document management: working towards a paperless office masfaa conference november 15, 2006 bernie...
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Document Management:Document Management:Working Towards a Paperless OfficeWorking Towards a Paperless Office
MASFAA ConferenceMASFAA Conference
November 15, 2006November 15, 2006
Bernie PekalaBernie Pekala
Boston CollegeBoston College
Director of Student Financial StrategiesDirector of Student Financial Strategies
Boston CollegeBoston College
15,000 students15,000 students Jesuit-Catholic UniversityJesuit-Catholic University 4 undergraduate schools4 undergraduate schools 6 graduate schools6 graduate schools Woods College of Woods College of
Advancing StudiesAdvancing Studies Division I Athletics (ACC)Division I Athletics (ACC)
Objectives of the SystemObjectives of the SystemEliminate labor intensive functionsEliminate labor intensive functions
Receiving and opening over 250,000 Receiving and opening over 250,000 documentsdocuments
Creation of 20,000 new file folders each yearCreation of 20,000 new file folders each year Data CaptureData Capture FilingFiling Endless reports to track progress of filesEndless reports to track progress of files Permanent Storage preparation/costsPermanent Storage preparation/costs Create an expandable framework for Create an expandable framework for
multiple applicationsmultiple applications - Financial Aid- Financial Aid
- Graduate Admissions- Graduate Admissions - Transcripts- Transcripts - Undergraduate Admissions (Future)- Undergraduate Admissions (Future)
Objectives of the SystemObjectives of the SystemImprove Process flowImprove Process flow
Easy retrieval of informationEasy retrieval of information Workflow engine including file analysisWorkflow engine including file analysis Multiple access points (service, counselors, Multiple access points (service, counselors,
processing)processing) Web Access for parents and studentsWeb Access for parents and students Reduce lost documents Reduce lost documents Easier document management for Easier document management for
processing staffprocessing staff Ease counselors ability to read off-siteEase counselors ability to read off-site Increase office spaceIncrease office space
What is FolderWave?What is FolderWave?
Web-based application providingWeb-based application providingWorkflow managementWorkflow managementDocument managementDocument managementInformation managementInformation management
BC was beta site/development BC was beta site/development partner partner
Previous WorkflowPrevious Workflow
StudentServices
Fax
US Mail
In Person
PaperFile
Storage
Opening Mail
File Creation
Coding
Filing
Problem Documents
Service
ProcessingSupport
Counselors
File Status
Filing
Coding
Problem Documents
ProductionControl
To Do Lists
Review
Current Workflow “Big Picture”Current Workflow “Big Picture”
Image MaxImaging, filing, and data
capture.
BC5% of Volume
Mail & In Person
Parents95% of Volume
ElectronicFiles
Dedicated Fax Number
TBA
FedEx
FolderWaveWorkflow ManagementDocument Management
Data Management/Analysis
Processing
Service
Financial AidAwarding System
(BC - legacy - UIS)and Packaging
Parent WebAccess
Returning Studentsand Applicants
Problem Cases
Studentand Family
Inquiries
System IntegrationMQ/SE1000
INAS/Comments
Benefits of TechnologyBenefits of Technology
Web-based application allows 24/7 Web-based application allows 24/7 access anywhere with an Internet access anywhere with an Internet connectionconnection
Boundaryless access forBoundaryless access forFinancial AidFinancial AidAdmissionsAdmissionsService StaffService StaffProcessing StaffProcessing StaffStudents and FamiliesStudents and Families
Underlying TechnologiesUnderlying Technologies
XMLXMLFuture-oriented benefitsFuture-oriented benefits
Content separate from presentationContent separate from presentationCentrally controlled content easily reusableCentrally controlled content easily reusable
XML content self-describingXML content self-describingEasy to devise and revise search toolsEasy to devise and revise search tools
ExtensibleExtensibleThe “X” in XMLThe “X” in XMLStructure can evolve easily as data needs changeStructure can evolve easily as data needs change
