Go Paperless! Ellucian-centric Content Management, E-forms and Workflow Processes

1. Go Paperless! Ellucian-centric Content Management, E-forms and Workflow Processes • NWEUG 2014 • Lana Olmer

2. Who Are We? • Privately-held software developer • Based in Columbia, SC • Founded in 1994 • Over 600 customers • 99.8% customer retention rate • One of Inc 5000s fastest growing companies in America

3. Go beyond a document imaging solution • A document imaging system provides you with a secure, centralized place to index and archive scanned documents • But… you are still creating, sending, and receiving paper

4. Going paperless - No longer if but when • What do students expect? • Increase positive interactions with students • Streamline workload for staff • Ease communication between departments

5. Learn from Lucy

6. Diagram of Offerings Colleague Doc e Serve Custom Output Doc e Fill eForms and Workflow Doc e Scan Imaging and Archive

7. By going paperless… • You cut out paper from the source itself • Work smarter, not harder • Cut out the unnecessary

8. Look familiar?

9. Stop processing paper • Capture & Import • ERP Output • Communications Management Output • Transcript Data • Documents from other software • Capture and use data in Doc e Scan without having to manually enter it

10. Cut out paper with e-forms and workflow • Use Doc e Fill to digitize and automate your business processes • Eliminate the need for manual, paper-based form creation, routing, delivery, and approval • Drastically reduce form processing time • Stop keying form data in your ERP • Implement rules

11. Diagram of Offerings ERP Electronic forms and workflow to students and employees Distributes final output to recipient via printer, fax or e-mail Customize print job before printing Sends & receives info Doc e Serve Doc e Fill Print jobs go to print queue File documents based on content View documents Doc e Scan Print jobs are automatically filed by employee, vendor or student in Doc e Scan Electronic forms are automatically filed by employee, vendor or student in Doc e Scan Email and attachments Imported images from microfilm, microfiche or other imaging systems Physically scanned documents

12. How does Doc e Fill help you cut out paper? • Use technology to eliminate “touches” • Eliminate paper-based forms campus-wide by using e-forms • Admissions • Financial Aid • HR • Finance • Student Records • Eliminate time-intensive processes as possible • No need to print and scan documents • No need for manually indexing • No more searching for missing documents

13. eForms & Workflow: Human Resources • Processes • Applicant Tracking • Position Tracking • New Hire • Performance Management • Career Development • Benefits • Forms • Leave Requests • Direct Deposits • New Position Requests • Change of Name/Address • New Hire Checklist • Verification of Experience • Interviewing Tips/Techniques • Re-Assignment • Pre-Dismissal Checklist • Employee Termination • W4, I9, W2

14. eForms & Workflow: Finance & Accounting • Processes • Purchase Requisitions • Invoice Approvals • Expense Reports • Period-End Reporting • Fixed Assets • Forms • Purchase Requisition • Expense Report • Mileage Reimbursement • Business Credit Card Request • Fixed Asset Transfer • Fixed Asset Retirement • Budget Transfer Approval • Property Damage Report • Vehicle Request • Inventory Requisition

15. eForms & Workflow: Student Services • Financial aid application & award processes • Admissions processes • Change of major processes • FERPA management • Enrollment verification

16. If you must use paper… • Shift the burden away from your office staff • The Softdocs Self Scan Station • Allows students to scan their own documents through an intuitive, touch-screen interface • Shortens lines and allows for desk staff to use their time to help rather than scan and file • Scanned documents can be reviewed when ready

17. Case Study: Cabrillo College Old Process: New Process:

18. Demo • Let’s see how this works!

19. Questions?