Conquering The Paper Mountain
Who We Are John Otto, Account Executive Steve Young, Vice President Sales
What We Do Document Management Consultation System Sales, Design and Implementation Document Conversion Services
Presentation Agenda The Business Case For Document Management Additional Driving Factors in K-12 Developing A Plan For Getting Started
Enterprise Document Management (EDM) is the effective capture, organization, storage and control of scanned documents and digital files. EDM has applicability to ALL education Public, independent and charter K-12 Schools, Intermediate Units (ESA’s) and Board of Education (BOE)
Why Organizations Implement EDM Improve Service Levels Via Rapid Access To Documents Improve compliance Lower overall operating costs by reducing filing, printing and storage costs. Eliminate space consumed by records storage Provide document security and a sound strategy for Disaster Recovery
K-12 Schools Face the Same Problems • Meeting federal and state compliance mandates • Improve student performance and teacher quality • Provide security and procedures around content • Being seen as progressive with technology to reduce costs • Integrating core student information systems with instant recall to paper-based, multi-media or electronic documents • Competing with independent and charter schools for enrollment • Competing for state and federal NCLB subsidies • Doing more with less
What’s The Problem? Inefficient Paper Based Systems Document Retention Requirements High Cost of Filing & Storage Constantly Growing Volumes Hard to Access Needed Documents
Education Applications - Paper-based processes • Student records • Special education records • Teacher credentialing • Active student files • Testing program records • Human resources • Finance and accounting • A/P and Receivables • Curriculum knowledge bank • Transcripts • IEP (individual education evaluation report) • School board minutes • NCLB procedures and documentation • Portfolios • School and staff development plans • Contracts and warranties
What’s The Problem? Family Education Rights & Privacy Act (FERPA) CT Document Retention Requirements No Child Left Behind (NCLB) The Public Records Act
Retention Examples Student Records: Academic Achievement (Grades/Transcripts) Attendance Records Records of Immunization Basic Biographical Information Retention Requirement : 50 Years After The Student Leaves The School District
Retention Examples Personnel Records: Employment Applications Background Surveys Medical Records Disciplinary Records Health Benefit Election Forms Retention Requirement: Duration Of Employment Plus 30 Years
Retention Examples Fiscal Records: Bank Statements Bills Paid Ledgers Purchase Orders Payroll Records Retention Requirement : 3-6 Years or until audited, whichever comes later
Retention Requirements Policy on Disposal of Original Public RecordsThis Office will approve disposal authorizations for original public records reformatted on a computer based digital imaging system only if the original records have an approved retention period of ten (10) years or less. The Public Records Administrator may approve the disposal of original public records having a retention period of more than 10 years or as having permanent/archival value and reformatted on a digital imaging system if the agency also retains a security copy of the record in a human-readable storage medium approved by the Public Records Administrator, and the security copy is maintained in an organized record-keeping system Source: CT State Library - Standards for the Use of Imaging Technology
Retention Requirements "Human-readable storage medium" means paper, a photograph, a photocopy, or a microform, including, but not limited to, microfilm, microfiche, computer output microfilm, and aperture cards.
When To File Digitally? Documents with less than a 10 year retention requirement If you must keep a “human-readable” security copy of certain document types, why would you store them digitally? Access & Sharing How often are documents retrieved? How many people need the documents? What is the time and cost to retrieve documents? (e.g. off-site storage typically charge $15-$22 to retrieve and deliver a file.) How quickly do you need a document (seconds or days)?
The Power of Document Management In a Price Waterhouse (now PWC) study searching over 10,000 documents for a specific topic, author, and data range… • Manually, paralegals took 67 hours and found 15 documents. • Electronically, the same search took 4.5 seconds and found 20 documents!
The Case for Enterprise Document Management
The way it is… Staggeringly, in the information age: • 90% of documents handled daily in the workplace areSTILL ON PAPER!
Not to mention… • 15% of documents are misplaced. • 30% of the work day is spent searching for information. Source: Association for Information & Image Management (AIIM)
The Case for Document Management Source: Inc Magazine
What Enterprise Document Management Systems Can Do For You? Easy capture of files, records and administrative documents in electronic form Conversion of archived records to electronic form Rapid and secure access to records Security model to ensure privacy and integrity Disaster Back Up
The Benefits Of Enterprise Document Management Systems? Reduction in administrative man-hours caused by automation of records capture Elimination of physical storage costs and free up valuable school real estate Improvement in service levels for students, parents and school personnel Improved Regulatory Compliance
Cost Reduction Labor Productivity How many people file and retrieve documents a day? How much time is spent filing? How much time is spent retrieving? Would improving their productivity be important? Cost Avoidance - Are you seeing a need for more people to manage records?
