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Document Management: Working Towards a Paperless Office MASFAA Conference November 15, 2006

Document Management: Working Towards a Paperless Office MASFAA Conference November 15, 2006 Bernie Pekala Boston College Director of Student Financial Strategies. Boston College. 15,000 students Jesuit-Catholic University 4 undergraduate schools 6 graduate schools

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Document Management: Working Towards a Paperless Office MASFAA Conference November 15, 2006

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  1. Document Management: Working Towards a Paperless Office MASFAA Conference November 15, 2006 Bernie Pekala Boston College Director of Student Financial Strategies

  2. Boston College • 15,000 students • Jesuit-Catholic University • 4 undergraduate schools • 6 graduate schools • Woods College of Advancing Studies • Division I Athletics (ACC)

  3. Objectives of the System • Eliminate labor intensive functions • Receiving and opening over 250,000 documents • Creation of 20,000 new file folders each year • Data Capture • Filing • Endless reports to track progress of files • Permanent Storage preparation/costs • Create an expandable framework for multiple applications - Financial Aid - Graduate Admissions - Transcripts - Undergraduate Admissions (Future)

  4. Objectives of the System • Improve Process flow • Easy retrieval of information • Workflow engine including file analysis • Multiple access points (service, counselors, processing) • Web Access for parents and students • Reduce lost documents • Easier document management for processing staff • Ease counselors ability to read off-site • Increase office space

  5. What is FolderWave? • Web-based application providing • Workflow management • Document management • Information management • BC was beta site/development partner

  6. Previous Workflow

  7. Current Workflow “Big Picture”

  8. Benefits of Technology • Web-based application allows 24/7 access anywhere with an Internet connection • Boundaryless access for • Financial Aid • Admissions • Service Staff • Processing Staff • Students and Families

  9. Underlying Technologies • XML • Future-oriented benefits • Content separate from presentation • Centrally controlled content easily reusable • XML content self-describing • Easy to devise and revise search tools • Extensible • The “X” in XML • Structure can evolve easily as data needs change

  10. Underlying Technologies • MQ • IBM messaging protocol • Allows exchange of information across platforms • Integrates FolderWave and legacy systems • Uses two-way, real-time updates • Transmission is highly secure and encrypted

  11. Underlying Technologies • System Integration • Nightly batch program that updates legacy systems to include updates initiated in FolderWave • Includes demographic data updates, data corrections, and new record creation as needed

  12. User Workflows in FolderWave • Financial Aid • Service • Processing • End-users (students/families)

  13. Financial Aid Workflow • Check To Do List(s) • Enter student case • Check alerts and comments • Review current status of case documents • Assess and validate Need Analysis data • Add comments and/or corrections • Save changes; case is eventually Complete • Switch to packaging system for awarding

  14. Technology/Workflow Highlights • Dynamic To Do Lists and Custom To Do Lists • At-a-Glance View of Case History • Informative Comments and Alerts • Concise Demographic and Student Info • Intuitive Case Data Screens • Electronic Documents • Automated Document Requirement Rules • Logic-driven Case Progression Rules

  15. Custom To Do Query Builder

  16. Custom To Do Results

  17. Technology/Workflow Highlights • Dynamic To Do Lists and Custom To Do Lists • At-a-Glance View of Case History • Informative Comments and Alerts • Concise Demographic and Student Info • Intuitive Case Data Screens • Electronic Documents • Automated Document Requirement Rules • Logic-driven Case Progression Rules

  18. Case History • Summation of current status • Includes documents • Received • Reviewed • Waived • Still Required • Special Alerts noted • Multiple case years

  19. Case History

  20. Technology/Workflow Highlights • Dynamic To Do Lists and Custom To Do Lists • At-a-Glance View of Case History • Informative Comments and Alerts • Concise Demographic and Student Info • Intuitive Case Data Screens • Electronic Documents • Automated Document Requirement Rules • Logic-driven Case Progression Rules

  21. Comments • Rounds out “one-stop shopping” for case information; no toggling between systems • Includes comments logged in legacy system

