Per513 Document Management Tame the Paper Chase Across Your Campus

8/8/2019 Per513 Document Management Tame the Paper Chase Across Your Campus

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Sponsored by:

Moderated by Linda,

contributing editor,

Campus Technology

Document Management: Tame the Paper

Chase Across Your Campus

May 13, 2010


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Our Agenda

Introduction Case study: University of Virginia

Q&A session and conclusion


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Our Presenters

Lynn Walker, dependent technology technical analyst,University of Virginia

Linda Briggs, contributing editor,

Campus Technology


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Who We Are

Magazine and website

www.campustechnology.com

Conference

Summer 2010, Boston, MA

E-newsletters

Web 2.0

News Update

IT Trends

Smart Classroom

C-Level View Campus Security

Join us on Facebook and Twitter!
http://www.campustechnology.com/http://www.campustechnology.com/


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Eliminate the Paper Chase Across Your Campus withDocument Management

Lynn Walker

Dependent Technology Technical Analyst

University of Virginia


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Agenda

Introduction

University of Virginia: Eliminate the Paper Chase Across Your Campuswith Document Management

Question and Answer Session

2010 Perceptive Software


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About the University of Virginia

Founded in 1819 by Thomas Jefferson

No. 2 best public university in the 2009edition of U.S. News and World Report

Eleven schools in Charlottesville, plus

the College at Wise in southwest Va.

Graduated Woodrow Wilson, SenatorsRobert and Edward Kennedy, andEdgar Allen Poe

More than 24,000 full time enrolledstudents



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1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009-2010

Partnership with Perceptive Software

Weve come a long way

2010 Perce tive Software


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ImageNow Student Environment


College & Graduate

School of Arts & Sciences

Curry School of

Education

School of Engineering

McIntire School of

Commerce

School of Nursing

School of Continuing andProfessional Studies

School of Medicine

Law School

School of Architecture

FaxNow Server

Student Information System

ImageNow

One instance of ImageNow

Nine of eleven schools

Student Financial Services

One FaxNow Server

(No printing faxes)

One Mail Agent

Fully integrated with SIS

Student Financial Services

Athletic Department

International Studies

Office


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The goal is to make each phase efficient and productive

Capture

Link

Retrieve

Process

Archive

Lifecycle of a Document at UVa



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Paper - prepare for scanning, then

scanned

Electronic auto import process sendsdocuments to auto linking

Fax Fax Agent sends faxes directly toImageNow for linking

Email Mail Agent sends emails directlyto ImageNow for linking

Capture

Link

Retrieve

Process

Archive

Capture Process



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Auto import process captured 24,000admission applications (400,000documents) using 0% of staff time

Fax Agent receives 300+ faxes a day onfour fax lines with no physical fax machines,paper, or staff time required

Mail Agent receives 300+ emails per day

with no staff time required

Capture

Link

Retrieve

Process

Archive

Capture Process - Successes



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LearnMode (single-click indexing)application plans to capture index values

Content-enabling any PeopleSoft screenwithout any programming

Auto link process eliminated manuallinking for online documents

Capture

Link

Retrieve

Process

Archive

Link Process - Successes



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Non-programmatic integration (via

LearnMode) for single-click retrieval fromthe SIS

View of Documents or Projects

Sort by all columns

Advanced searches and sorting ondocuments or projects using customproperties

Capture

Link

Retrieve

Process

Archive

Retrieve Process



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Capture

Link

Retrieve

Process

Archive

Retrieve Process Custom Properties



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All admissions folders> School of Engineering

> Virginians only

Capture

Link

Retrieve

Process

Archive

Retrieve Process Advanced Search

Execute a search query once (advanced or simple) and save forreuse by authorized users

Save as Private or Public Filters



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Fully Integrated with PeopleSoft

Advanced Workflow

eForms

Capture

Link

Retrieve

Process

Archive

Processing a Document



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Integration with PeopleSoft allows

processes to be automated> Linking

> Checklist updates within PeopleSoft (or onlineapplication vendor)

> Name updates> Project creation

> Worksheet creation

> Extraction of data for custom properties

> Updating of admission decisions

> Updating of PeopleSoft recruitment categories

Capture

Link

Retrieve

Process

Archive

Fully Integrated with PeopleSoft



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Intelligent Workflow



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Actions (auto-routing)> Rules> iScripts

Alarms

> Email alerts

Natural language rulesengine

> No SQL queries orjava scripts

Advanced Workflow



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Multiple electronic forms

> Admission Reader eForms

oUndergrad

oGraduate

> Student Comment eForm

> Financial Aid eForm

Specific to Projects orDocuments

Data feeds to and from

PeopleSoft Data updates Custom

Properties

eForms



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Security Permissions

> Create> Delete> Modify> View

Security Model

> Standardized namingconvention

ManagerLocal administratorUserCounselor/reader

Viewer

User Replication Agent> Synchronizes ImageNow with

Active Directory

eForms



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Document Retention Policy

> Set retention policies based on document typeor any index values using iScript or workflowrules

> Retention policies can be based on any date

o Creation date

o Termination date

> Documents can be archived, destroyed or both

Capture

Link

Retrieve

Process

Archive

Archive Process



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Measurable Outcomes

Environmentally friendly

> Reduction in paper use saves trees

> Reduces waste disposal efforts

Business process workflow time is significantly shorter

File storage space reclaimedfor office space



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Benefits to the University


Process Efficiencies

Authorized staff members can access content without interruptingits normal flow

> Saved countless hours of searching

> Immensely improved student and customer service

Powerful Integration

Perceptive Software and PeopleSoft constitute a single system forprospects, applicants and students, replacing dozens ofdisconnected systems

> Entire student lifecycle is immediately visible and knowable byauthorized users

> Long-term statistics are now possible

> Transfer from system to system is not a problem anymore


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Future Plans

Web Services

Deepen integration

Further streamline application process

Retention Policy Manager (v 6.5)

Comply with document retention policies

Automate policies

Synchronize between PeopleSoft and ImageNow



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Questions

Lynn Walker ([email protected])

Dependent Technology

Technical Analyst

University of Virginia

2010 Perceptive Softwar

Th k Y f A di


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Thank You for Attending

If you wish to provide feedback, please e-mail us directlyat [email protected].

Visit www.perceptivesoftware.com/webinars for upcoming

webinars.



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Sponsored by:

Q & A Session and Conclusion


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About this Webcast

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For additional information about this or other CampusTechnology Webcasts, please contact:

Kanoe Namahoe, e-content producer

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Sponsored by:

Thank you for attending