Transcript ImageNow for Admissions - Arab

A Paperless Workflow Solutions
for
Admission, Registration,
and Document Management
for Higher Education Institutions.
By
Dr. Walid Shatila
Director of Information Systems
Beirut Arab University
Abstract
• Managing admission and registration process electronically
would reduce the cost of paper processes, enhance student
services, increase staff productivity, streamline reports and
transcripts processing, provide secure archive with reduced
storage costs.
• This presentation provides a comprehensive electronic
workflow solution for registration, admission, and document
management which would delivers time, cost, and productivity
savings for higher education institutions.
Introduction
• Speeding admissions process by capturing and linking each student’s documents
electronically, then automatically routing applications and supporting information to
the appropriate reviewer is at reach of all university and educational institutions,
giving the appropriate setup and tools.
• Direct and instant access to information enhances student service, helping
admissions staff answer inquiries instantly. Reduction of filing, photocopying and
manual data entry helps the registrar’s office simplify enrollment and allowing
students to register for classes without waiting in lines all day.
•Applications, transcripts, test scores, letters of recommendation and other student
documents are imported and linked to the correct student record upon receipt. The
University Student Information System (SIS) would identify missing documents, and
once packets are completed, routes them to appropriate staff members for immediate
review. A faster approval process (with electronic signature) allows the recruitment of
the best applicants and to quickly notify them of the selection decisions.
Paperless Application, Reducing the cost of paper processes
What does “paperless” mean?
With paperless applications, students are required to use a web-based submission
form. Some “paperless” applications may still include paper forms, such as teacher
recommendations and transcripts.
• The biggest factor in many schools’ decisions to switch to paperless applications is
money. Going paperless saves the cost of printing applications as well as entering
data from paper applications into a computer system. It also minimizes errors by
removing the data entry step.
•Security becomes more important with electronic applications. First, records must be
protected from hacking. Also, if recommendations are submitted electronically rather
than mailed, the sender’s identity must be confirmed to prevent applicants writing
their own recommendation letters.
Paperless Application, Reducing the cost of paper processes
Consolidation of all pertinent student information into one central electronic
repository instead of carrying folders to and from campus is one the numerous
advantages of the electronic applications, which can be accessed from any authorized
locations even from home.
Process for Admissions
1. Scan or import student’s
admissions documents
to an Image Processing
Unit (IPU)
APPLICATION
2. The IPU organises
documents in secure
electronic repository
LTR OF REC
ESSAY
TRANSCRIPT
Image Processing
Unit
Student
Information
System
3. The IPU ties documents
to SIS record
4. The documents are
immediately available to
authorised users and
departments
Admissions Cycle
1. You scan application
materials for the
applicant (Amy) into The
Image processing Unit
(IPU)
ACT / SAT
TRANSCRIPT
APPLICATION
2. The IPU checks SIS and
as Amy has no record,
prompts you to create
one
3. You create Amy’s SIS
record
4. The IPU categorises
documents and links
them to Amy’s record
Image processing
Unit
Amy’s
New
Staff
Prompted
Record in SIS
Faster Admissions Cycle
Richards, Amy
1.
The IPU or SIS identifies a
missing item – Amy’s essay
– and generates a Missing
Info Letter
2.
You print a hard copy and
send it to Amy
3.
The IPU imports a duplicate
and links it to Amy’s record
4.
You receive Amy’s essay
and scan it, completing her
packet
5.
The IPU auto routes packet
to a staff member for review
Application
Transcript
ACT/SAT
SIS
Amy’s Essay
Ltr of Rec
Essay
Image
processing
Unit
Amy’s Record
Staff Alerted
Increased Counselor Productivity
1. Staff member (may
be working from
home) receives email link to access
the Workflow
2. He selects Amy, the
first student
requiring action,
from the list
3. The first page of
Amy’s packet is
displayed
Improved Recruiting
1. The counselor
decides Amy meets
admissions criteria
2. He enters additional
Accepted
info in a worksheet
that becomes part of
Amy’s packet
3. He sends Amy’s
Reader
Waiting
packet to an
“Accepted” workflow
queue
4. There are also
Denied
“Waiting” and
“Denied” queues
Faster Admissions Cycle
1. An admissions worker
receives notification to
access the “Accepted”
workflow queue
2. He selects Amy, the first
student requiring action,
from the list
3. He uses the data on
Amy’s worksheet to
update her SIS record
Increased Counselor Productivity
010
100
101
2. SIS uses file to
automatically update
student records
010
100
101
010
100
101
Image
Processing
Unit
010
100
101
010
100
101
1. The IPU automatically
extracts info from
application packets and
uses it to create a text
file
01010
Student
10100
Information
01011
System
3. No end user tasks are
required in this process
Improved Recruiting
Student
Information
System
1. SIS automatically
generates lists of
successful and
unsuccessful applicants
2. Worker performs a mail
merge
3. The IPU captures print
stream as letters are
sent to print
Mail Merge
Image
Processing
Unit
Student Records
4. Letters mailed to
students before
selection deadline and
auto-linked to student
records
Responsive Student Service
1. Amy Richards calls
wanting to know the
status of her
application
2. You open her record
3. Select “Acceptance
Letter” from the
document list and
it’s displayed
4. Use the document to
immediately answer
Amy’s question
Impact of This Process
Improved recruiting
Faster admissions cycle
Responsive student service
Elevated counselor productivity
A Campus-Wide Solution
 From admissions to financial aid to human resources, rapid deployment would
create campus-wide efficiencies. At the same time, documents would be delivered at
the point of need, enabling staff to reference the exact document with a single click.
