Presentation on theme: "Designing Journeys for Documents within the Virtual Realm"— Presentation transcript:
1 Designing Journeys for Documents within the Virtual Realm Imaging Workflow:Designing Journeys for Documents within the Virtual RealmSACRAO 2013, M2.5Joe PapariDeena Nadig
2 Southern Methodist University Private Research UniversityFall 2012 Enrollment , Undergraduate ,349Graduate/Professional 4,644
3 Southern Methodist University Student Information System, Oracle/PS Access.SMUUpgrade to 9.1, June 2014Imaging System, ImageNow 6.5 AdminImages.SMUUpgrade to 6.7, March 2013The two systems are integrated
4 Workflow Implementation Data Capture for Transfer TranscriptsSchools and Registrar’s Office WorkflowFinancial Aid General Checklist WorkflowSchool of Engineering Graduate Admission WorkflowUndergraduate Admissions WorkflowsHR to IAE Workflow for Search SummariesFunding Request Form Approval ProcessAP Invoice ProcessingFax AgentMail AgenteFormContent 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 student’s last name.
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 Registrar’s Office.Registrar’s Office reviews the transfer evaluation and completes the file.
8 Schools & Registrar’s 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.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.Mail Agent and Fax Agent
10 Schools and Registrar’s 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 Documents are scanned and indexedReviewer routes based on document type to specialist for review/ processingFinancial Aid General Checklist WorkflowAuto Route to UG or Graduate advisors based on Career, Academic Plan or Students Last Name Academic program
13 Document Imaging System: Data Capture and Workflow 3/31/2017Mail Agent Workflowss and attachments are sent to the Imaging account.FA Award notifications are sent to Student’s with a blind copy to the FA Imaging mail box.Admissions (AD) counselors forward s and attachments from applicants.MA converts s/attachments to images and puts it in an indexing queue – ‘Mail Agent Incoming’.FA images – TIFFAD attachments not converted to TIFFImages are auto or partially indexed based on the Subject line text and forwarded to Success queue.FA s have all index keys in Subject line Auto indexed; No manual processingAD s have only SMU ID in Subject linePartially indexed; Doc type changed manuallyImages that do not get indexed are routed to ‘Mail Agent Failure’ queue. Once a day an notification alert is sent if any documents are in the failure queue.FA Imaging group relinks the documents Archive set to 3 daysAD Imaging group relinks documents Archive set to 30 daysTACRAO 2010, Joe Papari
14 Based on Email Subject Line Text: Mail Agent WorkflowBased on Subject Line Text:Images Fully/Partially Indexeds Converted to ImagesImages are Linked Manually
15 Engineering Graduate Admission Workflow ImageNow Access.SMU1. Application Documents ReceivedApplication and other relevant documents are added to ImageNow Project.Transcript, Test scores and Work Experience is entered in PeopleSoft. A checklist is updated.2. Application Ready For ReviewImageNow Projects that are completed are routed to ‘Graduate Division Review 1’ queue.N/A
16 Engineering Graduate Admission Workflow ImageNow Access.SMU3. Application Director ReviewAdmission Director reviews documents in ImageNow and routes to appropriate Program Director.Admission Director reviews application data, enter decision and comments in Custom Evaluation Page.4. Program Director ReviewProgram Director receives 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.
17 Engineering Graduate Admission Workflow ImageNow Access.SMU5. Admission Coordinator ReviewAdmission Coordinator reviews documents in ImageNow and routes to associate Dean Coordinator.Admission Coordinator updates Program Action in Custom Evaluation Page.6. Associate Dean Coordinator ReviewAssociate Dean Coordinator prioritizes Project Folders, and routes accordingly to ‘Associate Dean’ queue.N/A
18 Engineering Graduate Admission Workflow ImageNow Access.SMU7. Associate Dean ReviewAssociate Dean receives notification, reviews imaged documents, and routes Project to ‘Letter Generation’ queue.Associate Dean reviews application data and enters his decision and comments.8. Process Decision LetterFinal 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.
