Transcript Welcome [www.masfaa.org]

Welcome
Imaging, Document Management
and the Future
Bernie Pekala
Director Financial Strategies
Boston College
Bob Burke
President
FolderWave
Agenda
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Introductions
Definitions and Descriptions
The Pieces to the Puzzle
The Vision
The Operation
Summary
Introductions
Introductions
• Bernie Pekala
• Director Financial Strategies at Boston College
• Advocate FolderWave Solution for Financial Aid
• Bob Burke
• President of FolderWave
• 18 Years experience in Workflow and document
Management
Introductions
• Unique Partnership
• Boston College
• Supplied FA Knowledge
• Vision for Something Different
• Reference Site
• FolderWave Supplied
• Technical and Development Expertise
• Knowledge of End user Systems
• Time to implementation faster than IT
Definitions and Descriptions
Definitions and
Descriptions
• Imaging: Technology to digitize paper and
manipulate it on a computer.
• Characterized by:
• Capabilities to capture the image
• Capabilities to display and manipulate the image
• Capabilities to capture, store, retrieve, view, and
print the image
• Comes in different formats
• Basically a photo of the paper
Definitions and
Descriptions
• Document Management: The control and
management of the document itself
regardless of form
• Characterized by:
• Capture, Storage, organization, archival,
protection, history, and display of ANY document
type, not just images
• Includes: Word Documents, Excel files, Video
Clips, Voice Files, Data (like PROFILE)
Definitions and
Descriptions
• Workflow: Transitioning elements of work
in a process by some set of logic
• Characterized by:
• Routing capabilities – moving things around
• Event Management: Knowing when something
important happened
• Role Management: Who needs to see what
happened
Pieces to the Puzzle
The Pieces to the
Puzzle
• There are 4 main pieces to the paper puzzle
• The paper – the existence of which creates the
need to eliminate it.
• The document – combinations of paper, words,
and data to make a complete document
• The information – The relevant data on the
document
• The process – what events occur as a result of
the paper
The Pieces to the
Puzzle
• Things to remember:
• You almost never need the paper
• Most times what you need is the information on
the paper
• The document (not the paper) usually drives the
process
• In a paper process the management of the
events are usually stored in the brain of the
users
The Vision
The Vision
• The BC/FolderWave Vision (Which is in operation)
• Web is Key area for technology advances
• Positioned to take advantage
• PESC and XML Standards
• More Electronic Data at it’s source
• Image enabling – but don’t turn people into scanners
• College Board IDOC
• Think E-Folder
• Integration Of
• Document Management – any document from any source
• Workflow
• Critical Business Process
• Generic Approach / Concept Replicable to other areas
• Ultimately we eliminate the paper at its source
The Vision
• Key Areas
• Use the Web infrastructure to allow:
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Access from anywhere
Integration with campus portal for single sign-on
Intuitive browsers and web navigation
Could be hosted outside so we did not require IT
resources – they were already swamped
• Could take advantage of XML today and other
technology advancements in the future
The Vision
• Key Areas
• Eliminate paper at its source
• Use imaging as bridge technology to remove reliance on
paper (which will still be around for a long time)
• Support the capture of information at it source
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E-mail
Word Documents
Excel spreadsheets
Ultimately Tax filing
• But you still need to treat the data as a document to
drive the process
• Documents (such as voice files) can be used to displace
old adages, like signatures
The Vision
Word
Document
Image
File
Data
Spreadsheet
Video
Clip
Voice
File
Collect All Pieces of Relevant Information and
create one logical folder
Secure Student
Folder
Then Route the Folder or
Items in the folder to the
Person or Group that needs
them to complete the process
The Vision
Cases In a Section
Student Folder With Functional Sections
Award Year 1
Admissions
Financial Aid
Housing and Health Services
Student-1 E-Folder
Award Year 2
Award Year 3
The Vision
• Virtual Folder
• Folder Started by first Event
• Receipt of Data
• Online Admissions Application
• Receipt of the Profile
• Case Created in Appropriate Sections
• Every Level of Folder Has Status Attributes
• Used to define state of folder
• Typical is three levels, but can be more
• Student, Area, Cases
The Vision
• Security
• Integrated with Campus Portal for Single Sign on
• Active Directory controls:
• Authentication
• Authorization
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Group/Role based access to functions
SSL /Digital Certificates for Client Access
Encryption Algorithms used for data transmissions
History and Logging for all events
The Vision
• Integration Methods
• XML Based
• Message Queuing for Delivery
• Guaranteed, will queue if connection is down
• Real time at BC – Under 1 second from KC to in BC mainframe
• Can do many others (ASCII delimited or fixed, keyword)
• XML allows application of Schemas for message content
verification
The Vision
Successful First Year
• Over 250,000 pages scanned
• Over 90,000 documents
• Over 31,000 cases
• Improved Processes
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More Rapid Decisions
Better Utilization Of Resources
Greater Customer Satisfaction
Less Peaks And Valleys
Access anywhere
The Operation
The Operation
• Now that we have the Vision and the solution, how
do we get them to use it?
• We went cold turkey
• Eliminate the paper right away
• Back-scanned 1 year prior so comparisons could be done
online
• Organized a team within Financial Aid to focus on
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Workflow
Communications
Publications
Integration
Functionality
The Operation
• We actually did not change the process much
initially
• Because the technology was flexible, we could adapt the
process as we went
• All pieces of information we needed for
verification:
• In one nice neat electronic folder
• Was accessible anytime we needed it
• Had documents, and information all in the same intuitive
interface
• Applied logic to alert us when something required review
The Operation
• The effort to go paperless is huge
• Culture change
• Process Change
• Communication Change
• The users will take awhile to get used to no paper
• Work with them closely to ensure their success
• But worth it, because ridding yourself of paper is
huge
The Future
• By using this advanced technology we hope
to:
• Receive Tax return information directly from it’s
source
• Use more online forms to capture data
electronically
• Accept e-mails, word documents, and voice files
to avoid creating paper
• Use rules and logic in the application to make
simple automated corrections
Contacts
Bob Burke
President
Folderwave
603-893-4263
[email protected]
Bernie Pekala
Director
Financial Strategies
Boston College
617-552-3326
www.folderwave.com
[email protected]