ImageNow The Basics Judy McMillan MAFAA Spring 2012 Conference

Who We Are Located in Bloomington MN Primarily a 2 year degree educational system Spring 2012 Enrollment 9,453 students Of the 9,453 students financial aid created 4324 PELL grant files for Spring 2012 term only This does not represent files that were created for all other financial aid types The Financial Aid Office will touch the students ImageNow file through the verification process several times before the file is considered completed

IN Tune UP February 2011 NCC began the process of requesting funds for an ImageNow tune-up. Description: A professional services tune-up is a “bucket” of professional services hours to have a consultant help tune up the existing ImageNow System environment for Admissions, Financial Aid and Records. The result will allow us to make better usage of the document imaging system.

NCC IN Tuneup cont: This is to be done in 3 phases: Analyze and Design Implement and Verify Deploy and Support Cost approximately: $30,000 To date: IN consultant interviewed each department on campus to determine how we were using IN.

IN Tune-Up continued…. The end result is for NCC to:  Upgrade user hardware  Utilize best practices to make better usage of IN  Implement cross-functional workflow  Add rules and actions to existing workflows  Add document types to enable sharing  Modify the current process maps to adopt streamline business processes  Provide users with training in new features and functionality

ImageNow Tune up…. NCC ASAC (Administrative Systems Advisory Committee), NCC Users and NCC IT agreed that we would benefit from such a “Tuneup” We are in the midst of completing the “Tuneup” as we speak

How an electronic Dynamic Form moves through the Financial Aid Office Reviewed business process and converted to a workflow IN will review for building the workflow and determine if this is a process that will fit within the workflow across the departments

Workflow of Dynamic Form

Financial Aid department is part of the NCC IN Tuneup  Establish a workflow within the department to move documents submitted by students through the business process electronically.  Establish a workflow between departments (Admissions, Records and the Business Office) to increase efficiencies.

NCC Financial Aid ImageNow Applications Link documents via Batches Print to file using the IN printer Options for setting your scanner: Scanning horizontally Scanning back pages – duplex/Blank Page Detection Batch linking using a script from IN-SAP letters are automatically linked to the students file using a script that ImageNow wrote. Send of documents using IN Cloud Faxing Normandale ImageNow/WebNow Users Group

ImageNow Support Links MNSCU Website: MNSCU Listserve: Perceptive Software Website: Regional Users Group (RUG) Website: erica/midwest/twin-cities/default.aspx erica/midwest/twin-cities/default.aspx

Reasons to use Image Now Auditors support the use of ImageNow Cuts physical file (capital investment) space from a room full of file cabinet to 3 file drawers within one cabinet no more trying to find that lost file. Information is ready for review immediately Reduces the cost of paper Eco friendly

Perceptive Software Inspire Conference 2012 Things I learned Workflow:  Cal Poly exemplified its workflow station as front end scanning of all departmental documents in one area.  Students logged in at student portal which added security to the documents, completed the document and submitted.

Perceptive Software Inspire Conference 2012  Upon submission the document is automatically entered in a workflow Q at a central scanning station.  The document is scanned and linked to the students file and then forwarded to the appropriate departmental workflow Q.  The department would then act on the document and determine its status.

Perceptive Software Inspire Conference 2012 New Features for the future will emphasize andriod applications, mobile apps, Ipad and Iphone applications where a student can complete a form using these applications Eforms-still no easy answer here. Complete a form outside this application and then import the form. Security for signature? Big conversation regarding this subject…Perceptive did not have a resolution to this outside the use of Pre-forms which is a scanned copy of a form. The form is fillable but static so everytime the form changes you would need to scan in the new form. Two programs to buy: Pre-forms and E-signature. E- Signature provides a secure signature within the student portal. Which for most state schools does not make sense to buy because we already have the security on the portal.

If you are interested in ImageNow/WebNow or any of Perceptive Software the Higher Education Account Executive for this area is: Brendan Clark Direct Mobile