Going Almost Paperless in 2009

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Going Almost Paperless in 2009. Three Offices Leading the Way. Presenters. Richard Porter, Director of OISS, Washington State University Greg Simkiss, Assistant Director of ISSS, Georgia Institute of Technology Jason Baumgartner, IOffice CEO, OIS, Indiana University. Technology Tools. - PowerPoint PPT Presentation


Going Almost Paperless in 2009

Going Almost Paperless in 2009Three Offices Leading the WayPresentersRichard Porter, Director of OISS, Washington State UniversityGreg Simkiss, Assistant Director of ISSS, Georgia Institute of TechnologyJason Baumgartner, IOffice CEO, OIS, Indiana UniversityTechnology ToolsWashington State UniversityF-1 Students and J-1 Students and Scholars - FSA Atlas Enterprise EditionH-1B and Permanent Residency Cases - Immigration TrackerGeorgia TechF-1 and J-1 Students FSA Atlas Enterprise EditionIndiana UniversityAll CategoriesIOfficeWhyLess paper usage (be a green office)Frees up precious space when filing cabinets are moved out.No longer a need to keep both electronic and paper documents current (the web site and your database become the primary document repositories).Fits with the way students seek informationAll information in one location (documents attached to a record in a database)No more searching for missing/misplaced paper filesNo more need to make and retire paper files





Welcome Packet/Thumb Drive

Scanning During Check-in

Web-centric students = web-centric office

Handout Dispenser

To Computer Kiosk for Web Access

Note the Digital Photo FrameGoodbye to Paper & Paper ProcessesStage1: Maximize Use of Database Systems Data IntegrityKeep the data accurate and up-to-date.Whether you use iOffice, fsaAtlas, PASS, or a custom software to manage your data needs the first way to move paperless is by having good data integrity in the database.

Make the database the first line of record checking instead of reaching for the students folder.15Stage 2: Maximize e-Communications EmailsSetup alert driven emails triggered by the systems that can be automated and saved as notes in the clients record.Store individualized email correspondence as notes in clients record; and if possible have the system pickup that email after you send it from Outlook.End the process of printing out emails for the students or scholars folder.Use systems for general email announcements (i.e. no more paper newsletters) as well.

16Stage 2: Maximize e-Communications Enhance Web Informational ResourcesMove from spending time on paper handouts, promotional materials, initial supplemental documents to more time on the website. Direct traffic to the website (i.e. via automated emails).

Client Web Access to InformationProvide clients secured access to information like notes or alerts youve communicated on along with the status of their case.

Expand into Web 2.0 (Facebook)Setup Facebook page or application to get information out to students and also use for marketing of events (no paper marketing).17Stage 3: From Paper Forms to e-Forms PDF Fill-able Forms (Accessible to Anyone)Provide access to fill-able forms from the website. Clients can choose to download, save, and email them to the office.Still results in many print-outs of these forms that then to be scanned into the system.

Online Electronic Forms (e-Forms)Provide online e-Forms for client (student or scholar) and department that can be secured through a web portal and access based upon their credentials.Electronically route an e-form for approvals like from an academic advisors, departmental chairs, head of hiring unit, etc.

18Stage 3: From Paper Forms to e-Forms Online Electronic Forms (e-Forms cont.)Allow for supplemental materials (i.e. new financials) to be attached, uploaded, and automatically indexed with the e-form.

19Stage 4: From Photocopying to Scanning Reduce What Needs to be ScannedReceive requests in PDF or e-Form.Enable clients to submit scanned supplemental materials with the request to index (or auto-index via e-Form) into the system.Have any faxes auto transformed to PDF and either emailed or placed on file server for indexing into the system. Most fax machines can do this work.

Scanning for All Remaining DocumentsOrientation check-in, data collection, scanning (i.e. passport, visa), and document check via the system.Consider models for day-to-day scanning workload: Provide scanners to most, or all, staff members.Centralize this work into an existing or new position.20Stage 4: From Photocopying to Scanning Plan Out the Transition At Indiana University we setup goals and objectives to stay on course as we transitioned to e-forms and began the scanning model. Implemented pieces at a time so the task was not too overwhelming.Committed to the full transition at a defined point in time after several pieces had successfully been converted.Decision of what to do with existing folders. At IU we did a final close out and all existing folders were scanned into the system with one PDF file per folder indexed as an archive - conversion of paper records.21Stage 5: From Folders to e-Case Management &WorkflowTracking Cases without Folders (IU example)Important to have paperless way to track cases through completion. Electronic case assignments via alerts, e-forms, front desk check-in, manual assignment, etc.Provide status updates via email and online to the student, scholar, and department.

22ChallengesStakeholder objectionsTechnological resources and expertiseMaking decisions and sticking with themStakeholder objectionsColleagues in your officeAcademic and administrative departmentsStudents24Technological resources and expertiseWho is the financier?Securing the resourcesCrossing the aisle25Making decisionsOnce its green, dont go back to redStick with the decision, but be flexible in executionGet people to buy in to the decisions.