Underlying TechnologiesUnderlying Technologies
MQMQIBM messaging protocolIBM messaging protocolAllows exchange of information across Allows exchange of information across
platformsplatformsIntegrates FolderWave and legacy Integrates FolderWave and legacy
systemssystemsUses two-way, real-time updatesUses two-way, real-time updatesTransmission is highly secure and Transmission is highly secure and
encrypted encrypted
Underlying TechnologiesUnderlying Technologies
System IntegrationSystem IntegrationNightly batch program that updates Nightly batch program that updates
legacy systems to include updates legacy systems to include updates initiated in FolderWaveinitiated in FolderWave
Includes demographic data updates, Includes demographic data updates, data corrections, and new record data corrections, and new record creation as needed creation as needed
User Workflows in FolderWaveUser Workflows in FolderWave
Financial AidFinancial AidServiceServiceProcessingProcessingEnd-users (students/families)End-users (students/families)
Financial Aid WorkflowFinancial Aid Workflow
Check To Do List(s)Check To Do List(s)Enter student caseEnter student caseCheck alerts and commentsCheck alerts and commentsReview current status of case documentsReview current status of case documentsAssess and validate Need Analysis dataAssess and validate Need Analysis dataAdd comments and/or correctionsAdd comments and/or correctionsSave changes; case is eventually CompleteSave changes; case is eventually CompleteSwitch to packaging system for awardingSwitch to packaging system for awarding
Technology/Workflow HighlightsTechnology/Workflow Highlights
Dynamic To Do Lists and Custom To Do Dynamic To Do Lists and Custom To Do ListsLists
At-a-Glance View of Case HistoryAt-a-Glance View of Case History Informative Comments and AlertsInformative Comments and Alerts Concise Demographic and Student InfoConcise Demographic and Student Info Intuitive Case Data ScreensIntuitive Case Data Screens Electronic DocumentsElectronic Documents Automated Document Requirement RulesAutomated Document Requirement Rules Logic-driven Case Progression RulesLogic-driven Case Progression Rules
Custom To Do Query BuilderCustom To Do Query Builder
Custom To Do ResultsCustom To Do Results
Technology/Workflow HighlightsTechnology/Workflow Highlights
Dynamic To Do Lists and Custom To Do Dynamic To Do Lists and Custom To Do ListsLists
At-a-Glance View of Case HistoryAt-a-Glance View of Case History Informative Comments and AlertsInformative Comments and Alerts Concise Demographic and Student InfoConcise Demographic and Student Info Intuitive Case Data ScreensIntuitive Case Data Screens Electronic DocumentsElectronic Documents Automated Document Requirement RulesAutomated Document Requirement Rules Logic-driven Case Progression RulesLogic-driven Case Progression Rules
Case HistoryCase History
Summation of current statusSummation of current status Includes documents Includes documents
ReceivedReceivedReviewedReviewedWaivedWaivedStill RequiredStill Required
Special Alerts notedSpecial Alerts notedMultiple case yearsMultiple case years
Case HistoryCase History
Technology/Workflow HighlightsTechnology/Workflow Highlights
Dynamic To Do Lists and Custom To Do Dynamic To Do Lists and Custom To Do ListsLists
At-a-Glance View of Case HistoryAt-a-Glance View of Case History Informative Comments and AlertsInformative Comments and Alerts Concise Demographic and Student InfoConcise Demographic and Student Info Intuitive Case Data ScreensIntuitive Case Data Screens Electronic DocumentsElectronic Documents Automated Document Requirement RulesAutomated Document Requirement Rules Logic-driven Case Progression RulesLogic-driven Case Progression Rules
CommentsComments
Rounds out “one-stop shopping” for Rounds out “one-stop shopping” for case information; no toggling case information; no toggling between systemsbetween systems
Includes comments logged in legacy Includes comments logged in legacy systemsystem
CommentsComments
AlertsAlerts
Allows for flagging FAFSA Reject Allows for flagging FAFSA Reject Alerts for prompt identification and Alerts for prompt identification and resolution resolution
