Imaging Workflow:
Designing Journeys for Documents
within the Virtual Realm
SACRAO 2013, M2.5
Joe Papari
Deena Nadig
Southern Methodist University
Private Research University
Fall 2012 Enrollment
10,893
Undergraduate
6,349
Graduate/Professional 4,644
Southern Methodist University
• Student Information System, Oracle/PS 9.0
Access.SMU
Upgrade to 9.1, June 2014
• Imaging System, ImageNow 6.5
AdminImages.SMU
Upgrade to 6.7, March 2013
• The two systems are integrated
Workflow Implementation
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Data Capture for Transfer Transcripts
Schools and Registrar’s Office Workflow
Financial Aid General Checklist Workflow
School of Engineering Graduate Admission Workflow
Undergraduate Admissions Workflows
HR to IAE Workflow for Search Summaries
Funding Request Form Approval Process
AP Invoice Processing
• Fax Agent
• Mail Agent
• eForm
• Content Server and
Replication Agent
Data Capture for Transfer Transcript
• Transfer transcript is scanned.
• Data from the transcript is used to index the image automatically
– Name, DOB, SSN etc.
• Image is routed to Registrar Academic Records staff for review based
on the student’s last name.
• Data from the transcript is put into a file which is imported into
Access.SMU.
• Make needed adjustments in Access.SMU.
Data Capture for Transfer Transcript
Transfer Workflow in Access.SMU
• Transfer courses without SMU equivalency rules are electronically routed to
Academic Director at the SMU college offering the equivalent course.
• Academic Director inputs SMU equivalent course.
• Completed course evaluations are routed back to the Registrar’s Office.
• Registrar’s Office reviews the transfer evaluation and completes the file.
Schools & Registrar’s Office Workflow
Undergraduate and Graduate schools scan documents at their work station.
ImageNow routes document to either Records area or Enrollment based on the
document type.
• Records Area: ImageNow performs alpha-based routing to 4 different queues.
Documents are then processed and sent to complete queue.
• Enrollment Area: Based on document type, ImageNow sends documents to either
Scheduling Manager, Enrollment Manager or Enrollment Supervisor. Documents are
reviewed, processed and then sent to the complete queue.
Mail Agent and Fax Agent
Schools
and
Registrar’s
Office
Workflow
Schools and Registrar’s
Office Workflow (contd)
Financial Aid General Checklist Workflow
• Financial Aid documents are scanned directly into an indexing queue.
• Documents are then sent to a ‘General Checklist’ queue for review.
• Reviewer routes document to ‘Verification review’ queue, ‘Temp General Checklist’ queue,
‘Specialist Checklist’ queue, ‘MBA/Theo No Assistance’ or ‘Missing Items’ queue.
• Documents are then routed to ‘Auto Route Advisor’ queue which sends the documents to an
advisor based on Academic Career and Program Plan.
• Advisor then reviews and routes documents to ‘General Checklist Complete’ queue.
• Documents are archived from the ‘Complete’ queue after 180 days.
• Fax Agent
Documents are
scanned and
indexed
Reviewer routes based on
document type to
specialist for review/
processing
Financial Aid General
Checklist Workflow
Auto Route to UG or
Graduate advisors based
on Career, Academic Plan
or Students Last Name
Academic program
Mail Agent Workflows
Emails and attachments are sent to the Imaging email account.
FA Award notifications are sent to Student’s email
with a blind copy to the FA Imaging mail box.
Admissions (AD) counselors forward emails and
attachments from applicants.
MA converts e-mails/attachments to images and puts it in an indexing queue – ‘Mail Agent Incoming’.
FA images – TIFF
AD email attachments not converted to TIFF
Images are auto or partially indexed based on the Subject line text and forwarded to Success queue.
FA emails have all index keys in Subject line
Auto indexed; No manual processing
AD emails have only SMU ID in Subject line
Partially indexed; Doc type changed manually
Images that do not get indexed are routed to ‘Mail Agent Failure’ queue.
Once a day an email notification alert is sent if any documents are in the failure queue.
