1. Designing Journeys for Documents within the Virtual Realm
Imaging Workflow:
Designing Journeys for Documents within the Virtual Realm
SACRAO 2013, M2.5
Joe Papari
Deena Nadig

2. Southern Methodist University
Private Research University
Fall 2012 Enrollment , Undergraduate ,349
Graduate/Professional 4,644

3. Southern Methodist University
Student Information System, Oracle/PS Access.SMU
Upgrade to 9.1, June 2014
Imaging System, ImageNow 6.5 AdminImages.SMU
Upgrade to 6.7, March 2013
The two systems are integrated

4. Workflow Implementation
Data Capture for Transfer Transcripts
Schools and Registrar’s Office Workflow
Financial Aid General Checklist Workflow
School of Engineering Graduate Admission Workflow
Undergraduate Admissions Workflows
HR to IAE Workflow for Search Summaries
Funding Request Form Approval Process
AP Invoice Processing
Fax Agent
Mail Agent
eForm
Content 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.

6. Data Capture for Transfer Transcript

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

9. Schools and Registrar’s Office Workflow

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 indexed
Reviewer routes based on document type to specialist for review/ processing
Financial Aid General Checklist Workflow
Auto 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
3/31/2017
Mail Agent Workflows
s 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 – TIFF
AD attachments not converted to TIFF
Images 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 processing
AD s have only SMU ID in Subject line
Partially indexed; Doc type changed manually
Images 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 days
AD Imaging group relinks documents Archive set to 30 days
TACRAO 2010, Joe Papari

14. Based on Email Subject Line Text:
Mail Agent Workflow
Based on Subject Line Text:
Images Fully/Partially Indexed
s Converted to Images
Images are Linked Manually

15. Engineering Graduate Admission Workflow
ImageNow Access.SMU
1. Application Documents Received
Application 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 Review
ImageNow Projects that are completed are routed to ‘Graduate Division Review 1’ queue.
N/A

16. Engineering Graduate Admission Workflow
ImageNow Access.SMU
3. Application Director Review
Admission 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 Review
Program 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.SMU
5. Admission Coordinator Review
Admission Coordinator reviews documents in ImageNow and routes to associate Dean Coordinator.
Admission Coordinator updates Program Action in Custom Evaluation Page.
6. Associate Dean Coordinator Review
Associate Dean Coordinator prioritizes Project Folders, and routes accordingly to ‘Associate Dean’ queue.
N/A

18. Engineering Graduate Admission Workflow
ImageNow Access.SMU
7. Associate Dean Review
Associate 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 Letter
Final 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.

19. At UG Admissions Workflows

20. Beginning of Admission’s Journey
Leadership Directive:
“paperless” for 2013 First Year Application Cycle
No “paper” Folders
Online Images of Application Documents
Online Transcript Evaluation
Online File Reading
Online Application Evaluation
Online Review by Schools, Scholarship Committees and Athletic Department

21. Path Leading to “paperless”
Historical Snapshot: Flow Chart of Current Process
Preparing for “paperless” Journey
“paperless” Snapshot: Flow Chart of New Process
AD Imaging Workflows in Place

22. Historical Snapshot
Electronic Docs

23. Preparing for “paperless” Journey
Committees Formed Based On Key Processes
Brainstorming Sessions
Impact from External and Internal Factors:
Market and Technology
New Leadership Initiatives
Resources – Budget, Staff, Time and Space
Image Now(IN) versus PeopleSoft(PS)
In House versus Consulting Services
Phase 1 and Phase 2 Deliverables
“paperless” Journey Takes Shape

24. “paperless” Snapshot
Electronic Docs

25. Imaging Business Requirements
Custom PS Admission’s Page
Linking Documents for Imaging
Updating and Adding Checklist Items
Triggers PS processes
Add New Linking Field
Custom Property – Internal App ID
SMU’s Standard for Imaging
Drawer
Student ID
Student Name
Student Date of Birth
Student Social Security Number
Admit Term
Doc Type
Specific Doc Types for Each Document
Map to Checklist Items
Accommodate Various Delivery Methods
PDF Files from Vendors
Mailed Paper Documents
s and Attachments
Faxes
eForm Submissions
Mail Merged Letters
Minimize Manual Processing
Setup Auto or Partial Indexing
Image Documents Related to Both
Applicants
Prospects

26. Admissions Doc Types
Academic 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 Apps
Applications with Pieces
PDFs
Auto Indexed
App Materials
Application
Pieces
Paper, Faxes
Vendor PDFs
s/Attach Files
Manually Indexed
Letters
Decision &
Scholarship
Mail Merge PDFs
eForm
Deferral Update Form
IN eForm
(Next Cycle)

28. Vendor Application Workflow
Vendor Application PDFs files from
Royall
CommonApp
ApplyTexas
Automated File Transfer Process
Transfers Files from Vendor Site to Imaging Folder
Stores a Copy in Archive Folder
Perceptive’s iScript
Picks Up PDF’s and INMAC Process Converts PDFs to TIFF
Splits into Multiple Imaged Documents Based on Specific Doc Types
Auto Indexes the Imaged Documents
Deletes Original PDFs from Imaging Folder

29. Vendor Application Workflow

30. Application Materials Workflow
FYR and TRN Application Queues
Scanned Paper Applications
Load Balance Pieces Queues
Scanned Paper Pieces
App Pieces PDF files from Vendors
Import Agent
Faxes
Fax Agent
s and Attachments
Mail Agent Workflow
ImageNow Printer

31. Application Materials Workflow
Scanned Mail Pieces
Docs Manually Routed Forward
PDF Vendor Pieces
FaxAgent Queue
Load Balance Distributes Docs Evenly
ImageNow Printer

32. Letters Workflow MS Word Mail Merge Macro Creates Individual PDFs
Filename has Specific Format
Saves in Imaging Folder
ImageNow Import Agent Process
Picks Up the Individual PDFs from Imaging Folder
Converts PDF to TIFF
Auto Indexes
Deletes PDFs from Imaging Folder

33. Letters Workflow Mail Merge Creates Individual PDFs
Fix the PDF and Place In Imaging Share Drive Folder
PDFs Placed in Imaging Share Drive Folder
Pick Up Successful?
PDF Placed in Fail Share Drive Folder No
Import Agent Picks Up the PDFs
Yes
PDF Goes in Success Folder (Share Drive)
PDFs Converted to TIFF
Documents Auto Indexed

34. Deferral eForm Workflow
eForm and iScripts Setup by Perceptive Consulting
eForm Validates Student Record in PS
Upon Submission:
Sends Notification to Student
Images and Auto Indexes the Submission
Based on Student’s Response, Places Image in 2 Separate Queues
Generates a CSV File
Manual PS Checklist Updates
Phase 2, Automate Checklist Processing

35. eForm Workflow – Deferral Update
Student enters SMU ID and Last Name
Student is validated using Custom PS Query View
Validation Successful? No
Pop Up Error Message Displays
Yes
Student fills out and submits eForm
eForm is auto indexed
Auto Notification to the Student

36. Questions?
Joe
Deena
Thank You!