The paperless university project includes a partnership with Perceptive Software. Their enterprise content management product includes document management, imaging, and workflow for collaboration. The implementation of their ImageNow product began in early 2011 and continues to expand to departments throughout the University. Below are the departments currently using ImageNow.
- Human Resources
- Graduate Admission
- Undergraduate Admission
- Accounts Payable
- Academic Advising and Support Center
- International Programs
- International Student Services
- Dean of First Year Students
- Financial Aid, Graduate
The Office of Human Resources was the first to implement ImageNow. Processes include new hires, personnel changes, and terminations which allow for electronic capture of paper forms and documents as well as workflow to the business units within HR. Complete personnel files are stored electronically for ease of access and to manage security. Integration with Ellucian Colleague ensures proper identification of documents with the system of record. Existing employee personnel files were scanned into ImageNow to complete the electronic storage of all employee data.
For more information, check out their success story.
In the Office of Graduate Admission, the time to receive, validate, index and scan the admission documents must be short and the document scanning process must be as error free as possible. A third party company, DataBank, scans the paper documents received by Loyola University for electronic storage in ImageNow. In addition, ImageNow integrates with Ellucian Recruiter and Ellucian Colleague to eliminate duplicate data entry and reduce information retrieval times. As applicants move through the admission process to become enrolled students, the electronic documents are captured and become the student file. Ownership is then transferred to Records and other downstream offices once the student has been accepted.
The Office of Undergraduate Admission is under similar constraints as the office of graduate admission. To meet additional workflow demands, UGA utilizes Databank for document scanning. Documents flow through several workflow queues for processing by the staff. All applicant documents reside in an electronic student file, available to Records and other downstream offices once the student has been accepted.
For more information, check out their success story.
The Accounts Payable Office need to reduce paper invoices and improve processing time has been greatly enhanced with the use the ImageNow. They receive many invoices electronically, and paper invoices are scanned into the system. The invoices are linked to Ellucian Colleague to ensure the document has the correct properties. ImageNow workflow moves the documents to the department budget administrator's queues for processing. Task are created and sent to those with proper signing authority to approve the invoices. The invoices are then routed back to the AP department for payment. The invoices and information regarding their approval and payment are stored in ImageNow and accessible to the departments. Several high volume departments are processing their invoices through ImageNow, while the remaining departments are gradually being incorporated.
Academic Advising and Support Center
The Office of Academic Advising and Support Center went live with ImageNow in spring 2013. This office now receives electronic documents from the admission offices for processing within ImageNow workflow queues. Paper forms generated within the academic advising and support center office are scanned into the student's secure online file. Faculty advisors assisting with summer orientation sessions are able to view their students' documents in the ImageNow system, both on and off campus. Core Advisors are also able to view their students' documents during the academic year.
The Records Office receives electronic student files from the undergraduate and graduate admission offices. During the fall of 2013 Records implemented three electronic forms - Midterm Deficiency Report, Incomplete Report, and Failure Report. These forms enable faculty members to complete and sign the forms electronically. Email copies and confirmations are sent to the student, the faculty member and may be electronically routed to the dean's office for approval. These eforms are routed back to the Records office for storage in the student's file. Additional eforms recently created include the Change of Grade, Change of Course Status, Undergraduate and Graduate Application for Graduation. These eforms not only eliminate the numerous paper documents used in the office, but also allow electronic routing of documents and information throughout the office. Secure visibility into where the documents are located in the workflow process is another benefit.
In May 2013, International Programs was added as a user of ImageNow with the ability to view international applicants' documents received from undergraduate and graduate admissions. This has eliminated the need to have documents copied and emailed or mailed between offices. It has also reduced the receipt time frame allowing for quicker responses and decisions.