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Going paperless for student administration
Christopher Wynder, Ph.D
Director of Client Services
@ChrisW_thinkdox
Managing School boards is complex
Applications
For managing board operations
School level District Board level
DATE
ERM
ShrePoint
LegacyExchange
ERP
Information can be found in a lot of places- and is a mix of personal and work
On-Premise Software Cloud and SaaS
School boards suffer due to a lack of overall Information management strategy
Capture Organize UseArchive or
retireInformation
lifecycle
User
information
lifecycle
Generate Record UseForget or
storeOrganize Re-Organize
Envisioned
Starting
point
Actual
Starting
point
Forget or
store
Documents consist of information that is used
for particular business processes. There is no
requirement for documents to be maintained for
any period of time.
Records are a subclass of documents that
must be treated differently. Specifically, they
must be maintained in a format that can not be
changed for a specific length of time.
Processes produce both documents and records.
Users do not have “silo’ed” work days where they handle just records or handle just documents.
9am
DATE
?
5pm
The average user’s day
ERP/CRM
EIM as a strategy reduces risk of user confusion
Process and storage location alignment =
risk reduction
Before
R&DSalesCEOHR
After R&DSalesCEO
A year later
Do we have any tape?
Someone needs to
organize this!
That looks great…but where do I
put my vacation request-is it HR or
department?
Do we have any tape?
I thought we organized
this?!
Effective EIM drives efficient
administration:
It is embedded into normal work
processes
Provides time-savings to system
users
Aligns with organization strategy
and goals
A form by any other name……
Their value is in:
• They standardized what information
is collected.
• They standardize how information is
conveyed as part of the request.
• The possession of a form is a
physical reminder of a approval or
request for staff
• Allows for a record of whom has
responded (also Yay or Nay)
Name
Efficient School Administration requires efficient in-take and processing of “outside requests”
DATE
CRMParent or
School
needs
Normal
HR
request
Agenda/
Budget
DATE
DATE
DATE
Document
Record
Forms represent processes but are a confusing “thing”.
A form is just a document that represents a process – unless it has private/financial/student information.
Field Trip Form
Most processes are a mix of people, paper and technology
Add
How do we move to better process
12
Enterprise
System of
interaction
System of
record
Access control
Findability
Archive
Ad hoc/
Fileshare
Key elements of Information management success
Infrastructure planning
Requirement gathering
Implementation
Integrated retention and disposition schedules
Understanding trends in content generation
Information management strategy
Field trips forms-complex process, simple form
Typical School field trip form
People, Machine, OutputApproval Process Automation Completed form
Protecting records but ensuring access
I n t h is m o d e l t h e o n ly d if f e r e n c e b e t w e e n
t h e P h ys ica l a n d e le c t r o n ic r e c o r d s is t h e
d if f e r e n c e in c o l o u r b e s id e t h e r e c o r d .
T h e s e c a n a ls o b e c o m p le t e ly d if f e r e n t
f o ld e r s ju s t a s e a s i ly
Managing ALL student records
Request for Student records
Finding student records
Finding related
documents
1. How good is our
relationship with
key
departments?
Think about how the persona will use information
IT
Competency
1. How do users move
information?
2. How much audit trail
do we need
1. Can we do this through UI
customization?
2. Are there stock APIs for key
user applications
1
2
3
Information
Governance
Technology
readiness
1. Do we need a
full
requirements
gather exercise
to do this?
Show key stakeholders what you are thinking
IT
Competency
1. How much audit trail
do we need
1. So we really want
to do this in the
ECM system?
1
2
3Information
Governance
Technology
readiness
Make it easy to see where users are-so they can figure out where they need to be
Forms should use the same principals as a website and guide users through the process
The 3 most relevant process navigation
tools
1.Bread crumbs.
2.Progress tracking
3. FAQ Search.
S 2 3 F
I need to find………
People search webpages via patterns. Some patterns are better for certain problems. Start with one and
modify as necessary.
Design for a minimal amount of clicking
• What: searching for specific text elements
users are most likely to search down the left side
and across at specific points; an F shape.
• So what: When attempting to give users options
to go elsewhere think about visibility and
placement in an F pattern.
Fishing: to
search for via a
pattern
Zumba: to dance
through a area
via a pattern
• What: When looking for a phrase or function
that they know, users tend to scan across left to
right, scan back to the left and scan left to right;
in a Z pattern
• So What: For pages just for moving to other
pages be mindful of the Z.
Do not make users understand the process- simply let them do their part
Make buttons understandable
• What: searching for specific text elements users
are most likely to search down the left side and
across at specific points; an F shape.
• So what: When attempting to give users options
to go elsewhere think about visibility and
placement in an F pattern.
1st
2nd
1
1
1
2
2
2
2
2
Send to Approver Email a copy
1 2
1
Big buttons and clear names
Build the form based on the order that a person would logically understand- not based on how the next person wants it
• What: When looking for a phrase of function that
they know, users tend to scan across left to right,
scan back to the left and scan left to right; in a Z
pattern
• So What: For pages just for moving to other
pages be mindful of the Z.
4
3
3
3
4
Forms
3
Person Search4Order
Approval
Care
Other
3
What it will actually look like
Provide a single strategy to manage information
A single value
focused governance
plan
Physical Records
Documents
Records
Databases
Putting a value on
information not artifacts
Reducing risk through
process
Reducing mundane tasks
Provide the right software for your problem
If you (think) you only have a hammer, everything looks like a nail
Other SW:
Compliance
Image mgmt
Archive
?Laserfiche is the central home for records and documents but other
there will always be a need for a complete EIM ecosystem for you
to do your job
Thank you
All materials available through slideshare
Or
Contact me on twitter [@ChrisW_thinkdox] or email [email protected]
