Imaging Workflow:

1. Imaging Workflow: Designing Journeys for Documents within the Virtual Realm SACRAO 2013, M2.5 Joe Papari Deena Nadig

2. Southern Methodist University Private Research University Fall 2012 Enrollment 10,893 Undergraduate 6,349 Graduate/Professional 4,644

3. Southern Methodist University • Student Information System, Oracle/PS 9.0 Access.SMU Upgrade to 9.1, June 2014 • Imaging System, ImageNow 6.5 AdminImages.SMU Upgrade to 6.7, March 2013 • The two systems are integrated

4. Workflow Implementation • Data Capture for Transfer Transcripts • Schools and Registrar’s Office Workflow • Financial Aid General Checklist Workflow • School of Engineering Graduate Admission Workflow • Undergraduate Admissions Workflows • HR to IAE Workflow for Search Summaries • Funding Request Form Approval Process • AP Invoice Processing • Fax Agent • Mail Agent • eForm • Content Server and Replication Agent

5. Data Capture for Transfer Transcript • Transfer transcript is scanned. • Data from the transcript is used to index the image automatically • – Name, DOB, SSN etc. • Image is routed to Registrar Academic Records staff for review based on the student’s last name. • Data from the transcript is put into a file which is imported into Access.SMU. • Make needed adjustments in Access.SMU.

6. Data Capture for Transfer Transcript

7. Transfer Workflow in Access.SMU • Transfer courses without SMU equivalency rules are electronically routed to Academic Director at the SMU college offering the equivalent course. • Academic Director inputs SMU equivalent course. • Completed course evaluations are routed back to the Registrar’s Office. • Registrar’s Office reviews the transfer evaluation and completes the file.

8. Schools & Registrar’s Office Workflow • Undergraduate and Graduate schools scan documents at their work station. • ImageNow routes document to either Records area or Enrollment based on the document type. • Records Area: ImageNow performs alpha-based routing to 4 different queues. Documents are then processed and sent to complete queue. • Enrollment Area: Based on document type, ImageNow sends documents to either Scheduling Manager, Enrollment Manager or Enrollment Supervisor. Documents are reviewed, processed and then sent to the complete queue. • Mail Agent and Fax Agent

9. Schools and Registrar’s Office Workflow

10. Schools and Registrar’s Office Workflow (contd)

11. Financial Aid General Checklist Workflow • Financial Aid documents are scanned directly into an indexing queue. • Documents are then sent to a ‘General Checklist’ queue for review. • Reviewer routes document to ‘Verification review’ queue, ‘Temp General Checklist’ queue, ‘Specialist Checklist’ queue, ‘MBA/Theo No Assistance’ or ‘Missing Items’ queue. • Documents are then routed to ‘Auto Route Advisor’ queue which sends the documents to an advisor based on Academic Career and Program Plan. • Advisor then reviews and routes documents to ‘General Checklist Complete’ queue. • Documents are archived from the ‘Complete’ queue after 180 days. • Fax Agent

12. Documents are scanned and indexed Reviewer routes based on document type to specialist for review/ processing Financial Aid General Checklist Workflow Auto Route to UG or Graduate advisors based on Career, Academic Plan or Students Last Name Academic program

13. Mail Agent Workflows

14. Mail Agent Workflow Based on Email Subject Line Text: Images Fully/Partially Indexed Emails Converted to Images Images are Linked Manually

15. Engineering Graduate Admission Workflow

16. Engineering Graduate Admission Workflow

17. Engineering Graduate Admission Workflow

18. Engineering Graduate Admission Workflow

19. At UG Admissions Workflows

20. Beginning of Admission’s Journey Leadership Directive: “paperless” for 2013 First Year Application Cycle • No “paper” Folders • Online Images of Application Documents • Online Transcript Evaluation • Online File Reading • Online Application Evaluation • Online Review by Schools, Scholarship Committees and Athletic Department

21. Path Leading to “paperless” • Historical Snapshot: Flow Chart of Current Process • Preparing for “paperless” Journey • “paperless” Snapshot: Flow Chart of New Process • AD Imaging Workflows in Place

