Going Paperless!

1. Going Paperless! • EllucianIL • May 21, 2013 • Nickie Plevell

2. Who Are We? • Privately-held software developer • Based in Columbia, SC • Founded in 1994 • Over 600 customers • Approximately 150 Ellucian/Datatel users across 350+ campuses • M2 Business Solutions • Softdocs Stakeholder & Mid West Sales • Based in St. Paul, MN

3. Do you want… • A document imaging solution? • or • To go paperless? • (There’s a difference…)

4. A document imaging solution… • Provides you with a secure, centralized place to index and archive scanned documents • But… you still have to scan!

5. By going paperless… • You cut out paper from the source itself

6. How do you cut out paper? • Capture & Import • Ellucian Colleague Output • Communications Management Output • EDI Transcript Data • Documents from other software • Leverage the power of eForms • Eliminate paper-based forms campus-wide • Admissions • Financial Aid • Student Records • HR • Finance

7. How to Best Implement a Content Management Solution? • Don’t Scan • (anymore than required)

8. While the notion is great… • In reality, there will still be some inbound paper documents • Paper invoices / bills • Packing slips • Paper transcripts • Essays

9. Look familiar?

10. So what do you do? • Use technology to eliminate as many “touches” and time-intensive processes as possible • Don’t manually index • Use email when you can • Embrace eForms and electronic workflow • Capture and use data without having to manually enter it

11. Stop typing! • Use Forms Recognition to file inbound and outbound documents and images • Reads a defined geographic area of an image and performs OCR • Student/Employee ID • Last Name • Document type • Document date • Etc. • Places information in key fields and indices

12. If you have to scan, then Auto File • Use Softdocs’ Auto File to file your physically scanned images • Reads a Colleague Screen for: • Student or Employee ID • Last Name • Document type • Document date • Etc. • Places information in key fields and indices

13. If you have emails, then file them automatically! • Use Softdocs’ e-Comm Capture to automatically capture and file emails and their associated attachments • How it works • Messages are sent to a departmental monitored mailbox • Emails are examined for indexing/filing properties • Emails and their related attachments are then automatically captured, imaged and filed in the appropriate student, vendor or employee folder

14. eForms & Workflow • Use Doc e Fill to digitize and automate your business processes • Eliminate the need for manual, paper-based form creation, routing, delivery and approval • Drastically reduce form processing time • Stop keying form data in Colleague

15. eForms & Workflow: Human Resources • Processes • Applicant Tracking • Position Tracking • New Hire • Performance Management • Career Development • Benefits • Forms • Leave Requests • Direct Deposits • New Position Requests • Change of Name/Address • New Hire Checklist • Verification of Experience • Interviewing Tips/Techniques • Re-Assignment • Pre-Dismissal Checklist • Employee Termination • W4, I9, W2

16. eForms & Workflow: Finance & Accounting • Processes • Purchase Requisitions • Invoice Approvals • Expense Reports • Period-End Reporting • Fixed Assets • Forms • Purchase Requisition • Expense Report • Mileage Reimbursement • Business Credit Card Request • Fixed Asset Transfer • Fixed Asset Retirement • Budget Transfer Approval • Property Damage Report • Vehicle Request • Inventory Requisition

17. eForms & Workflow: Student Services • Financial aid application & award processes • Admissions processes • Change of major processes • FERPA management • Enrollment verification

18. If you must use paper… • Shift the burden away from your office staff • The Softdocs Self Scan Station • Allows students to scan their own documents through an intuitive, touch-screen interface • Shortens lines and allows for desk staff to use their time to help rather than scan and file • Scanned documents can be reviewed when ready

19. So how do we do all this?

20. Diagram of Offerings Ellucian Colleague Electronic forms and workflow to students and employees Distributes final output to recipient via printer, fax or e-mail Customize print job before printing Sends & receives info Doc e Serve Doc e Fill Print jobs go to print queue View documents from Colleague screens File documents based on Colleague content Doc e Scan Print jobs are automatically filed by employee, vendor or student in Doc e Scan Electronic forms are automatically filed by employee, vendor or student in Doc e Scan Email and attachments Imported images from microfilm, microfiche or other imaging systems Physically scanned documents

21. Questions?