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Welcome to “How to Begin Automating Complex Projects with Laserfiche Workflow” Stay tuned—we’ll be starting soon!
| Date post: | 14-May-2015 |
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Welcome to “How to Begin Automating Complex Projects with Laserfiche Workflow”
Stay tuned—we’ll be starting soon!
How to Begin Automating Complex Projects with Laserfiche Workflow
Manager of Continuous Improvement
Texas Higher Education Coordinating Board
Aaron Jahoda
Presales Engineer
Laserfiche
Debbie Whitis Lisa Miyake
Government Specialist
Laserfiche
Agenda
‣ Introduction to THECB‣ Where do you start? ‣ LPO Workflows‣ Results‣ Future projects
Who is THECB?
Texas Higher Education Coordinating Board Loan Program Operations• Originate and disburse College Access Loan• Originate and disburse Be On Time Loan• Service our own portfolio
On average, we process upwards of 1.5 million documents annually
Who is Support Operations?
• Provide management of the EDM system for the LPO
Division, Loan Repayment Programs and Student
Collection arm of the Texas State Attorney General
• Workflow Administrator and Designer for LPO
• Serve as departmental custodian of loan asset records
• Provide central intake/output of all LPO documents
• Provide administrative support to all LPO staff
• Oversee LPO departmental records management
LPO functional areas
• 7 functional areas
• Account Services• Loan Originations• Payment Processing• Asset Investigation• Monitoring and Reporting• Administrative Support• Customer Service
• Office of the Attorney General – Student Loan Collections
• Business Office – Cash Receipts
Why LPO needed a change
• The developers (Exigen) of VisiFlow stopped sending out
updates in 2008
• VisiFlow was antiquated and was no longer going to be
supported by our vendor effective YE 2010
• No internal ISS support for VisiFlow, all administration
(outside of security) handled by Support Operations
• Because of a very slow memory leak, Visiflow had to be
reboot anywhere from 4-8 times a day
• VisiFlow no longer met the business need of LPO
From LPO to Continuous Improvement
• LPO is setting the foundation for agency-wide ECM
• Continuous Improvement…taking it one step further
The THECB Laserfiche platform
OK, now what?
1. Set the goals of what you are trying to accomplish (e.g. improve process times, track each step, improve customer service…).
2. Look for areas where Workflow can help streamline parts of the process.
3. Don’t be afraid…jump in!
Rules of thumb
• Know where you want to go. A process map is like your American Express card…you can’t design without it!
• You can automate anything. If the process is bad to begin with then it becomes a bad automated process. If the process is good to start with then it becomes a better automated process.
Payment processing flow
Let’s take a look!
Payment Workflow (Indexing)
Payment Workflow (Indexing)
Payment Workflow (Processing)
Payment Workflow (Processing)
When it is all said and done…
The goals of any improvement project are to :
• Minimize waste and create greater efficiencies
• Redeploy staff resources to more mission critical functions
• Remove as much of the ‘human’ error risk as possible
LPO systematic enhancements
Document Types Workflows Cover Sheets Bar Code and Event Servers0
50
100
150
200
250
300
350
400
355
102 97
6
119
31
0 0
Pre-Improvement Post-Improvement
Summary of LPO improvement project results
• Reduction of
FTE’s for LPO by 17%
Temp services by 75%
Employee downtime by 98%
2009 2010 2011 2012LPO Staffing Levels
0
10
20
30
40
50
60
7066 64 62
55
4 52 1
FTE
Temps
LP
O S
taff
To
tal
Summary of LPO improvement project results
• Reduced
Origination processing backlogs by 100%Payment processing times by 57%Due diligence archive times by 63% Incoming fax routing times by 66% Daily import time by 100%
Payments To Archive Incoming Fax Daily Import0
1
2
3
4
5
6
7
8
9
7
8 8
4
3 3 3
0
Pre-Improvement Post-Improvement
Pro
cess
ing
Ste
ps
Future projectsPlanned Workflows
Quick Fields and Workflow
• Using Quick Fields and Workflow
• To eliminate manual data entry on filed litigation documents• To eliminate manual data entry on over 50% of the loan repayment
applications
Lean Events
• Our 3 Lean events will capitalize on our success in LPO and Workflow will be a part of the improvement program to streamline processes and eliminate waste
SLG User Group Luncheon
‣ Empower 2013 ‣ Monday, January 7 from 12-1:15PM PT‣ Register for luncheon:
www.laserfiche.com/SLGUG2013
