Imaging Workflow: Designing Journeys for Documents within the Virtual Realm SACRAO 2013, M2.5 Joe Papari Deena Nadig Southern Methodist University Private Research University Fall 2012 Enrollment 10,893 Undergraduate 6,349 Graduate/Professional 4,644 Southern Methodist University • Student Information System, Oracle/PS 9.0 Access.SMU Upgrade to 9.1, June 2014 • Imaging System, ImageNow 6.5 AdminImages.SMU Upgrade to 6.7, March 2013 • The two systems are integrated Workflow Implementation • • • • • • • • Data Capture for Transfer Transcripts Schools and Registrar’s Office Workflow Financial Aid General Checklist Workflow School of Engineering Graduate Admission Workflow Undergraduate Admissions Workflows HR to IAE Workflow for Search Summaries Funding Request Form Approval Process AP Invoice Processing • Fax Agent • Mail Agent • eForm • Content Server and Replication Agent Data Capture for Transfer Transcript • Transfer transcript is scanned. • Data from the transcript is used to index the image automatically – Name, DOB, SSN etc. • Image is routed to Registrar Academic Records staff for review based on the student’s last name. • Data from the transcript is put into a file which is imported into Access.SMU. • Make needed adjustments in Access.SMU. Data Capture for Transfer Transcript Transfer Workflow in Access.SMU • Transfer courses without SMU equivalency rules are electronically routed to Academic Director at the SMU college offering the equivalent course. • Academic Director inputs SMU equivalent course. • Completed course evaluations are routed back to the Registrar’s Office. • Registrar’s Office reviews the transfer evaluation and completes the file. Schools & Registrar’s Office Workflow Undergraduate and Graduate schools scan documents at their work station. ImageNow routes document to either Records area or Enrollment based on the document type. • Records Area: ImageNow performs alpha-based routing to 4 different queues. Documents are then processed and sent to complete queue. • Enrollment Area: Based on document type, ImageNow sends documents to either Scheduling Manager, Enrollment Manager or Enrollment Supervisor. Documents are reviewed, processed and then sent to the complete queue. Mail Agent and Fax Agent Schools and Registrar’s Office Workflow Schools and Registrar’s Office Workflow (contd) Financial Aid General Checklist Workflow • Financial Aid documents are scanned directly into an indexing queue. • Documents are then sent to a ‘General Checklist’ queue for review. • Reviewer routes document to ‘Verification review’ queue, ‘Temp General Checklist’ queue, ‘Specialist Checklist’ queue, ‘MBA/Theo No Assistance’ or ‘Missing Items’ queue. • Documents are then routed to ‘Auto Route Advisor’ queue which sends the documents to an advisor based on Academic Career and Program Plan. • Advisor then reviews and routes documents to ‘General Checklist Complete’ queue. • Documents are archived from the ‘Complete’ queue after 180 days. • Fax Agent Documents are scanned and indexed Reviewer routes based on document type to specialist for review/ processing Financial Aid General Checklist Workflow Auto Route to UG or Graduate advisors based on Career, Academic Plan or Students Last Name Academic program Mail Agent Workflows Emails and attachments are sent to the Imaging email account. FA Award notifications are sent to Student’s email with a blind copy to the FA Imaging mail box. Admissions (AD) counselors forward emails and attachments from applicants. MA converts e-mails/attachments to images and puts it in an indexing queue – ‘Mail Agent Incoming’. FA images – TIFF AD email attachments not converted to TIFF Images are auto or partially indexed based on the Subject line text and forwarded to Success queue. FA emails have all index keys in Subject line Auto indexed; No manual processing AD emails have only SMU ID in Subject line Partially indexed; Doc type changed manually Images that do not get indexed are routed to ‘Mail Agent Failure’ queue. Once a day an email notification alert is sent if any documents are in the failure queue. FA Imaging group relinks the documents AD Imaging group relinks documents Archive set to 3 days Archive set to 30 days Mail Agent Workflow Based on Email Subject Line Text: Images Fully/Partially Indexed Emails Converted to Images Images are Linked Manually Engineering Graduate Admission Workflow ImageNow Access.SMU 1. Application Documents Received Application and other relevant documents are added to ImageNow Project. Transcript, Test scores and Work Experience is entered in PeopleSoft. A checklist is updated. 2. Application Ready For Review ImageNow Projects that are completed are routed to ‘Graduate Division Review 1’ queue. N/A Engineering Graduate Admission Workflow ImageNow Access.SMU 3. Application Director Review Admission Director reviews documents in ImageNow and routes to appropriate Program Director. Admission Director reviews application data, enter decision and comments in Custom Evaluation Page. 4. Program Director Review Program Director receives email notification, reviews student documents, and then routes to ‘Division Review II’ queue. Program Director reviews application data, enters decision and comments in Custom Evaluation Page. Engineering Graduate Admission Workflow ImageNow Access.SMU 5. Admission Coordinator Review Admission Coordinator reviews documents in ImageNow and routes to associate Dean Coordinator. Admission Coordinator updates Program Action in Custom Evaluation Page. 6. Associate Dean Coordinator Review Associate Dean Coordinator prioritizes Project Folders, and routes accordingly to ‘Associate Dean’ queue. N/A Engineering Graduate Admission Workflow ImageNow Access.SMU 7. Associate Dean Review Associate Dean receives email notification, reviews imaged documents, and routes Project to ‘Letter Generation’ queue. Associate Dean reviews application data and enters his decision and comments. 