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How to Survive Going Paperless. Pepper Jo Six Associate Director of Pre-College and Orientation Programs Office of Admissions Christy Oliver Associate Director of Operations and Processing Office of Admissions Kim Diawara Transfer Credit Manger Office of Admissions. What is workflow?.

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How to Survive Going Paperless

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How to Survive Going Paperless

Pepper Jo Six

Associate Director of Pre-College and Orientation Programs

Office of Admissions

Christy Oliver

Associate Director of Operations and Processing

Office of Admissions

Kim Diawara

Transfer Credit Manger

Office of Admissions


What is workflow?

Technical Definition: A sequence of connected steps where each step follows without delay or gap and ends just before the subsequent step may begin.

Functional User Definition: A process that takes documents from A to Z within an electronic system

End User Definition: YEA!!! No more paper on my desk!


How to Get Started

  • Do your research

  • What are office needs

  • Understand your business process

  • How do documents currently flow?

  • White Board it!

  • Be sure you understand what should happen to the document at any given point in time

  • Who needs access and at what level

  • Find out what your IT staff like for bribes 


Benefits

  • Priority Processing

    • By application date

    • By application status

    • By Residency

    • By application level

  • Streamline Processing

    • Don’t see document until you need to

    • No more lost or misfiled student documents

    • Process is more efficient


Requirements for a successful workflow

  • Strong IT support

    • Initial coding, updating scripts throughout the year, troubleshooting

  • Emphasis on training and accuracy

    • Lengthy training process, detailed manuals, buy-in from staff

  • Management oversight and monitoring

    • Workflow buckets need to be monitored to move staff where it is needed, priorities and goal-setting necessary on a daily or weekly basis

  • Communication

    • Representatives from all areas of office (IT, scanning and capture, CRM, application processors) should meet regularly to make sure everyone is on the same (paperless) page


Workflow Scripts


Current Workflows

  • High School Transcript

  • College Transcript

  • Military Transcripts

  • Miscellaneous Documents

    • Application Signature

    • Criminal History

    • Midterm Grades

    • Application Fee Waiver request

    • GRE test scores

    • GMAT test scores

    • Tuition Classification Form

    • Major Response Form


Go From this


TO THIS!


???????


Contact Information

Pepper Jo Six – pepperjo@uwyo.edu

Associate Director of Pre-College and Orientation Programs

University of Wyoming

Christy Oliver - Plumb@uwyo.edu

Associate Director of Operations and Processing

Office of Admissions

Kim Diawara - Kim.diawara@colorado.edu

Transfer Credit Manager

University of Colorado Boulder


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