Provides easy reference for FAFSA Provides easy reference for FAFSA Comment CodesComment Codes
Alerts and WarningsAlerts and Warnings
AlertsAlerts
Technology/Workflow HighlightsTechnology/Workflow Highlights
Dynamic To Do Lists and Custom To Do Dynamic To Do Lists and Custom To Do ListsLists
At-a-Glance View of Case HistoryAt-a-Glance View of Case History Informative Comments and AlertsInformative Comments and Alerts Concise Demographic and Student InfoConcise Demographic and Student Info Intuitive Case Data ScreensIntuitive Case Data Screens Electronic DocumentsElectronic Documents Automated Document Requirement RulesAutomated Document Requirement Rules Logic-driven Case Progression RulesLogic-driven Case Progression Rules
Demographic InformationDemographic Information
Student Academic InformationStudent Academic Information
Technology/Workflow HighlightsTechnology/Workflow Highlights
Dynamic To Do Lists and Custom To Do Dynamic To Do Lists and Custom To Do ListsLists
At-a-Glance View of Case HistoryAt-a-Glance View of Case History Informative Comments and AlertsInformative Comments and Alerts Concise Demographic and Student InfoConcise Demographic and Student Info Intuitive Case Data ScreensIntuitive Case Data Screens Electronic DocumentsElectronic Documents Automated Document Requirement RulesAutomated Document Requirement Rules Logic-driven Case Progression RulesLogic-driven Case Progression Rules
Case DataCase Data
Intuitive screens with grouped data Intuitive screens with grouped data include:include:Student Academic SummaryStudent Academic SummaryMain Need AnalysisMain Need AnalysisStudent Eligibility/DependencyStudent Eligibility/DependencyData ProcessingData ProcessingReject Codes/Comment CodesReject Codes/Comment CodesDocument Data CaptureDocument Data Capture
Case Data (Main Need Analysis)Case Data (Main Need Analysis)
Case Data (Student Eligibility)Case Data (Student Eligibility)
Application/Workflow HighlightsApplication/Workflow Highlights
Dynamic To Do Lists and Custom To Do Dynamic To Do Lists and Custom To Do ListsLists
At-a-Glance View of Case HistoryAt-a-Glance View of Case History Informative Comments and AlertsInformative Comments and Alerts Concise Demographic and Student InfoConcise Demographic and Student Info Intuitive Case Data ScreensIntuitive Case Data Screens Electronic DocumentsElectronic Documents Automated Document Requirement RulesAutomated Document Requirement Rules Logic-driven Case Progression RulesLogic-driven Case Progression Rules
Electronic DocumentsElectronic Documents
Docs classified, data captured & scannedDocs classified, data captured & scanned Identified by form/author/doc year comboIdentified by form/author/doc year comboElectronic Docs can beElectronic Docs can be
PDF format (for scanned paper docs)PDF format (for scanned paper docs)Word/Excel/Email etc files that can be imported Word/Excel/Email etc files that can be imported
directly into a casedirectly into a caseNo more worries about “who has the file?”No more worries about “who has the file?”
One click brings up the document(s) you wantOne click brings up the document(s) you want
Electronic DocumentsElectronic Documents
Technology/Workflow HighlightsTechnology/Workflow Highlights
Dynamic To Do Lists and Custom To Do Dynamic To Do Lists and Custom To Do ListsLists
At-a-Glance View of Case HistoryAt-a-Glance View of Case History Informative Comments and AlertsInformative Comments and Alerts Concise Demographic and Student InfoConcise Demographic and Student Info Intuitive Case Data ScreensIntuitive Case Data Screens Electronic DocumentsElectronic Documents Automated Document Requirement RulesAutomated Document Requirement Rules Logic-driven Case Progression RulesLogic-driven Case Progression Rules
Document Requirement RulesDocument Requirement Rules
Determine what forms are requiredDetermine what forms are requiredBy Categories (Frosh/Undergrad/Grad/Law)By Categories (Frosh/Undergrad/Grad/Law)Example: Frosh Required Docs areExample: Frosh Required Docs are
ProfileProfileFAFSAFAFSACustodial 1040Custodial 1040Custodial W2Custodial W2
Case data may add other requirements Case data may add other requirements (NonCustodial forms, Tax Schedules, etc.)(NonCustodial forms, Tax Schedules, etc.)
