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Oklahoma State University Imaging & Beyond Oklahoma State University Cathy Bird, Assistant Director Scholarships & Financial Aid Julie Berg, Associate.

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Presentation on theme: "Oklahoma State University Imaging & Beyond Oklahoma State University Cathy Bird, Assistant Director Scholarships & Financial Aid Julie Berg, Associate."— Presentation transcript:

1 Oklahoma State University Imaging & Beyond Oklahoma State University Cathy Bird, Assistant Director Scholarships & Financial Aid Julie Berg, Associate Director Scholarships & Financial Aid Karen Lucas, Director Undergraduate Admissions

2 Oklahoma State University OSU Imaging Initiative University Wide Effort Create Paperless Environment Imaging & Beyond

3 Oklahoma State University Purpose: 1. Improved Student Service 2. Improved Service to the University Community 3. Long Term Cost Savings 4. Space Saving 5. Greater Efficiency Why?

4 Oklahoma State University Cost & Implementation $300,000 for the Enrollment Management Division 4 Offices: - Admissions - Registrar - Scholarships & Financial Aid - New Student Orientation Timeline MAR 06SEPT 06OCT 06FEB 07SEPT 07DEC Financial Aid Archive & Workflow AdmissionsRegistrar Microfiche Converted Implement Admissions Workflows All Historical Records Scanned BEYOND

5 Oklahoma State University Impact of Scanning on the Financial Aid Office Save Paper, Time, Change to Work Flow More than 26,000 documents tracked in the Financial Aid System new file folders made 8600 file folders updated More than 13,000 files routed within the office More than 128,000 pieces of paper copied in review of scholarships That’s a lot of trees….

6 Oklahoma State University Steps to Implementation: Financial Aid Appointed internal committee to review processes - Developed process & procedures - Back-scan current students who completed FAFSA - Created Work Flows eg. Routing Tax Forms

7 Oklahoma State University Cost & Implementation Equipment Upgrades - Dual Monitors - Scanners - Servers - Computer Upgrades

8 Oklahoma State University Business Flow Will ONLY WORK if business practice is redefined Front Load Everything!

9 Oklahoma State University Virtual File vs. Paper File 24/7 Access to Data Reports generate work rather than a paper file More technical staff is needed Database Searches – like Google

10 Oklahoma State University Cause & Effect CAUSE EFFECT Staff ResistanceTraining Once documents Opportunities to are scanned and reconfigure space shreddedand workflows

11 Oklahoma State University Shredding No point in scanning if you can’t shred Before shredding anything, please check with the University Counsel & State Archivists Enrollment Management has over 800 cubic feet of files to shred

12 Oklahoma State University Challenges Expensive Cost of program services & upgrades Maintenance of hardware Not “heat & serve” – Customization is Required System Failure = Productivity Breakdown

13 Oklahoma State University “To Infinity & Beyond” New Initiatives Organizational Perspective Archival vs. Workflow

14 Oklahoma State University Questions & Comments Scholarships & Financial Aid: Cathy Bird, Assistant Director Julie Berg, Associate Director Registrar: Rita Peaster, Associate Registrar Admissions: Karen Lucas, Director


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