imaging & beyond
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Imaging & Beyond. Oklahoma State University Cathy Bird , Assistant Director Scholarships & Financial Aid Julie Berg , Associate Director Scholarships & Financial Aid Karen Lucas , Director Undergraduate Admissions. OSU Imaging Initiative University Wide Effort Create Paperless - PowerPoint PPT PresentationTRANSCRIPT
Oklahoma State University
Imaging & Beyond
Oklahoma State University
Cathy Bird, Assistant Director Scholarships & Financial Aid
Julie Berg, Associate Director Scholarships & Financial Aid
Karen Lucas, DirectorUndergraduate Admissions
Oklahoma State University
• OSU Imaging Initiative
• University Wide Effort
• Create Paperless
Environment
Imaging & Beyond
Oklahoma State University
Purpose:1. Improved Student Service
2. Improved Service to the
University Community
3. Long Term Cost
Savings
4. Space Saving
5. Greater Efficiency
Why?
Oklahoma State University
Cost & Implementation
• $300,000 for the Enrollment Management Division 4 Offices:
- Admissions - Registrar - Scholarships & Financial Aid - New Student Orientation
• Timeline
MAR 06 SEPT 06 OCT 06 FEB 07 SEPT 07 DEC 08 2009
Financial Aid
Archive & Workflo
w
Admissions
Registrar
Microfiche C
onverted
Implement A
dmissions
Workflows
All Hist
orical R
ecords
Scanned BEYOND
Oklahoma State University
Impact of Scanning on the Financial Aid Office
• Save Paper, Time, Change to Work Flow • More than 26,000 documents tracked in the
Financial Aid System • 6000+ new file folders made • 8600 file folders updated • More than 13,000 files routed within the
office • More than 128,000 pieces of paper
copied in review of scholarships
That’s a lot of trees….
Oklahoma State University
Steps to Implementation: Financial Aid
• Appointed internal committee to review processes
- Developed process & procedures
- Back-scan current students who completed FAFSA
- Created Work Flows
eg. Routing Tax Forms
Oklahoma State University
Cost & Implementation
• Equipment Upgrades
- Dual Monitors
- Scanners
- Servers
- Computer Upgrades
Oklahoma State University
Business Flow
• Will ONLY WORK if business practice is redefined
• Front Load Everything!
Oklahoma State University
Virtual File vs. Paper File
• 24/7 Access to Data
• Reports generate work rather
than a paper file
• More technical staff is needed
• Database Searches –
like Google
Oklahoma State University
Cause & Effect
CAUSE EFFECT
Staff Resistance Training
Once documents Opportunities to
are scanned and reconfigure space
shredded and workflows
Oklahoma State University
Shredding
• No point in scanning if you can’t shred
• Before shredding anything, please check with the University Counsel & State Archivists
• Enrollment Management has over 800 cubic feet of files to shred
Oklahoma State University
Challenges
• Expensive
• Cost of program services & upgrades
• Maintenance of hardware
• Not “heat & serve” – Customization is Required
• System Failure = Productivity Breakdown
Oklahoma State University
“To Infinity & Beyond”
• New Initiatives
• Organizational Perspective
• Archival vs. Workflow
Oklahoma State University
Questions & Comments
Scholarships & Financial Aid: Cathy Bird, Assistant DirectorJulie Berg, Associate Director
Registrar:Rita Peaster, Associate Registrar
Admissions: Karen Lucas, Director