20 Beginning of Admission’s Journey Leadership Directive:“paperless” for 2013 First Year Application CycleNo “paper” FoldersOnline Images of Application DocumentsOnline Transcript EvaluationOnline File ReadingOnline Application EvaluationOnline Review by Schools, Scholarship Committees and Athletic Department
21 Path Leading to “paperless” Historical Snapshot: Flow Chart of Current ProcessPreparing for “paperless” Journey“paperless” Snapshot: Flow Chart of New ProcessAD Imaging Workflows in Place
23 Preparing for “paperless” Journey Committees Formed Based On Key ProcessesBrainstorming SessionsImpact from External and Internal Factors:Market and TechnologyNew Leadership InitiativesResources – Budget, Staff, Time and SpaceImage Now(IN) versus PeopleSoft(PS)In House versus Consulting ServicesPhase 1 and Phase 2 Deliverables“paperless” Journey Takes Shape
25 Imaging Business Requirements Custom PS Admission’s PageLinking Documents for ImagingUpdating and Adding Checklist ItemsTriggers PS processesAdd New Linking FieldCustom Property – Internal App IDSMU’s Standard for ImagingDrawerStudent IDStudent NameStudent Date of BirthStudent Social Security NumberAdmit TermDoc TypeSpecific Doc Types for Each DocumentMap to Checklist ItemsAccommodate Various Delivery MethodsPDF Files from VendorsMailed Paper Documentss and AttachmentsFaxeseForm SubmissionsMail Merged LettersMinimize Manual ProcessingSetup Auto or Partial IndexingImage Documents Related to BothApplicantsProspects
26 Admissions Doc TypesAcademic 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 AppsApplications with PiecesPDFsAuto IndexedApp MaterialsApplicationPiecesPaper, FaxesVendor PDFss/Attach FilesManually IndexedLettersDecision &ScholarshipMail Merge PDFseFormDeferral Update FormIN eForm(Next Cycle)
28 Vendor Application Workflow Vendor Application PDFs files fromRoyallCommonAppApplyTexasAutomated File Transfer ProcessTransfers Files from Vendor Site to Imaging FolderStores a Copy in Archive FolderPerceptive’s iScriptPicks Up PDF’s and INMAC Process Converts PDFs to TIFFSplits into Multiple Imaged Documents Based on Specific Doc TypesAuto Indexes the Imaged DocumentsDeletes Original PDFs from Imaging Folder
30 Application Materials Workflow FYR and TRN Application QueuesScanned Paper ApplicationsLoad Balance Pieces QueuesScanned Paper PiecesApp Pieces PDF files from VendorsImport AgentFaxesFax Agents and AttachmentsMail Agent WorkflowImageNow Printer
32 Letters Workflow MS Word Mail Merge Macro Creates Individual PDFs Filename has Specific FormatSaves in Imaging FolderImageNow Import Agent ProcessPicks Up the Individual PDFs from Imaging FolderConverts PDF to TIFFAuto IndexesDeletes PDFs from Imaging Folder
33 Letters Workflow Mail Merge Creates Individual PDFs Fix the PDF and Place In Imaging Share Drive FolderPDFs Placed in Imaging Share Drive FolderPick Up Successful?PDF Placed in Fail Share Drive FolderNoImport Agent Picks Up the PDFsYesPDF Goes in Success Folder (Share Drive)PDFs Converted to TIFFDocuments Auto Indexed
34 Deferral eForm Workflow eForm and iScripts Setup by Perceptive ConsultingeForm Validates Student Record in PSUpon Submission:Sends Notification to StudentImages and Auto Indexes the SubmissionBased on Student’s Response, Places Image in 2 Separate QueuesGenerates a CSV FileManual PS Checklist UpdatesPhase 2, Automate Checklist Processing
35 eForm Workflow – Deferral Update Student enters SMU ID and Last NameStudent is validated using Custom PS Query ViewValidation Successful?NoPop Up Error Message DisplaysYesStudent fills out and submits eFormeForm is auto indexedAuto Notification to the Student