Registrar
 Elevate Information Sharing
 Expedite transaction processing such as grade changes,
add/drop and graduation applications by electronically
capturing, storing and routing documents.
 The Image processing unit can automatically update the
university SIS and student portal environment, making current
information available to faculty, staff members and students.
 Importing historical transcripts into The Image processing unit
cuts storage and improves service to students.
Financial Aid
 Simplify Award Processing
 Automatically capture applications and all other
documents and collate them in the student file.
 Use customizable business rules to automatically route
completed files to the staff members assigned to process
them.
 Eliminating manual tasks and other paper-related delays
speeds awards processing, enabling the university to notify
students of award decisions earlier than ever before.
Advancement
 Enhance Donor Management
 Payment are managed by the system, cards, checks, donor
correspondence and other documents and donations
would be approved quickly.
Residential Life
 Improve Housing Management
 Scan or import housing applications, change requests, student
correspondence and all other housing documents into The
Image processing Unit, which automatically ties them to
student records for instant retrieval at the point of need.
 The Image processing Unit also gives users convenient access
to requests, schedules and other information regarding oncampus meetings, conferences and events.
Graduate Admissions
 Speed Student Selection
 The Image processing Unit captures application packets and
automatically routes them to counselors, selection committees
and other relevant parties for immediate review.
 Replacing complex manual processes with simplified
automated workflow helps universities meet selection
deadlines and make offers to the best candidates quickly.
Finance and Procurement
 Maintain Operational Success
 Streamline invoice processing by scanning and indexing
documents upon receipt.
 Boost productivity using automated workflow queues and
electronically route invoices to the appropriate channels for
faster approval.
 By optimizing the accounting processes, the opportunity to
capitalize on money-saving supplier discounts is increased.
Health Services
 Expedite Care Delivery
 The Image processing Unit captures and organizes student’s
healthcare documents at the point of service and makes them
instantly available to nurses, physicians and counselors,
facilitating faster care.
 Managing current and former students’ medical records in The
Image processing Unit improves continued care and reduces
storage costs.
Human Resources
 Manage Your People Processes
 HR can take advantage of the tight integration between The
Image processing Unit and the business application to quickly
address employee payroll concerns and effectively administer
online employee forms.
 Significantly reduce documentation loss rate and help HR
associates process CV’s, faculty credentials, staff promotion
applications and more in a timely manner.
Athletic Department
 Create Lasting Efficiencies
 With The Image processing Unit, staff members have single-
click access to the information they need to review a student
athlete’s eligibility, evaluate a coaching job candidate, approve
an equipment invoice and more.
Conclusion
 Going entirely paperless is not likely to
change the applicant pool at a schools or
universities, however paperless admissions
could make the process easier, and make the
applicant more likely to apply.
Conclusion (cont)
 Reducing the cost of paper processes.
 No more manual filing or paper shuffling. Documents are
secure and electronically available to authorized staff at any
point in the admissions process.
 Single-click access eliminates the cost and delay of paper
copies and distribution.
 When printing missing information or selection letters,
Images of the print are captured and a duplicate of each
letter is imported.
 These duplicates are tied up to student records, allowing the
registrar’s office to answer inquiries without delay.
Conclusion (cont)
 Enhancing Student Service
 Applications, transcripts, test scores, letters of recommendation
and other student documents are imported and linked to the
correct student record upon receipt.
 Missing documents are automatically identified, and once
packets are completed, they are routed to appropriate staff
members for immediate review.
 A faster approval process allows the recruit of the best applicants
and to quickly notify them of the selection decisions.
Conclusion (cont)
 Boosting Staff Productivity
 Consolidating all pertinent student information into
one central electronic repository.
 Instead of carrying folders to and from campus,
associates working from home instantly through
accessing application packets via the Web.
A Paperless Workflow Solutions
for
Admission, Registration,
and Document Management
for Higher Education Institutions.
Thank you
Dr. Walid Shatila
Director of Information Systems
Beirut Arab University