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Welcome

Welcome. Imaging, Document Management and the Future Bernie Pekala Bob Burke Director Financial Strategies President Boston College FolderWave. Agenda. Introductions Definitions and Descriptions The Pieces to the Puzzle The Vision The Operation Summary. Introductions.

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Welcome

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  1. Welcome Imaging, Document Management and the Future Bernie Pekala Bob Burke Director Financial Strategies President Boston College FolderWave

  2. Agenda • Introductions • Definitions and Descriptions • The Pieces to the Puzzle • The Vision • The Operation • Summary

  3. Introductions

  4. Introductions • Bernie Pekala • Director Financial Strategies at Boston College • Advocate FolderWave Solution for Financial Aid • Bob Burke • President of FolderWave • 18 Years experience in Workflow and document Management

  5. Introductions • Unique Partnership • Boston College • Supplied FA Knowledge • Vision for Something Different • Reference Site • FolderWave Supplied • Technical and Development Expertise • Knowledge of End user Systems • Time to implementation faster than IT

  6. Definitions and Descriptions

  7. Definitions and Descriptions • Imaging: Technology to digitize paper and manipulate it on a computer. • Characterized by: • Capabilities to capture the image • Capabilities to display and manipulate the image • Capabilities to capture, store, retrieve, view, and print the image • Comes in different formats • Basically a photo of the paper

  8. Definitions and Descriptions • Document Management: The control and management of the document itself regardless of form • Characterized by: • Capture, Storage, organization, archival, protection, history, and display of ANY document type, not just images • Includes: Word Documents, Excel files, Video Clips, Voice Files, Data (like PROFILE)

  9. Definitions and Descriptions • Workflow: Transitioning elements of work in a process by some set of logic • Characterized by: • Routing capabilities – moving things around • Event Management: Knowing when something important happened • Role Management: Who needs to see what happened

  10. Pieces to the Puzzle

  11. The Pieces to the Puzzle • There are 4 main pieces to the paper puzzle • The paper – the existence of which creates the need to eliminate it. • The document – combinations of paper, words, and data to make a complete document • The information – The relevant data on the document • The process – what events occur as a result of the paper

  12. The Pieces to the Puzzle • Things to remember: • You almost never need the paper • Most times what you need is the information on the paper • The document (not the paper) usually drives the process • In a paper process the management of the events are usually stored in the brain of the users

  13. The Vision

  14. The Vision • The BC/FolderWave Vision (Which is in operation) • Web is Key area for technology advances • Positioned to take advantage • PESC and XML Standards • More Electronic Data at it’s source • Image enabling – but don’t turn people into scanners • College Board IDOC • Think E-Folder • Integration Of • Document Management – any document from any source • Workflow • Critical Business Process • Generic Approach / Concept Replicable to other areas • Ultimately we eliminate the paper at its source

  15. The Vision • Key Areas • Use the Web infrastructure to allow: • Access from anywhere • Integration with campus portal for single sign-on • Intuitive browsers and web navigation • Could be hosted outside so we did not require IT resources – they were already swamped • Could take advantage of XML today and other technology advancements in the future

  16. The Vision • Key Areas • Eliminate paper at its source • Use imaging as bridge technology to remove reliance on paper (which will still be around for a long time) • Support the capture of information at it source • E-mail • Word Documents • Excel spreadsheets • Ultimately Tax filing • But you still need to treat the data as a document to drive the process • Documents (such as voice files) can be used to displace old adages, like signatures

  17. The Vision Word Document Image File Video Clip Voice File Data Spreadsheet Collect All Pieces of Relevant Information and create one logical folder Then Route the Folder or Items in the folder to the Person or Group that needs them to complete the process Secure Student Folder

  18. The Vision Cases In a Section Award Year 1 Student Folder With Functional Sections Admissions Student-1 E-Folder Financial Aid Award Year 2 Housing and Health Services Award Year 3

  19. The Vision • Virtual Folder • Folder Started by first Event • Receipt of Data • Online Admissions Application • Receipt of the Profile • Case Created in Appropriate Sections • Every Level of Folder Has Status Attributes • Used to define state of folder • Typical is three levels, but can be more • Student, Area, Cases

  20. The Vision • Security • Integrated with Campus Portal for Single Sign on • Active Directory controls: • Authentication • Authorization • Group/Role based access to functions • SSL /Digital Certificates for Client Access • Encryption Algorithms used for data transmissions • History and Logging for all events

  21. The Vision • Integration Methods • XML Based • Message Queuing for Delivery • Guaranteed, will queue if connection is down • Real time at BC – Under 1 second from KC to in BC mainframe • Can do many others (ASCII delimited or fixed, keyword) • XML allows application of Schemas for message content verification

  22. The Vision Successful First Year • Over 250,000 pages scanned • Over 90,000 documents • Over 31,000 cases • Improved Processes • Such as: • More Rapid Decisions • Better Utilization Of Resources • Greater Customer Satisfaction • Less Peaks And Valleys • Access anywhere

  23. The Operation

  24. The Operation • Now that we have the Vision and the solution, how do we get them to use it? • We went cold turkey • Eliminate the paper right away • Back-scanned 1 year prior so comparisons could be done online • Organized a team within Financial Aid to focus on • Workflow • Communications • Publications • Integration • Functionality

  25. The Operation • We actually did not change the process much initially • Because the technology was flexible, we could adapt the process as we went • All pieces of information we needed for verification: • In one nice neat electronic folder • Was accessible anytime we needed it • Had documents, and information all in the same intuitive interface • Applied logic to alert us when something required review

  26. The Operation • The effort to go paperless is huge • Culture change • Process Change • Communication Change • The users will take awhile to get used to no paper • Work with them closely to ensure their success • But worth it, because ridding yourself of paper is huge

  27. The Future • By using this advanced technology we hope to: • Receive Tax return information directly from it’s source • Use more online forms to capture data electronically • Accept e-mails, word documents, and voice files to avoid creating paper • Use rules and logic in the application to make simple automated corrections

  28. Contacts Bob Burke President Folderwave 603-893-4263 bob@folderwave.Com www.folderwave.com Bernie Pekala Director Financial Strategies Boston College 617-552-3326 Pekala@bc.edu

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