Copy in Archive Folder Perceptives iScript Picks Up PDFs and INMAC Process Converts PDFs to TIFF Splits into Multiple Imaged Documents Based on Specific Doc Types Auto Indexes the Imaged Documents Deletes Original PDFs from Imaging Folder

29 Vendor Application Workflow

30 Application Materials Workflow FYR and TRN Application Queues Scanned Paper Applications Load Balance Pieces Queues Scanned Paper Pieces App Pieces PDF files from Vendors Import Agent Faxes Fax Agent Emails and Attachments Mail Agent Workflow ImageNow Printer

31 Application Materials Workflow Docs Manually Routed Forward Scanned Mail Pieces Load Balance Distributes Docs Evenly PDF Vendor Pieces FaxAgent Queue ImageNow Printer

32 Letters Workflow MS Word Mail Merge Macro Creates Individual PDFs Filename has Specific Format Saves in Imaging Folder ImageNow Import Agent Process Picks Up the Individual PDFs from Imaging Folder Converts PDF to TIFF Auto Indexes Deletes PDFs from Imaging Folder

33 Yes Letters Workflow Mail Merge Creates Individual PDFs PDFs Placed in Imaging Share Drive Folder Import Agent Picks Up the PDFs PDF Goes in Success Folder (Share Drive) Pick Up Successful? PDF Placed in Fail Share Drive Folder Fix the PDF and Place In Imaging Share Drive Folder PDFs Converted to TIFF Documents Auto Indexed No

34 Deferral eForm Workflow eForm and iScripts Setup by Perceptive Consulting eForm Validates Student Record in PS Upon Submission: Sends Email Notification to Student Images and Auto Indexes the Submission Based on Students Response, Places Image in 2 Separate Queues Generates a CSV File Manual PS Checklist Updates Phase 2, Automate Checklist Processing

35 eForm Workflow – Deferral Update Student enters SMU ID and Last Name Student is validated using Custom PS Query View Validation Successful? Student fills out and submits eForm Pop Up Error Message Displays eForm is auto indexed Auto Email Notification to the Student Yes No

36 Questions? Thank You! Joe Deena

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