FA Imaging group relinks the documents
AD Imaging group relinks documents
Archive set to 3 days
Archive set to 30 days
Mail Agent Workflow
Based on Email Subject Line Text:
Images Fully/Partially Indexed
Emails Converted
to Images
Images are Linked
Manually
Engineering Graduate Admission Workflow
ImageNow
Access.SMU
1. Application Documents Received
Application and other relevant documents
are added to ImageNow Project.
Transcript, Test scores and Work
Experience is entered in PeopleSoft. A
checklist is updated.
2. Application Ready For Review
ImageNow Projects that are completed
are routed to ‘Graduate Division Review 1’
queue.
N/A
Engineering Graduate Admission Workflow
ImageNow
Access.SMU
3. Application Director Review
Admission Director reviews documents in
ImageNow and routes to appropriate
Program Director.
Admission Director reviews application
data, enter decision and comments in
Custom Evaluation Page.
4. Program Director Review
Program Director receives email
notification, reviews student documents,
and then routes to ‘Division Review II’
queue.
Program Director reviews application data,
enters decision and comments in Custom
Evaluation Page.
Engineering Graduate Admission Workflow
ImageNow
Access.SMU
5. Admission Coordinator Review
Admission Coordinator reviews
documents in ImageNow and routes to
associate Dean Coordinator.
Admission Coordinator updates
Program Action in Custom Evaluation
Page.
6. Associate Dean Coordinator Review
Associate Dean Coordinator prioritizes
Project Folders, and routes accordingly
to ‘Associate Dean’ queue.
N/A
Engineering Graduate Admission Workflow
ImageNow
Access.SMU
7. Associate Dean Review
Associate Dean receives email notification,
reviews imaged documents, and routes
Project to ‘Letter Generation’ queue.
Associate Dean reviews application data
and enters his decision and comments.
8. Process Decision Letter
Final decision letter is imaged to Project
Folder, and the Project is routed to
complete queue, which is auto-archived in
7 days.
Admission Coordinator reviews comments
on the Custom Page, completes letter
generation, and enters the final admission
decision.
At UG Admissions Workflows
Beginning of Admission’s Journey
Leadership Directive:
“paperless” for 2013 First Year Application Cycle
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No “paper” Folders
Online Images of Application Documents
Online Transcript Evaluation
Online File Reading
Online Application Evaluation
Online Review by Schools, Scholarship Committees and
Athletic Department
Path Leading to “paperless”
• Historical Snapshot: Flow Chart of Current Process
• Preparing for “paperless” Journey
• “paperless” Snapshot: Flow Chart of New Process
• AD Imaging Workflows in Place
Historical Snapshot
Electronic
Docs
Preparing for “paperless” Journey
Committees Formed Based On Key Processes
Brainstorming Sessions
Impact from External and Internal Factors:
• Market and Technology
• New Leadership Initiatives
• Resources – Budget, Staff, Time and Space
“paperless” Journey Takes Shape
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Image Now(IN) versus PeopleSoft(PS)
In House versus Consulting Services
Phase 1 and Phase 2 Deliverables
“paperless” Snapshot
Electronic
Docs
Imaging Business Requirements
Custom PS Admission’s Page
• Linking Documents for Imaging
• Updating and Adding Checklist Items
• Triggers PS processes
Add New Linking Field
• Custom Property – Internal App ID
• SMU’s Standard for Imaging
– Drawer
– Student ID
– Student Name
– Student Date of Birth
– Student Social Security Number
– Admit Term
– Doc Type
Specific Doc Types for Each Document
• Map to Checklist Items
Accommodate Various Delivery Methods