Cost Reduction Labor Productivity Example: 5 People Spend 2 Hours/Day - Filing & Retrieving = 50 Hours At $20/Hour X 52 Weeks = $52,000
Barriers To Adoption? Tradition Perceived high costs Restrictive budgets Perception of adding work Effort to define the policies for document types
Capture - Simplified Scanning Many MFPs already in use Cost Effective Document Scanners Highly automated labeling Use of Bar Codes Integration To Student Information Systems(e.g. SASI)
The Case for Document Management • Save time by reducing filing and retrieval efforts. • Save filing space, reduce paper and paper storage costs by reducing your paper-based files. • Reduce copying costs. Eliminate “shadow” filing systems. • Reduce mailing/distribution costs by sending documents via email or via web access • Improve document security and compliance
New Driving Factors in K-12 Education for Enterprise Document Management (EDM)
Solutions for K-12 Education Administrative Back Office: Human Resources Finance and Accounting Staff records Government Programs:School lunch programs Testing programs • School-district wide: • Parent, Student, Staff Web-Self-Service • Secure, confidential records repository • Single content management “backbone” • Single administrative workflow • Compliance audit trail • Curriculum: Teaching & Learning • Capture complete student portfolios • Looking at student work • Building a knowledge bank • Student Records: • Capture new and archived records • Speed of care • Portability of records • FERPA • ePortfolio
Workflow Automation • Workflow Automation • Human resource credentialing • State licenses • Education transcripts • CEU’s • Invoice capture and approval routing • Records management and retention • IEP approval routing • Graduations, transfers and withdrawals • Employment and retirement services
Forms Management • Forms Management • Most all schools use the same forms • Reduce need for 3-part forms and printing • Auto storage of form into the EDM system • Digital signature by student or parent
Integration • Student Information System (SIS) integration • Instant recall of documents from SIS screen • Pearson’s SASI product 40% market share • Pearson’s PowerSchool product newer version of SASI • CIMS (accounting app from Pearson) widely used • Sungard’seSchool Plus (also mfg Banner for higher ed)
Self-Service Web Portal • Seen as progressive with technology • Access school documents from anywhere • Comply with Public Records Act • Student, parent and teacher portal for projects, homework, curriculum, notices, transcripts, report cards, etc.
Compliance • Compliance and Security • Granular security model • Importance of FERPA compliance on student records • Making some information available to the public to comply with Public Records Act • No Child Left Behind (NCLB)
K-12 Education Solutions Montgomery County Public Schools (MD) Problem: • Management of over 400 district schools and hiring of 100+ teachers per year • Workflow: • Managing student records: (graduates, withdrawals – 10,000/year) • Employee retirement services: staff retirement & death notices • Human Resources: high security of staff documents • Accounts Payable (AP): Retention management of all AP docs and lack of proper AP payment approval cycle • Integration: image integration with Lawson within AP
K-12 Education Solutions Solution: • Records Management • Central records management: using a web portal student records are scanned and viewable via web browser • FERPA compliance of student records using audit trail and system security model • Routing and notifications of graduates and paperwork processing to next school • Accounts Payable • Increase efficiencies in payment cycle by implementing Inflo and ApproveIt • Image enabling and bi-directional integration with Lawson
K-12 Education Solutions Orange Township Public Schools (NJ) Problem: • Tracking teacher and education staff credentials Solution: • The HR department scans in associated paperwork • System process monitors control table (employment requirements) • System generates an exception email notification • What licenses or requirements are missing • System auto-generates a Word mail merge letter to each staff member without proper certification
K-12 Education Solutions Milford Public Schools (CT) • Problem: • Access To Student Transcripts – traditionally archived on Micro-Fiche • Concern about disaster back-up strategy • Solution: • Scanned 2 years of student transcripts • Web access from high school guidance departments • Database backed-up
Department of Education (DOE) Grants that have Applicability to Content Management and Associated Components
US DOE Grants • Find funding for schools, LEA’s, SEA’s and other educational institutions • In 2007, Department of Education appropriated: $12,838,125,280Source:http://www.ed.gov/programs/titleiparta/funding.html • Available grant programs by title: http://www.ed.gov/programs/find/title/index.html
Applying for a Grant • Make it easy to pay for your document management project with a grant • Apply for grant electronically at grants.gov: http://www.grants.gov/applicants/apply_for_grants.jsp • Tutorial on how to submit a grant package: http://www07.grants.gov/images/Application_Package.swf • More info on grant application process: http://www.ed.gov/policy/fund/guid/transition.html
Here are 2 specific grants that can fund Enterprise Document Management (EDM)
DOE GrantsRegional Educational Labs • Program Type: ContractsAlso Known As: Regional Labs • http://www.ed.gov/programs/regionallabs/gtepregionallabs.pdf • Program Description Laboratories conduct applied research and development, provide technical assistance, develop multimedia educational materials and other products, and disseminate information in an effort to help others use knowledge from research and practice to improve education. • EDM can store all content specific to research • Appropriations in 2006: $65,469,690
DOE Grants - Arts in Education • CFDA Number: 84.351DProgram Type: Discretionary/Competitive GrantsAlso Known As: Arts Demos • http://www.ed.gov/programs/artsedmodel/gtepartsedmodel.pdf • Funds must be used to: • Further the development of programs designed to improve or expand the integration of arts education in elementary or middle school curricula; • Develop materials designed to help replicate or adapt arts programs; • Document and assess the results and benefits of arts programs; and • Develop products and services that can be used to replicate arts programs in other settings. • EDM used to store and automate assessments and ePortfolio’s • Appropriations in 2006: $13,645,253
Developing Strategies for Effective Enterprise Document Management Systems
Getting down to business • Examine your business processes and target 2-4 “high impact” areas for improvement. • Outline your objectives; reduced storage, labor or distribution costs of documents. Improved efficiency within current business processes. • Quantify the expected cost savings from these changes
Look to maximize these returns… • How much can you save per month or year on clerical staff? • Can you avoid new hires through increased efficiencies as you grow? • Can you re-deploy existing staff to other value driven areas?