Document Requirement RulesDocument Requirement Rules
Determine what docs can be waivedDetermine what docs can be waivedUse data capture from required Use data capture from required
documentsdocumentsExamplesExamples
If non-filer for taxes on BC App, waive 1040 If non-filer for taxes on BC App, waive 1040 & W2s& W2s
If wages on 1040 zero or blank, waive W2s If wages on 1040 zero or blank, waive W2s
Technology/Workflow HighlightsTechnology/Workflow Highlights
Dynamic To Do Lists and Custom To Do Dynamic To Do Lists and Custom To Do ListsLists
At-a-Glance View of Case HistoryAt-a-Glance View of Case History Informative Comments and AlertsInformative Comments and Alerts Concise Demographic and Student InfoConcise Demographic and Student Info Intuitive Case Data ScreensIntuitive Case Data Screens Electronic DocumentsElectronic Documents Automated Document Requirement RulesAutomated Document Requirement Rules Logic-driven Case Progression RulesLogic-driven Case Progression Rules
Case Progression RulesCase Progression Rules
Logical rules that outline the steps a Logical rules that outline the steps a case follows start to finish based on case follows start to finish based on various criteria met can include:various criteria met can include:Documents ReviewedDocuments ReviewedProfile/FAFSA ValidationProfile/FAFSA ValidationNon-attendance or ineligibility (Closed)Non-attendance or ineligibility (Closed)
Workflow HighlightsWorkflow Highlights
Processing flow - Document-to-doProcessing flow - Document-to-doService/InquiryService/InquirySelf Service/ Web AccessSelf Service/ Web Access
Workflow HighlightsWorkflow Highlights
Processing flow - Document-to-doProcessing flow - Document-to-doService/InquiryService/InquirySelf Service/ Web AccessSelf Service/ Web Access
Processing WorkflowProcessing Workflow
Staff scans pool of unassigned doc Staff scans pool of unassigned doc images (Doc To Do List)images (Doc To Do List)
Missing info (name/SSN) researchedMissing info (name/SSN) researchedParent/Non Custodial information Parent/Non Custodial information
added added Miscellaneous Documents reviewedMiscellaneous Documents reviewedAbility to move to a “hold” fileAbility to move to a “hold” file
FolderWave Doc To DoFolderWave Doc To Do
Workflow HighlightsWorkflow Highlights
Processing flow - Document-to-doProcessing flow - Document-to-doService/InquiryService/InquirySelf Service/ Web AccessSelf Service/ Web Access
FolderWave Service ScreenFolderWave Service Screen
FolderWave Service ScreenFolderWave Service Screen
FolderWave Service Screen –FolderWave Service Screen –Doc-to-do UpdateDoc-to-do Update
Workflow HighlightsWorkflow Highlights
Processing flow - Document-to-doProcessing flow - Document-to-doService/InquiryService/InquirySelf Service/ Web AccessSelf Service/ Web Access
Student Web AccessStudent Web Access
Student Web Access – AdminStudent Web Access – Admin
Student Web Access – AdminStudent Web Access – Admin
Contact InformationContact Information
Bernie PekalaBernie Pekala617-552-3326617-552-3326pekala@bc.edupekala@bc.edu
FolderwaveFolderwaveBob BurkeBob Burkebob@folderwave.combob@folderwave.com
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