Take CIMS Reports and store them Electronically Produce CIMS Letters – efile, not print, copy, send, cc Have applicants apply online and store applicant

Take CIMS Reports and store them ElectronicallyProduce CIMS Letters – efile, not print, copy, send, ccHave applicants apply online and store applicant documents

online and for admin to review online. Browse/attach interview documents.

Browse/attach evaluation docs to evaluation recordsBrowse/attach WCB, Injury docs to CIMS recordsBrowse/attach non-CIMS letters, signed contracts, …Encourage EC and AC online for viewing, reporting, analyzing ..

Reduce printing, encouraging onlineJust do it all – no more Hard Copy, scan everything

eFile – Evolution

Categorize/OrganizeSecure (authorization) NameAdd appropriate tags, searchable wordsConfirm: process can be application independent – If

CIMS were to disappear your documents and a database for them exist just like in a PC directory

… CIMS does this all for you!

eFile – Critical Components

Security: Confirmation of Folder Access IFS: *public *write only, Access through RES.000 .. This

confirms SOLID Folder Security to unauthorized users and hackers

Appropriate folder access to employees (EIS.122)Appropriate access to other authorized users to view

and explore documents on their staff (RES.000)District Policy to Staff regarding confidentiality of

information

eFile – Critical Components

A US study estimates the world creates 4 exabytes of efile data annually .. 400M per every person on earth

Google is used for 2 million hits per minute on searching for online efiled information!

Number of Districts gone paperless meaning – new employee does not mean start a folder! Brandon, Seven Oaks?, Fort McMurray, .. Who else?

Number of Documents/year .. Reaching 10000/yearCategories: between 8 and 11 categories

eFile – Statistics/Affirmation

eFile – Statistics/AffirmationCustomer #Emps Paid

FEB/13Avg Docs/Empe Docs since 03/01/12 Documents

ViewedNo of Categories

SD72 770 6.6 1600 320 8

Seven Oaks 1963 12 9600 4640 8

SDML 524 17 4880 2300 11

BSD 1413 24 6800 APL 3400 3720 15

WSD 6849 11.7 6000 APL Only

PLPSD 576 11.5 2612 1251 9

TMSD 243 12 800 160 10

RETSD 2925 14 2120 1260 15

Delta 2276 5.2 1720 500 11

SD23 2916 5 Not many

FMCM 730 38

ISD 605 0 5

HSD 1218 0 1

Exclude Applicants and T4’s, Adds since Mar 1, 2012

Half (50%) of the documents are being viewed

Efficiency? Is it taking more time, has it added or reduced to our workload?

Accessibility? Are people utilizing and enjoying having this information readily available? ½ of docs scanned are actually read

Scanner/Document Tips and/or concerns?Document Quality concerns?Signatures, Sign offs .. Problem in scanning because of

signature rather than to browse/attach PC DocumentRisk/Liability?

eFile – What have we Learnt

Changes to eFiling CIMS Letters and appropriate emailing for notifications (EIS.380, EME.900)

Confirmation – browse/attach in AdminConnect and <SendMsg> alongside to provide similar ability

IMG.301E for viewing. Change to Marking documents as read.

New Zip option IMG.900 for Job Postings and in situations where you need an employees full folder saved.

eFile – Newest Features

Single Letters: EIS.380 ‘P’rint LetterseFile = Y Hold = Y email Emp = Y

Changes to PAI.280 - include internal Notes in the body of the letter ** New ZFx format

EME.900 - to send that letter to everyone else! New format to make sending email quick and consistent

eFile – Considerations

For Bulk Letters - consider changing your processPrepare List - EIS.995 ‘W’ which is approved rather than

separate letters and signaturesThen EIS.995 and eFile letters .. Separate EIS.995 to

each location so Admin is aware of all changes (not one letter per employee)

Then PRO.525 for that SAR# range to inform employees


CVTSPLPDF - New FeaturesAdd Keywords and Subject to PDF **will be doingAdding Security to documents on View ** Only for those

things that CIMS Produces (NOT Browse/attach) .. I see this happening at the category level


No Ability to PrintNo Ability to copy/paste

Can also move to digital signature

Scanning takes time and storage … **New** consider thinking about reducing the overall folder? Number of copies of documents in a folderThings that really do not need to be filed per person – eg:

old annual Acceptable Use Signatures – Web Form Response only .. If you have to keep the paper cause of the signature package all paperwork and store.

Solid District Policy & Procedures re-developed and re-aligned to efiling as we go there
