How to Survive Going Paperless

Pepper Jo Six Associate Director of Pre-College and Orientation Programs

Office of Admissions

Christy OliverAssociate Director of Operations and Processing

Office of Admissions

Kim DiawaraTransfer Credit Manger

Office of Admissions

Technical Definition: A sequence of connected steps where each step follows without delay or gap and ends just before the subsequent step may begin.

Functional User Definition: A process that takes documents from A to Z within an electronic system

End User Definition: YEA!!! No more paper on my desk!

What is workflow?

How to Get Started

Do your research What are office needs Understand your

business process How do documents

currently flow? White Board it!

Be sure you understand what should happen to the document at any given point in time

Who needs access and at what level

Find out what your IT staff like for bribes

Benefits

Priority Processing By application date By application status By Residency By application level

Streamline Processing Don’t see document

until you need to No more lost or

misfiled student documents

Process is more efficient

Requirements for a successful workflow

Strong IT support • Initial coding, updating

scripts throughout the year, troubleshooting

Emphasis on training and accuracy• Lengthy training process,

detailed manuals, buy-in from staff

Management oversight and monitoring• Workflow buckets need to be

monitored to move staff where it is needed, priorities and goal-setting necessary on a daily or weekly basis

Communication• Representatives from all

areas of office (IT, scanning and capture, CRM, application processors) should meet regularly to make sure everyone is on the same (paperless) page

Workflow Scripts

Current Workflows

High School Transcript

College Transcript Military Transcripts

Miscellaneous Documents Application Signature Criminal History Midterm Grades Application Fee

Waiver request GRE test scores GMAT test scores Tuition Classification

Form Major Response Form

Go From this

TO THIS!

???????

Contact Information

Pepper Jo Six – pepperjo@uwyo.edu Associate Director of Pre-College and Orientation ProgramsUniversity of Wyoming

Christy Oliver - Plumb@uwyo.edu Associate Director of Operations and ProcessingOffice of Admissions

Kim Diawara - Kim.diawara@colorado.edu Transfer Credit ManagerUniversity of Colorado Boulder