The Business Case For Document Management Additional Driving Factors in K-12 Developing A Plan For Getting Started
Enterprise Document Management (EDM) is the effective capture, organization, storage and control of scanned documents and digital files. EDM has applicability to ALL education Public, independent and charter K-12 Schools, Intermediate Units (ESA’s) and Board of Education (BOE)
Improve Service Levels Via Rapid Access To Documents Improve compliance Lower overall operating costs by reducing filing, printing and storage costs. Eliminate space consumed by records storage Provide document security and a sound strategy for Disaster Recovery
K-12 Schools Face the Same Problems Meeting federal and state compliance mandates Improve student performance and teacher quality Provide security and procedures around content Being seen as progressive with technology to reduce costs Integrating core student information systems with instant recall to paper-based, multi-media or electronic documents Competing with independent and charter schools for enrollment Competing for state and federal NCLB subsidies Doing more with less
Inefficient Paper Based Systems Document Retention Requirements High Cost of Filing & Storage Constantly Growing Volumes Hard to Access Needed Documents
Education Applications - Paper-based processes Student records Special education records Teacher credentialing Active student files Testing program records Human resources Finance and accounting A/P and Receivables Curriculum knowledge bank Transcripts IEP (individual education evaluation report) School board minutes NCLB procedures and documentation Portfolios School and staff development plans Contracts and warranties
Family Education Rights & Privacy Act (FERPA) CT Document Retention Requirements No Child Left Behind (NCLB) The Public Records Act
Student Records: Academic Achievement (Grades/Transcripts) Attendance Records Records of Immunization Basic Biographical Information Retention Requirement :50 Years After The Student Leaves The School District
Personnel Records: Employment Applications Background Surveys Medical Records Disciplinary Records Health Benefit Election Forms Retention Requirement: Duration Of Employment Plus 30 Years
Fiscal Records: Bank Statements Bills Paid Ledgers Purchase Orders Payroll Records Retention Requirement :3-6 Years or until audited, whichever comes later
Policy on Disposal of Original Public Records This Office will approve disposal authorizations for original public records reformatted on a computer based digital imaging system only if the original records have an approved retention period of ten (10) years or less. The Public Records Administrator may approve the disposal of original public records having a retention period of more than 10 years or as having permanent/archival value and reformatted on a digital imaging system if the agency also retains a security copy of the record in a human-readable storage medium approved by the Public Records Administrator, and the security copy is maintained in an organized record-keeping system Source: CT State Library - Standards for the Use of Imaging Technology
"Human-readable storage medium" means paper, a photograph, a photocopy, or a microform, including, but not limited to, microfilm, microfiche, computer output microfilm, and aperture cards.
The Power of Document Management In a Price Waterhouse (now PWC) study searching over 10,000 documents for a specific topic, author, and data range… Electronically, the same search took 4.5 seconds and found 20 documents ! Manually, paralegals took 67 hours and found 15 documents.
The way it is… Staggeringly, in the information age: 90% of documents handled daily in the workplace are STILL ON PAPER!
Not to mention… 15% of documents are misplaced. 30% of the work day is spent searching for information. Source: Association for Information & Image Management (AIIM)
The Case for Document Management Source: Inc Magazine
Easy capture of files, records and administrative documents in electronic form Conversion of archived records to electronic form Rapid and secure access to records Security model to ensure privacy and integrity Disaster Back Up
Reduction in administrative man-hours caused by automation of records capture Elimination of physical storage costs and free up valuable school real estate Improvement in service levels for students, parents and school personnel Improved Regulatory Compliance
Labor Productivity How many people file and retrieve documents a day? How much time is spent filing? How much time is spent retrieving? Would improving their productivity be important? Cost Avoidance - Are you seeing a need for more people to manage records?
Labor Productivity Example: 5 People Spend 2 Hours/Day - Filing & Retrieving = 50 Hours At $20/Hour X 52 Weeks = $52,000
Tradition Perceived high costs Restrictive budgets Perception of adding work Effort to define the policies for document types
Many MFPs already in use Cost Effective Document Scanners Highly automated labeling Use of Bar Codes Integration To Student Information Systems(e.g. SASI)
The Case for Document Management Save time by reducing filing and retrieval efforts. Save filing space, reduce paper and paper storage costs by reducing your paper-based files. Reduce copying costs. Eliminate “shadow” filing systems. Reduce mailing/distribution costs by sending documents via email or via web access Improve document security and compliance
Solutions for K-12 Education Administrative Back Office: Human Resources Finance and Accounting Staff records Government Programs: School lunch programs Testing programs Student Records: Capture new and archived records Speed of care Portability of records FERPA ePortfolio Curriculum: Teaching & Learning Capture complete student portfolios Looking at student work Building a knowledge bank School-district wide: Parent, Student, Staff Web-Self-Service Secure, confidential records repository Single content management “backbone” Single administrative workflow Compliance audit trail
Workflow Automation Human resource credentialing State licenses Education transcripts CEU’s Invoice capture and approval routing Records management and retention IEP approval routing Graduations, transfers and withdrawals Employment and retirement services
Forms Management Most all schools use the same forms Reduce need for 3-part forms and printing Auto storage of form into the EDM system Digital signature by student or parent
Integration Student Information System (SIS) integration Instant recall of documents from SIS screen Pearson’s SASI product 40% market share Pearson’s PowerSchool product newer version of SASI CIMS (accounting app from Pearson) widely used Sungard’s eSchool Plus (also mfg Banner for higher ed)
Self-Service Web Portal Seen as progressive with technology Access school documents from anywhere Comply with Public Records Act Student, parent and teacher portal for projects, homework, curriculum, notices, transcripts, report cards, etc.
