Go Paperless! Ellucian-centric Content Management, E-forms and Workflow Processes

NWEUG 2014 Lana Olmer This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

Who Are We?

• Privately-held software developer • Based in Columbia, SC • Founded in 1994 • Over 600 customers • 99.8% customer retention rate • One of Inc 5000s fastest growing companies in America This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

Go beyond a document imaging solution

• A document imaging system provides you with a secure, centralized place to index and archive scanned documents • But… you are still creating, sending, and receiving paper This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

Going paperless - No longer if but when • What do students expect?

• Increase positive interactions with students • Streamline workload for staff • Ease communication between departments

This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

Learn from Lucy

This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

Diagram of Offerings

Colleague Doc e Serve Custom Output Doc e Scan Imaging and Archive This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

Doc e Fill eForms and Workflow

By going paperless…

• You cut out paper from the source itself • Work smarter, not harder • Cut out the unnecessary This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

Look familiar?

This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

Stop processing paper

• Capture & Import • • • • • ERP Output Communications Management Output Transcript Data Documents from other software Capture and use data in Doc e Scan without having to manually enter it This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

Cut out paper with e-forms and 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 your ERP • Implement rules This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

Diagram of Offerings

Distributes final output to recipient via printer, fax or e-mail Customize print job before printing Doc e Serve ERP Print jobs go to print queue File documents based on content View documents Sends & receives info Electronic forms and workflow to students and employees Doc e Fill Print jobs are automatically filed by employee, vendor or student in Doc e Scan Email and attachments Physically scanned documents Doc e Scan This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

Electronic forms are automatically filed by employee, vendor or student in Doc e Scan Imported images from microfilm, microfiche or other imaging systems

How does Doc e Fill help you cut out paper?

• Use technology to eliminate “touches” • • • • • • • Eliminate paper-based forms campus-wide by using e-forms Admissions Financial Aid HR Finance Student Records • • • Eliminate time-intensive processes as possible No need to print and scan documents No need for manually indexing No more searching for missing documents This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

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 This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

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 This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

eForms & Workflow: Student Services

• Financial aid application & award processes • Admissions processes • Change of major processes • FERPA management • Enrollment verification This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

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 This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

Case Study: Cabrillo College

Import FAFSA and attach initial email

1 day

Student fills out paper forms and submits via mail, in person, or fax.

2-10+ days

Old Process: Postal Delivery

1-4 days

Post incoming forms and review for completion

1 week

(always behind!) Create paper files to distribute for review

1-2 weeks

(always behind!)

= 6 - 8 weeks

New Process: Import FAFSA, send initial email

1 day

Student completes and returns forms

1 hr - 1 day

Post incoming forms

1 minute!

Run list of students ready for review

15 minutes

This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

= 2 days!

Demo

Let’s see how this works!

This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.

Questions?

This presentation is CONFIDENTIAL and property of Softdocs, Inc. It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.

© 2011 Softdocs, Inc.