22. Historical Snapshot Electronic Docs

23. Preparing for “paperless” Journey • Committees Formed Based On Key Processes • Brainstorming Sessions • Impact from External and Internal Factors: • Market and Technology • New Leadership Initiatives • Resources – Budget, Staff, Time and Space • “paperless” Journey Takes Shape • Image Now(IN) versus PeopleSoft(PS) • In House versus Consulting Services • Phase 1 and Phase 2 Deliverables

24. “paperless” Snapshot Electronic Docs

25. Imaging Business Requirements Custom PS Admission’s Page • Linking Documents for Imaging • Updating and Adding Checklist Items • Triggers PS processes Add New Linking Field • Custom Property – Internal App ID • SMU’s Standard for Imaging • Drawer • Student ID • Student Name • Student Date of Birth • Student Social Security Number • Admit Term • Doc Type Specific Doc Types for Each Document • Map to Checklist Items Accommodate Various Delivery Methods • PDF Files from Vendors • Mailed Paper Documents • Emails and Attachments • Faxes • eForm Submissions • Mail Merged Letters Minimize Manual Processing • Setup Auto or Partial Indexing Image Documents Related to Both • Applicants • Prospects

26. Admissions Doc Types Academic Forgiveness Form Appeals Appeals Course Credit Appeals Decision Appeals Scholarship Application Application Update Fee Athlete ARIS College Report Comm App Arts Supplement Comm App Intl Supplement Comm App Optional Grade Comm App Supplement Counselor Recommendation Course Description Courses in Progress Decision Letter Essay Financial Statement - IU Grad App Pieces Home School Supplement Gap Year Form Good Standing Form Passport Pre Admission Application Professional Evaluation Prospect Pieces Re-Admit Form Recommendation Letter Resume Scholarship Letters School Profile School Report Final Year School Report Mid Year Secondary School Report Supplemental App Material Teacher Recommendation Test Scores Transcript College Transcript College Unofficial Transcript HS Transcript HS Final Transcript HS Mid Year Transcript HS Partial Transfer Evaluation Report Transfer Update Form Waivers - Fee

27. Imaging Workflows in Place

28. Vendor Application Workflow • Vendor Application PDFs files from • Royall • CommonApp • ApplyTexas • Automated File Transfer Process • Transfers Files from Vendor Site to Imaging Folder • Stores a Copy in Archive Folder • Perceptive’siScript • Picks Up PDF’s and INMAC Process Converts PDFs to TIFF • Splits into Multiple Imaged Documents Based on Specific Doc Types • Auto Indexes the Imaged Documents • Deletes Original PDFs from Imaging Folder

29. Vendor Application Workflow

30. Application Materials Workflow • FYR and TRN Application Queues • Scanned Paper Applications • Load Balance Pieces Queues • Scanned Paper Pieces • App Pieces PDF files from Vendors • Import Agent • Faxes • Fax Agent • Emails and Attachments • Mail Agent Workflow • ImageNow Printer

31. Application Materials Workflow Scanned Mail Pieces Docs Manually Routed Forward PDF Vendor Pieces FaxAgent Queue Load Balance Distributes Docs Evenly ImageNow Printer

32. Letters Workflow • MS Word Mail Merge • Macro Creates Individual PDFs • Filename has Specific Format • Saves in Imaging Folder • ImageNow Import Agent Process • Picks Up the Individual PDFs from Imaging Folder • Converts PDF to TIFF • Auto Indexes • Deletes PDFs from Imaging Folder

33. Letters Workflow Mail Merge Creates Individual PDFs Fix the PDF and Place In Imaging Share Drive Folder PDFs Placed in Imaging Share Drive Folder Pick Up Successful? PDF Placed in Fail Share Drive Folder No Import Agent Picks Up the PDFs Yes PDF Goes in Success Folder (Share Drive) PDFs Converted to TIFF Documents Auto Indexed

34. Deferral eForm Workflow • eForm and iScripts Setup by Perceptive Consulting • eForm Validates Student Record in PS • Upon Submission: • Sends Email Notification to Student • Images and Auto Indexes the Submission • Based on Student’s Response, Places Image in 2 Separate Queues • Generates a CSV File • Manual PS Checklist Updates • Phase 2, Automate Checklist Processing

35. eForm Workflow – Deferral Update Student enters SMU ID and Last Name Student is validated using Custom PS Query View Validation Successful? No Pop Up Error Message Displays Yes Student fills out and submits eForm eForm is auto indexed Auto Email Notification to the Student

36. Questions? Thank You!