Imaging

1
Imaging Beyond
Oklahoma State University Cathy Bird, Assistant
Director Scholarships Financial Aid Julie
Berg, Associate Director Scholarships Financial
Aid Karen Lucas, Director Undergraduate
Admissions
2
Imaging Beyond

• OSU Imaging Initiative
• University Wide Effort
• Create Paperless
• Environment

3
Why?

• Purpose
• 1. Improved Student Service
• 2. Improved Service to the
• University Community
• 3. Long Term Cost
• Savings
• 4. Space Saving
• 5. Greater Efficiency

4
Cost Implementation

• 300,000 for the Enrollment Management Division
• 4 Offices
• - Admissions
• - Registrar
• - Scholarships Financial Aid
• - New Student Orientation
• Timeline

MAR 06
SEPT 06
OCT 06
FEB 07
SEPT 07
DEC 08
2009
Admissions
Registrar
Implement Admissions Workflows
BEYOND
Financial Aid Archive Workflow
All Historical Records Scanned
Microfiche Converted
5
Impact of Scanning on the Financial Aid Office

• Save Paper, Time, Change to Work Flow
• More than 26,000 documents tracked in the
  Financial Aid System
• 6000 new file folders made
• 8600 file folders updated
• More than 13,000 files routed within the office
• More than 128,000 pieces of paper
• copied in review of scholarships
• Thats a lot of trees.

6
Steps to Implementation Financial Aid

• Appointed internal committee to review processes
• - Developed process procedures
• - Back-scan current students who
  completed FAFSA
• - Created Work Flows
• eg. Routing Tax Forms

7
Cost Implementation

• Equipment Upgrades
• - Dual Monitors
• - Scanners
• - Servers
• - Computer Upgrades

8
Business Flow

• Will ONLY WORK if business practice is redefined
• Front Load Everything!

9
Virtual File vs. Paper File

• 24/7 Access to Data
• Reports generate work rather
• than a paper file
• More technical staff is needed
• Database Searches
• like Google

10
Cause Effect
CAUSE EFFECT Staff Resistance Training Once
documents Opportunities to are scanned and
reconfigure space shredded and workflows
11
Shredding

• No point in scanning if you cant shred
• Before shredding anything, please check with the
  University Counsel State Archivists
• Enrollment Management has over 800 cubic feet of
  files to shred

12
Challenges

• Expensive
• Cost of program services upgrades
• Maintenance of hardware
• Not heat serve Customization is Required
• System Failure Productivity Breakdown

13
To Infinity Beyond

• New Initiatives
• Organizational Perspective
• Archival vs. Workflow

14
Questions Comments
Scholarships Financial Aid Cathy Bird,
Assistant Director Julie Berg, Associate
Director Registrar Rita Peaster, Associate
Registrar Admissions Karen Lucas, Director