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Going Paperless!. EllucianIL May 21, 2013. Nickie Plevell. 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
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Going Paperless! • EllucianIL • May 21, 2013 • Nickie Plevell
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
Do you want… • A document imaging solution? • or • To go paperless? • (There’s a difference…)
A document imaging solution… • Provides you with a secure, centralized place to index and archive scanned documents • But… you still have to scan!
By going paperless… • You cut out paper from the source itself
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
How to Best Implement a Content Management Solution? • Don’t Scan • (anymore than required)
While the notion is great… • In reality, there will still be some inbound paper documents • Paper invoices / bills • Packing slips • Paper transcripts • Essays
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
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
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
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
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
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
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
eForms & Workflow: Student Services • Financial aid application & award processes • Admissions processes • Change of major processes • FERPA management • Enrollment verification
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
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