Welcome Imaging, Document Management and the Future Bernie PekalaBob Burke Director Financial StrategiesPresident Boston CollegeFolderWave

WelcomeWelcome

Imaging, Document Management and the

FutureBernie Pekala Bob Burke

Director Financial Strategies PresidentBoston College FolderWave

AgendaAgenda

• Introductions• Definitions and Descriptions• The Pieces to the Puzzle• The Vision• The Operation• Summary

Introductions

IntroductionsIntroductions

• Bernie Pekala• Director Financial Strategies at Boston

College• Advocate FolderWave Solution for

Financial Aid

• Bob Burke• President of FolderWave• 18 Years experience in Workflow and

document Management

IntroductionsIntroductions

• Unique Partnership• Boston College

• Supplied FA Knowledge• Vision for Something Different• Reference Site

• FolderWave Supplied• Technical and Development Expertise• Knowledge of End user Systems• Time to implementation faster than IT

Definitions and Descriptions

Definitions and Definitions and DescriptionsDescriptions

• Imaging: Technology to digitize paper and manipulate it on a computer.

• Characterized by:• Capabilities to capture the image• Capabilities to display and manipulate the

image• Capabilities to capture, store, retrieve,

view, and print the image• Comes in different formats• Basically a photo of the paper


• Document Management: The control and management of the document itself regardless of form

• Characterized by:• Capture, Storage, organization, archival,

protection, history, and display of ANY document type, not just images

• Includes: Word Documents, Excel files, Video Clips, Voice Files, Data (like PROFILE)


• Workflow: Transitioning elements of work in a process by some set of logic

• Characterized by:• Routing capabilities – moving things

around• Event Management: Knowing when

something important happened• Role Management: Who needs to see what

happened

Pieces to the Puzzle

The Pieces to the The Pieces to the PuzzlePuzzle

• There are 4 main pieces to the paper puzzle• The paper – the existence of which creates

the need to eliminate it.• The document – combinations of paper,

words, and data to make a complete document

• The information – The relevant data on the document

• The process – what events occur as a result of the paper

The Pieces to the The Pieces to the PuzzlePuzzle

• Things to remember: • You almost never need the paper• Most times what you need is the

information on the paper• The document (not the paper) usually

drives the process• In a paper process the management of the

events are usually stored in the brain of the users

The Vision

The VisionThe Vision

• The BC/FolderWave Vision (Which is in operation)• Web is Key area for technology advances• Positioned to take advantage

• PESC and XML Standards• More Electronic Data at it’s source

• Image enabling – but don’t turn people into scanners• College Board IDOC

• Think E-Folder• Integration Of

• Document Management – any document from any source• Workflow • Critical Business Process

• Generic Approach / Concept Replicable to other areas• Ultimately we eliminate the paper at its source


• Key Areas• Use the Web infrastructure to allow:

• Access from anywhere• Integration with campus portal for single sign-on• Intuitive browsers and web navigation• Could be hosted outside so we did not require IT

resources – they were already swamped• Could take advantage of XML today and other

technology advancements in the future


• Key Areas• Eliminate paper at its source

• Use imaging as bridge technology to remove reliance on paper (which will still be around for a long time)

• Support the capture of information at it source• E-mail• Word Documents• Excel spreadsheets• Ultimately Tax filing

• But you still need to treat the data as a document to drive the process

• Documents (such as voice files) can be used to displace old adages, like signatures


WordDocument

ImageFile Data Spreadsheet

VideoClip

VoiceFile

Collect All Pieces of Relevant Information and create one logical folder

Secure Student Folder

Then Route the Folder or Items in the folder to the Person or Group that needs them to complete the process


Student-1 E-Folder

Admissions

Financial Aid

Housing and Health Services

Award Year 1

Award Year 2

Award Year 3

Student Folder With Functional Sections

Cases In a Section


• Virtual Folder• Folder Started by first Event

• Receipt of Data• Online Admissions Application• Receipt of the Profile

• Case Created in Appropriate Sections• Every Level of Folder Has Status Attributes

• Used to define state of folder

• Typical is three levels, but can be more• Student, Area, Cases


• Security• Integrated with Campus Portal for Single Sign on• Active Directory controls:

• Authentication • Authorization

• Group/Role based access to functions• SSL /Digital Certificates for Client Access• Encryption Algorithms used for data transmissions• History and Logging for all events


• Integration Methods• XML Based• Message Queuing for Delivery

• Guaranteed, will queue if connection is down• Real time at BC – Under 1 second from KC to in BC

mainframe

• Can do many others (ASCII delimited or fixed, keyword)

• XML allows application of Schemas for message content verification


Successful First Year• Over 250,000 pages scanned• Over 90,000 documents• Over 31,000 cases

• Improved Processes• Such as:

• More Rapid Decisions• Better Utilization Of Resources• Greater Customer Satisfaction• Less Peaks And Valleys• Access anywhere

The Operation

The OperationThe Operation

• Now that we have the Vision and the solution, how do we get them to use it?• We went cold turkey

• Eliminate the paper right away• Back-scanned 1 year prior so comparisons could be

done online• Organized a team within Financial Aid to focus on

• Workflow• Communications• Publications• Integration• Functionality


• We actually did not change the process much initially• Because the technology was flexible, we could

adapt the process as we went

• All pieces of information we needed for verification:• In one nice neat electronic folder• Was accessible anytime we needed it• Had documents, and information all in the same

intuitive interface• Applied logic to alert us when something required

review


• The effort to go paperless is huge• Culture change• Process Change• Communication Change

• The users will take awhile to get used to no paper

• Work with them closely to ensure their success

• But worth it, because ridding yourself of paper is huge

The FutureThe Future

• By using this advanced technology we hope to:• Receive Tax return information directly

from it’s source• Use more online forms to capture data

electronically• Accept e-mails, word documents, and voice

files to avoid creating paper• Use rules and logic in the application to

make simple automated corrections

ContactsContacts

Bob BurkePresident

Folderwave603-893-4263

[email protected]

www.folderwave.com

Bernie PekalaDirector

Financial StrategiesBoston College617-552-3326

[email protected]