• PDF Files from Vendors
• Mailed Paper Documents
• Emails and Attachments
• Faxes
• eForm Submissions
• Mail Merged Letters
Minimize Manual Processing
• Setup Auto or Partial Indexing
Image Documents Related to Both
• Applicants
• Prospects
Admissions Doc Types
Academic Forgiveness Form
Appeals
Appeals Course Credit
Appeals Decision
Appeals Scholarship
Application
Application Update Fee
Athlete ARIS
College Report
Comm App Arts Supplement
Comm App Intl Supplement
Comm App Optional Grade
Comm App Supplement
Counselor Recommendation
Course Description
Courses in Progress
Decision Letter
Essay
Financial Statement - IU
Grad App Pieces
Home School Supplement
Gap Year Form
Good Standing Form
Passport
Pre Admission Application
Professional Evaluation
Prospect Pieces
Re-Admit Form
Recommendation Letter
Resume
Scholarship Letters
School Profile
School Report Final Year
School Report Mid Year
Secondary School Report
Supplemental App Material
Teacher Recommendation
Test Scores
Transcript College
Transcript College Unofficial
Transcript HS
Transcript HS Final
Transcript HS Mid Year
Transcript HS Partial
Transfer Evaluation Report
Transfer Update Form
Waivers - Fee
Imaging Workflows in Place
Vendor
Apps
Applications
with Pieces
App
Materials
Application
Decision &
Pieces
Scholarship
Paper, Faxes
PDFs
Vendor PDFs
Emails/Attach Files
Auto Indexed
Letters
Manually
Indexed
eForm
Deferral Update
Form
IN eForm
Mail Merge
PDFs
(Next Cycle)
Auto Indexed
Auto Indexed
Vendor Application Workflow
Vendor Application PDFs files from
• Royall
• CommonApp
• ApplyTexas
Automated File Transfer Process
• Transfers Files from Vendor Site to Imaging Folder
• Stores a Copy in Archive Folder
Perceptive’s iScript
• Picks Up PDF’s and INMAC Process Converts PDFs to TIFF
• Splits into Multiple Imaged Documents Based on Specific Doc Types
• Auto Indexes the Imaged Documents
• Deletes Original PDFs from Imaging Folder
Vendor Application Workflow
Application Materials Workflow
FYR and TRN Application Queues
• Scanned Paper Applications
Load Balance Pieces Queues
• Scanned Paper Pieces
• App Pieces PDF files from Vendors
• Import Agent
• Faxes
• Fax Agent
• Emails and Attachments
• Mail Agent Workflow
• ImageNow Printer
Application Materials Workflow
Scanned
Mail Pieces
Docs Manually
Routed Forward
PDF Vendor
Pieces
FaxAgent
Queue
ImageNow
Printer
Load Balance
Distributes Docs
Evenly
Letters Workflow
• MS Word Mail Merge
• Macro Creates Individual PDFs
• Filename has Specific Format
• Saves in Imaging Folder
• ImageNow Import Agent Process
• Picks Up the Individual PDFs from Imaging Folder
• Converts PDF to TIFF
• Auto Indexes
• Deletes PDFs from Imaging Folder
Letters Workflow
Mail Merge Creates
Individual PDFs
Fix the PDF and
Place In Imaging
Share Drive Folder
PDFs Placed in Imaging
Share Drive Folder
Pick Up
Successful?
Import Agent Picks
Up the PDFs
Yes
PDF Goes in Success
Folder (Share Drive)
PDFs Converted to
TIFF
Documents Auto
Indexed
No
PDF Placed in Fail
Share Drive Folder
Deferral eForm Workflow
• eForm and iScripts Setup by Perceptive Consulting
• eForm Validates Student Record in PS
• Upon Submission:
• Sends Email Notification to Student
• Images and Auto Indexes the Submission
• Based on Student’s Response, Places Image in 2 Separate
Queues
• Generates a CSV File
• Manual PS Checklist Updates
• Phase 2, Automate Checklist Processing
eForm Workflow – Deferral Update
Student enters SMU
ID and Last Name
Student is validated using
Custom PS Query View
Validation
Successful?
No
Pop Up Error
Message Displays
Yes
Student fills out and
submits eForm
eForm is auto
indexed
Auto Email
Notification to the
Student
Questions?
Joe
Deena
• jpapari@smu.edu
• dnadig@smu.edu
Thank You!