8. Process Decision Letter Final decision letter is imaged to Project Folder, and the Project is routed to complete queue, which is auto-archived in 7 days. Admission Coordinator reviews comments on the Custom Page, completes letter generation, and enters the final admission decision. At UG Admissions Workflows Beginning of Admission’s Journey Leadership Directive: “paperless” for 2013 First Year Application Cycle • • • • • • No “paper” Folders Online Images of Application Documents Online Transcript Evaluation Online File Reading Online Application Evaluation Online Review by Schools, Scholarship Committees and Athletic Department Path Leading to “paperless” • Historical Snapshot: Flow Chart of Current Process • Preparing for “paperless” Journey • “paperless” Snapshot: Flow Chart of New Process • AD Imaging Workflows in Place Historical Snapshot Electronic Docs Preparing for “paperless” Journey Committees Formed Based On Key Processes Brainstorming Sessions Impact from External and Internal Factors: • Market and Technology • New Leadership Initiatives • Resources – Budget, Staff, Time and Space “paperless” Journey Takes Shape • • • Image Now(IN) versus PeopleSoft(PS) In House versus Consulting Services Phase 1 and Phase 2 Deliverables “paperless” Snapshot Electronic Docs Imaging Business Requirements Custom PS Admission’s Page • Linking Documents for Imaging • Updating and Adding Checklist Items • Triggers PS processes Add New Linking Field • Custom Property – Internal App ID • SMU’s Standard for Imaging – Drawer – Student ID – Student Name – Student Date of Birth – Student Social Security Number – Admit Term – Doc Type Specific Doc Types for Each Document • Map to Checklist Items Accommodate Various Delivery Methods • PDF Files from Vendors • Mailed Paper Documents • Emails and Attachments • Faxes • eForm Submissions • Mail Merged Letters Minimize Manual Processing • Setup Auto or Partial Indexing Image Documents Related to Both • Applicants • Prospects Admissions Doc Types Academic Forgiveness Form Appeals Appeals Course Credit Appeals Decision Appeals Scholarship Application Application Update Fee Athlete ARIS College Report Comm App Arts Supplement Comm App Intl Supplement Comm App Optional Grade Comm App Supplement Counselor Recommendation Course Description Courses in Progress Decision Letter Essay Financial Statement - IU Grad App Pieces Home School Supplement Gap Year Form Good Standing Form Passport Pre Admission Application Professional Evaluation Prospect Pieces Re-Admit Form Recommendation Letter Resume Scholarship Letters School Profile School Report Final Year School Report Mid Year Secondary School Report Supplemental App Material Teacher Recommendation Test Scores Transcript College Transcript College Unofficial Transcript HS Transcript HS Final Transcript HS Mid Year Transcript HS Partial Transfer Evaluation Report Transfer Update Form Waivers - Fee Imaging Workflows in Place Vendor Apps Applications with Pieces App Materials Application Decision & Pieces Scholarship Paper, Faxes PDFs Vendor PDFs Emails/Attach Files Auto Indexed Letters Manually Indexed eForm Deferral Update Form IN eForm Mail Merge PDFs (Next Cycle) Auto Indexed Auto Indexed Vendor Application Workflow Vendor Application PDFs files from • Royall • CommonApp • ApplyTexas Automated File Transfer Process • Transfers Files from Vendor Site to Imaging Folder • Stores a Copy in Archive Folder Perceptive’s iScript • Picks Up PDF’s and INMAC Process Converts PDFs to TIFF • Splits into Multiple Imaged Documents Based on Specific Doc Types • Auto Indexes the Imaged Documents • Deletes Original PDFs from Imaging Folder Vendor Application Workflow Application Materials Workflow FYR and TRN Application Queues • Scanned Paper Applications Load Balance Pieces Queues • Scanned Paper Pieces • App Pieces PDF files from Vendors • Import Agent • Faxes • Fax Agent • Emails and Attachments • Mail Agent Workflow • ImageNow Printer Application Materials Workflow Scanned Mail Pieces Docs Manually Routed Forward PDF Vendor Pieces FaxAgent Queue ImageNow Printer Load Balance Distributes Docs Evenly Letters Workflow • MS Word Mail Merge • Macro Creates Individual PDFs • Filename has Specific Format • Saves in Imaging Folder • ImageNow Import Agent Process • Picks Up the Individual PDFs from Imaging Folder • Converts PDF to TIFF • Auto Indexes • Deletes PDFs from Imaging Folder Letters Workflow Mail Merge Creates Individual PDFs Fix the PDF and Place In Imaging Share Drive Folder PDFs Placed in Imaging Share Drive Folder Pick Up Successful? Import Agent Picks Up the PDFs Yes PDF Goes in Success Folder (Share Drive) PDFs Converted to TIFF Documents Auto Indexed No PDF Placed in Fail Share Drive Folder Deferral eForm Workflow • eForm and iScripts Setup by Perceptive Consulting • eForm Validates Student Record in PS • Upon Submission: • Sends Email Notification to Student • Images and Auto Indexes the Submission • Based on Student’s Response, Places Image in 2 Separate Queues • Generates a CSV File • Manual PS Checklist Updates • Phase 2, Automate Checklist Processing eForm Workflow – Deferral Update Student enters SMU ID and Last Name Student is validated using Custom PS Query View Validation Successful? No Pop Up Error Message Displays Yes Student fills out and submits eForm eForm is auto indexed Auto Email Notification to the Student Questions? Joe Deena • email@example.com • firstname.lastname@example.org Thank You!