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

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

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

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

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

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

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

Demographic InformationDemographic Information

Student Academic InformationStudent Academic Information

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

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

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

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

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

FolderWave Service ScreenFolderWave Service Screen

FolderWave Service Screen –FolderWave Service Screen –Doc-to-do UpdateDoc-to-do Update

Student Web AccessStudent Web Access

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