1. Welcome Imaging, Document Management and the Future Bernie PekalaBob Burke Director Financial StrategiesPresident Boston CollegeFolderWave

2. Agenda Introductions Definitions and Descriptions The Pieces to the Puzzle The Vision The Operation Summary

3. Introductions

4. Introductions Bernie Pekala Director Financial Strategies at Boston College Advocate FolderWave Solution for Financial Aid Bob Burke President of FolderWave 18 Years experience in Workflow and document Management

5. Introductions Unique Partnership Boston College Supplied FA Knowledge Vision for Something Different Reference Site FolderWave Supplied Technical and Development Expertise Knowledge of End user Systems Time to implementation faster than IT

6. Definitions and Descriptions

7. Imaging: Technology to digitize paper and manipulate it on a computer. Characterized by: Capabilities to capture the image Capabilities to display and manipulate the image Capabilities to capture, store, retrieve, view, and print the image Comes in different formats Basically a photo of the paper

8. Definitions and Descriptions Document Management: The control and management of the document itself regardless of form Characterized by: Capture, Storage, organization, archival, protection, history, and display of ANY document type, not just images Includes: Word Documents, Excel files, Video Clips, Voice Files, Data (like PROFILE)

9. Definitions and Descriptions Workflow: Transitioning elements of work in a process by some set of logic Characterized by: Routing capabilities – moving things around Event Management: Knowing when something important happened Role Management: Who needs to see what happened

10. Pieces to the Puzzle

11. The Pieces to the Puzzle There are 4 main pieces to the paper puzzle The paper – the existence of which creates the need to eliminate it. The document – combinations of paper, words, and data to make a complete document The information – The relevant data on the document The process – what events occur as a result of the paper

12. The Pieces to the Puzzle Things to remember: You almost never need the paper Most times what you need is the information on the paper The document (not the paper) usually drives the process In a paper process the management of the events are usually stored in the brain of the users

13. The Vision

14. The BC/FolderWave Vision (Which is in operation) Web is Key area for technology advances Positioned to take advantage PESC and XML Standards More Electronic Data at it’s source Image enabling – but don’t turn people into scanners College Board IDOC Think E-Folder Integration Of Document Management – any document from any source Workflow Critical Business Process Generic Approach / Concept Replicable to other areas Ultimately we eliminate the paper at its source

15. The Vision Key Areas Use the Web infrastructure to allow: Access from anywhere Integration with campus portal for single sign-on Intuitive browsers and web navigation Could be hosted outside so we did not require IT resources – they were already swamped Could take advantage of XML today and other technology advancements in the future

16. The Vision Key Areas Eliminate paper at its source Use imaging as bridge technology to remove reliance on paper (which will still be around for a long time) Support the capture of information at it source E-mail Word Documents Excel spreadsheets Ultimately Tax filing But you still need to treat the data as a document to drive the process Documents (such as voice files) can be used to displace old adages, like signatures

17. The Vision Word Document Image File DataSpreadsheet Video Clip Voice File Collect All Pieces of Relevant Information and create one logical folder Secure Student Folder Then Route the Folder or Items in the folder to the Person or Group that needs them to complete the process

18. The Vision Student-1 E-Folder Admissions Financial Aid Housing and Health Services Award Year 1 Award Year 2 Award Year 3 Student Folder With Functional Sections Cases In a Section

19. The Vision Virtual Folder Folder Started by first Event Receipt of Data Online Admissions Application Receipt of the Profile Case Created in Appropriate Sections Every Level of Folder Has Status Attributes Used to define state of folder Typical is three levels, but can be more Student, Area, Cases

20. The Vision Security Integrated with Campus Portal for Single Sign on Active Directory controls: Authentication Authorization Group/Role based access to functions SSL /Digital Certificates for Client Access Encryption Algorithms used for data transmissions History and Logging for all events

21. The Vision Workflow Examples EX 1- When we create a new case If Student is a freshmen Set Case Status to Initial Add FAFSA and PROFILE as Required EX 2- When a case is updated Requirements And Student is a Freshmen And a FAFSA or a PROFILE was Received Set the CASE Stage to ANALYSIS (Ready to Review) Workflow rules can get very sophisticated

22. The Vision Integration Methods XML Based Message Queuing for Delivery Guaranteed, will queue if connection is down Real time at BC – Under 1 second from KC to in BC mainframe Can do many others (ASCII delimited or fixed, keyword) XML allows application of Schemas for message content verification

23. The Vision Successful First Year Over 250,000 pages scanned Over 90,000 documents Over 31,000 cases Improved Processes Such as: More Rapid Decisions Better Utilization Of Resources Greater Customer Satisfaction Less Peaks And Valleys Access anywhere

27. The Operation

28. Now that we have the Vision and the solution, how do we get them to use it? We went cold turkey Eliminate the paper right away Back-scanned 1 year prior so comparisons could be done online Organized a team within Financial Aid to focus on Workflow Communications Publications Integration Functionality

29. The Operation We actually did not change the process much initially Because the technology was flexible, we could adapt the process as we went All pieces of information we needed for verification: In one nice neat electronic folder Was accessible anytime we needed it Had documents, and information all in the same intuitive interface Applied logic to alert us when something required review

30. The Operation The effort to go paperless is huge Culture change Process Change Communication Change The users will take awhile to get used to no paper Work with them closely to ensure their success But worth it, because ridding yourself of paper is huge

31. The Future By using this advanced technology we hope to: Receive Tax return information directly from it’s source Use more online forms to capture data electronically Accept e-mails, word documents, and voice files to avoid creating paper Use rules and logic in the application to make simple automated corrections

32. Contacts Bob Burke President Folderwave 603-893-4263 bob@folderwave.Com www.folderwave.com Bernie Pekala Director Financial Strategies Boston College 617-552-3326 Pekala@bc.edu