Compliance Compliance and Security Granular security model Importance of FERPA compliance on student records Making some information available to the public to comply with Public Records Act No Child Left Behind (NCLB)
K-12 Education Solutions Montgomery County Public Schools (MD) Problem: Management of over 400 district schools and hiring of 100+ teachers per year Workflow: Managing student records: (graduates, withdrawals – 10,000/year) Employee retirement services: staff retirement & death notices Human Resources: high security of staff documents Accounts Payable (AP): Retention management of all AP docs and lack of proper AP payment approval cycle Integration: image integration with Lawson within AP
K-12 Education Solutions Solution: Records Management Central records management: using a web portal student records are scanned and viewable via web browser FERPA compliance of student records using audit trail and system security model Routing and notifications of graduates and paperwork processing to next school Accounts Payable Increase efficiencies in payment cycle by implementing Inflo and ApproveIt Image enabling and bi-directional integration with Lawson
K-12 Education Solutions Orange Township Public Schools (NJ) Problem: Tracking teacher and education staff credentials Solution: The HR department scans in associated paperwork System process monitors control table (employment requirements) System generates an exception email notification What licenses or requirements are missing System auto-generates a Word mail merge letter to each staff member without proper certification
K-12 Education Solutions Milford Public Schools (CT) Problem: Access To Student Transcripts – traditionally archived on Micro-Fiche Concern about disaster back-up strategy Solution: Scanned 2 years of student transcripts Web access from high school guidance departments Database backed-up
Department of Education (DOE) Grants that have Applicability to Content Management and Associated Components
US DOE Grants Find funding for schools, LEA’s, SEA’s and other educational institutions In 2007, Department of Education appropriated: $12,838,125,280 Source: http://www.ed.gov/programs/titleiparta/funding.html Available grant programs by title: http://www.ed.gov/programs/find/title/index.html http://www.ed.gov/programs/find/title/index.html
Applying for a Grant Make it easy to pay for your document management project with a grant Apply for grant electronically at grants.gov: http://www.grants.gov/applicants/apply_for_grants.jsp http://www.grants.gov/applicants/apply_for_grants.jsp Tutorial on how to submit a grant package: http://www07.grants.gov/images/Application_Package.swf http://www07.grants.gov/images/Application_Package.swf More info on grant application process: http://www.ed.gov/policy/fund/guid/transition.html http://www.ed.gov/policy/fund/guid/transition.html
Here are 2 specific grants that can fund Enterprise Document Management (EDM)
DOE Grants Regional Educational Labs Program Type: Contracts Also Known As: Regional Labs http://www.ed.gov/programs/regionallabs/gtepregionallab s.pdf http://www.ed.gov/programs/regionallabs/gtepregionallab s.pdf Program Description Laboratories conduct applied research and development, provide technical assistance, develop multimedia educational materials and other products, and disseminate information in an effort to help others use knowledge from research and practice to improve education. EDM can store all content specific to research Appropriations in 2006: $65,469,690
DOE Grants - Arts in Education CFDA Number: 84.351D Program Type: Discretionary/Competitive Grants Also Known As: Arts Demos http://www.ed.gov/programs/artsedmodel/gtepartsedmodel.pdf Funds must be used to: Further the development of programs designed to improve or expand the integration of arts education in elementary or middle school curricula; Develop materials designed to help replicate or adapt arts programs; Document and assess the results and benefits of arts programs; and Develop products and services that can be used to replicate arts programs in other settings. EDM used to store and automate assessments and ePortfolio’s Appropriations in 2006: $13,645,253
Developing Strategies for Effective Enterprise Document Management Systems
Examine your business processes and target 2-4 “high impact” areas for improvement. Outline your objectives; reduced storage, labor or distribution costs of documents. Improved efficiency within current business processes. Quantify the expected cost savings from these changes Getting down to business
Look to maximize these returns… How much can you save per month or year on clerical staff? Can you avoid new hires through increased efficiencies as you grow? Can you re-deploy existing staff to other value driven areas?
Can you reduce or eliminate off site storage and its costs? Can you reduce or eliminate printing, copying, mailing and/or overnight shipping charges? Don’t stop there …
Ask yourself the tough questions… What would be the consequence if you lost a large number of documents due to a disaster? What would it cost to re-create a catastrophic loss of records? How long would it take to resume normal activities?
What you manage and when you manage it will largely determine the Return on Investment you realize with your initiative. Look to capture documents earlier in the document lifecycle Managing documents in electronic format from creation to archival provides the greatest benefits First Rule to Success
Changes in operational processes need to managed carefully and introduced gradually. Focus on the high impact areas of investment return before you begin to automate the process or expand into areas that represent less dramatic gains. Don’t permit a radical change in operational processes to radically affect your ability to conduct business Second Rule to Success
The effort required to Capture documents will determine whether your initiative succeeds or fails. Properly size scanners to meet your needs Minimize manual data entry requirements Utilize Bar Code Recognition, OCR or ICR whenever feasible Link index data to data already available in other applications. Third Rule to Success
How easy the application is to access will determine its level of adoption. Make access points easy for end users to find Make the interface easy to understand Integrate with existing applications Consider Web based access or Terminal Services for remote and home office users. Fourth Rule to Success
The level of Investment Returned will be inversely related to your level of satisfaction Don’t stop with the initial success - Look for other applications to improve Revisit applications that were initially not ranked as critically important Examine work flow applications for possible automation Fifth Rule to Success
Carefully examine what you want to manage and when you will manage it in the document life cycle. Manage change carefully to ensure success. Minimize your capture efforts to maximize ROI and to eliminate bottlenecks in your workflow. Periodic re-examination of your operational processes will lead to expanded returns and growing efficiency. To Recap…
Thank You! John OttoSteve Young 203-789-8791 X 121 203-789-8791 x 112 firstname.lastname@example.org@infinet-sys.com