getting rid of paper

Getting Rid of Paper

- Who are we?- Decision to Upgrade- Why DocuShare CPX?

- Work Flows- Demo

Who are we?

• 42 Sites (includes two Offices)• 1050 Staff• 9500 Students• Geographical area under DSBONE– 37,943.38 km2

What is 38,000 km2 ?

What is 38,000 km2 ?

Decision to Upgrade

• Previous version of DocuShare 3.14!!!! • Did we need to upgrade?• What were our future plans?• New DocuShare version Demo for Admin• Our Director was sold• Created a PLAN of attack• Baby steps

Why DocuShare CPX?

• Improve efficiencies in all Departments• Look at all of our paper processes• DocuShare CPX offers an easy way to

collaborate on content while secured• Transactional documents captured

electronically can automatically be routed through the approval process

• Reduce carbon footprint

DocuShare Licensing

• 21 CPX Licenses 130 Full DocuShare• 1000 Read-Only

Workflows and Routing

• Employment Opportunities at DSBONE– The old way of doing things….

• Employment Opportunities at DSBONE– NOW………………

Job Application Process

1. Create the new Collection

Job Application Process

2. Name the new Collection

Job Application Process

3. Identify the new collection # in the Browser’s URL field.

Job Application Process

4. New Job Collection has been added to Applications Folder

Job Application Process

5. Adding the new Job Posting to our Website. Login:

Job Application Process

6. Adding the New Posting information *** Container #

Job Application Process

7. Job uploaded to our Websitewww.dsb1.edu.on.ca

Job Application Process

8. Applicants can either view details of the position or apply directly to the posting.

Job Application Process

9. Applying for a position

Job Application Process

10. Restrictions on “attachments” and agreement – Final Step..

Job Application Process

• Oooops, an error in the application (see pink area)

Job Application Process

11. Confirmation of application submission

Viewing Applications in DocuShare

1. Admin Staff login to DocuShare as themselves and go to the Applications container to view the posting they are interested in.

Viewing Applications in DocuShare

2. The automated routing application process

Leave Form Routing

1. Create Containers with necessary Content Rules and Routing Slips

Leave Form Routing

1. Employee completes “Leave Form” electronically

2. Employee adds document to proper container depending on the leave request

3. Routing process starts with email4. Supervisor approves or denies5. Email is sent to employee requesting the

leave to acknowledge the process is complete

Where do we go from here?

• HR will begin the process to convert all personnel records to an electronic format

• Looking at high volume image capturing capabilities and an RFP on copiers

• Looking at enterprise server base MFP management solution (eCopy, ScanflowStore, etc…)

• Start to look at ALL Board forms to automate their process through DocuShare routing

LIVE DEMO