  22. Comments

  23. Alerts • Allows for flagging FAFSA Reject Alerts for prompt identification and resolution • Provides easy reference for FAFSA Comment Codes

  24. Alerts and Warnings

  25. Alerts

  26. Technology/Workflow Highlights • Dynamic To Do Lists and Custom To Do Lists • At-a-Glance View of Case History • Informative Comments and Alerts • Concise Demographic and Student Info • Intuitive Case Data Screens • Electronic Documents • Automated Document Requirement Rules • Logic-driven Case Progression Rules

  27. Demographic Information

  28. Student Academic Information

  29. Technology/Workflow Highlights • Dynamic To Do Lists and Custom To Do Lists • At-a-Glance View of Case History • Informative Comments and Alerts • Concise Demographic and Student Info • Intuitive Case Data Screens • Electronic Documents • Automated Document Requirement Rules • Logic-driven Case Progression Rules

  30. Case Data • Intuitive screens with grouped data include: • Student Academic Summary • Main Need Analysis • Student Eligibility/Dependency • Data Processing • Reject Codes/Comment Codes • Document Data Capture

  31. Case Data (Main Need Analysis)

  32. Case Data (Student Eligibility)

  33. Application/Workflow Highlights • Dynamic To Do Lists and Custom To Do Lists • At-a-Glance View of Case History • Informative Comments and Alerts • Concise Demographic and Student Info • Intuitive Case Data Screens • Electronic Documents • Automated Document Requirement Rules • Logic-driven Case Progression Rules

  34. Electronic Documents • Docs classified, data captured & scanned • Identified by form/author/doc year combo • Electronic Docs can be • PDF format (for scanned paper docs) • Word/Excel/Email etc files that can be imported directly into a case • No more worries about “who has the file?” • One click brings up the document(s) you want

  35. Electronic Documents

  36. Technology/Workflow Highlights • Dynamic To Do Lists and Custom To Do Lists • At-a-Glance View of Case History • Informative Comments and Alerts • Concise Demographic and Student Info • Intuitive Case Data Screens • Electronic Documents • Automated Document Requirement Rules • Logic-driven Case Progression Rules

  37. Document Requirement Rules • Determine what forms are required • By Categories (Frosh/Undergrad/Grad/Law) • Example: Frosh Required Docs are • Profile • FAFSA • Custodial 1040 • Custodial W2 • Case data may add other requirements (NonCustodial forms, Tax Schedules, etc.)

  38. Document Requirement Rules • Determine what docs can be waived • Use data capture from required documents • Examples • If non-filer for taxes on BC App, waive 1040 & W2s • If wages on 1040 zero or blank, waive W2s

  39. Technology/Workflow Highlights • Dynamic To Do Lists and Custom To Do Lists • At-a-Glance View of Case History • Informative Comments and Alerts • Concise Demographic and Student Info • Intuitive Case Data Screens • Electronic Documents • Automated Document Requirement Rules • Logic-driven Case Progression Rules

  40. Case Progression Rules • Logical rules that outline the steps a case follows start to finish based on various criteria met can include: • Documents Reviewed • Profile/FAFSA Validation • Non-attendance or ineligibility (Closed)

  41. Workflow Highlights • Processing flow - Document-to-do • Service/Inquiry • Self Service/ Web Access

  42. Workflow Highlights • Processing flow - Document-to-do • Service/Inquiry • Self Service/ Web Access

  43. Processing Workflow • Staff scans pool of unassigned doc images (Doc To Do List) • Missing info (name/SSN) researched • Parent/Non Custodial information added • Miscellaneous Documents reviewed • Ability to move to a “hold” file

  44. FolderWave Doc To Do

  45. Workflow Highlights • Processing flow - Document-to-do • Service/Inquiry • Self Service/ Web Access

  46. FolderWave Service Screen

  47. FolderWave Service Screen

  48. FolderWave Service Screen –Doc-to-do Update

  49. Workflow Highlights • Processing flow - Document-to-do • Service/Inquiry • Self Service/ Web Access

  50. Student Web Access

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