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Advancing Efficiency: Enhancing Processes with Paperless Technology

Explore how paperless technology can streamline workflows, improve service quality, and save space while boosting efficiencies in educational institutions. Learn about electronic admissions applications, document management, and workflow automation.

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Advancing Efficiency: Enhancing Processes with Paperless Technology

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  1. Leveraging Paperless Technology Presented by: Sherri GaughSan Juan College RMACRAO, July 17, 2013 Session 2F

  2. Introduction • Technology Solutions that Address • Increasing Demands • No New Staffing • Space Issues • Efficiencies • Service Improvements • Recruiting Efforts

  3. Agenda • Electronic Admissions Application • Document Management • Workflows • Student Information Updates • Change of Major • Graduation Substitutions • Curriculum Management Process • Transfer Evaluation Processing

  4. Electronic Admissions Application

  5. Electronic Admissions Application Goals • Reduce Entry Time • Encourage Electronic Applications • Improve Data Quality

  6. Electronic Admissions Application • Application • Colleague Customization • Students Log In Using Personal Email • Questions Customized • Specific Required Fields • Data Confirmed and Pushed to Colleague • Errors Handled Separately

  7. Document Imaging

  8. Document Imaging Goals • Safeguard Documents • Easy Access • Index Values Related to SIS • Physical Space Savings • Immediate Access for Academic Advisors

  9. Document Imaging • Imaging Project • November 2010-May 2012 • Backfilled all Student Academic Records • All Drop/Add Slips for Spring 2011 • All Incoming New Student Academic Documents • Destroyed Documents for Students Not Attending Past 5 Years

  10. Document Workflow

  11. Document Workflow Goals • Eliminate Paper Form • Streamline Processes • Track Document Through Process • Address Processes to Maximize Impact • Student Information Update Form • Change of Major • Substitution/Waiver • Course and Program Bank Action Form

  12. Document Workflow Basic Processing Workflow

  13. Document Workflow

  14. Document Workflow Curriculum Approval Process

  15. Document Workflow Future Workflows • Address Change • Personnel • Students • Grade Change Form • Graduation Application • Attach Program Evaluation (V. 13)

  16. Transcript Evaluation Processing Transcript Capture

  17. Transcript Evaluation Processing Goals • Process Evaluations FasterImpacting • Recruiting • Advising • Financial Aid Packaging

  18. Transcript Evaluation Processing Process • Scan Transcript • Template Reads Information • Loads in Holding Table • Compare Data to Image • Make Corrections • Load Data

  19. Summary • Efficiencies Gained • Time • Admission Data Entry • Transcript Evaluations • Document Filing • Document Retrieval • Document Processing • Space • Better Service to Students

  20. Questions & Answers Thank you for coming! Sherri Gaugh gaughs@sanjuancollege.edu Please complete the online session evaluation form Session 2F

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