Enhancing Academic Processes with Workflow and Digital Imaging

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Enhancing Academic Processes with Workflow and
Digital Imaging

• Three Case Studies

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Background

• Chartered by the Mississippi Legislature in 1844
• Located in Oxford, MS about 80 miles south of
  Memphis
• Enrollment of 15,000 on the Oxford campus
• North American pilot for SAPs student system,
  Campus Management
• Sun Center of Excellence
• Focus on innovation in enterprise applications

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Time Line
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Partners
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Graduate Admissions

• SAP workflow with Mobius digital imaging for
  managing the graduate admissions process
• A customized Web interface for graduate program
  coordinators to view and act on applications

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Background
Electronic Processing
Electronic Processing
Paper Gap
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Features

• View summarized applicant data
• View scanned materials in digital imaging system
• Facilitate the review of materials by other
  faculty in academic departments
• Make recommendations

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Electronic Process
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Technology

• SAP Workflow and Java Connector
• Digital Imaging (Mobius e-Search View)
• Java
• Java servlet, JSP, JavaBean
• Jakarta POI
• iText

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Statistics

• Project has been live since October 2005.

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User Comments
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Financial Aid

• 24/7 Web-based self-service for all aspects of
  financial aid processing
• Real time XML protocol with Sigma to retrieve
  info and send updates
• Mobius digital imaging to digitize FA-related
  documents, to capture snapshots of on-line
  sessions, and to save copies of outgoing
  correspondence

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Background

• Information mailed to student
• Students mail or fax acceptance letters
• Students visit Financial Aid office
• Data entered into system manually

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Features

• Improved Student Service
• Students find out about their Financial Aid
  online
• Accept, Decline, or Lower award 24/7
• Standardized, timely communication
• Real time data

• Advantages to Financial Aid Office
• Reduce mailing costs, phone calls and visits to
  Financial Aid office
• Reduce data entry errors
• Information readily available

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FA and Digital Imaging
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Technology

• Sigma JAVA Server
• Digital Imaging (Mobius e-Search View)
• Java
• Java servlet, JSP, JavaBean
• iText
• Web Server
• Apache Server
• Tomcat

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Statistics
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User Comments
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Academic Discipline

• Web-based interface to report and track potential
  cases of academic misconduct
• Automated generation of correspondence
• Views for instructors, students, committee
  members, administrators
• Accomplished with SAP workflow and Mobius digital
  imaging

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Student appealed OR 14 day deadline reached
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General Concepts
INITIATOR
SAP
WEB
WORKFLOWS
AGENTS
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General Concepts

• Instructor (Course Related) or Employee (General)
• Initiate an academic discipline case
• Submit relevant material along with the
  coversheet
• View cases initiated, case details and any
  attachments
• Student
• Submit appeal and view case information, i.e.,
  original description, recommended sanctions, and
  subsequent processing notes
• Academic Chair
• View cases related to courses offered by his/her
  organization
• Academic Dean
• View cases related to courses offered by his/her
  organization
• View cases related to students enrolled in
  programs offered by his/her organization
• Academic Discipline Committee Members
• View all cases and case details online
• Authorizations

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SAP Reporting Interface
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Technology

• SAP Workflow, Smartforms, Java Connector
• Digital Imaging (Mobius FCP and Document Direct
  for Internet)
• Java (Servlets, JSP, JavaBeans)

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Statistics
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User Comments
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Upcoming Projects

• Human Resources
• SACS Accreditation
• Student Judicial Process
• Grades Appeals
• Asset Management

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Summary

• A technology infrastructure for the long term
• Strong partnerships
• Vendor
• Campus
• Beyond the ERP implementation

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For More Information

• Kathy Gates
• kfg_at_olemiss.edu
• Veena Mantena
• vmantena_at_olemiss.edu

• Jie Tang
• jietang_at_olemiss.edu
• Anil Vinjamur
• vinjamur_at_olemiss.edu

Special thanks to MK Smith and Amelia Rodgers.