Spring 2016 Updates
The Records Office redesigned and converted five additional forms from paper to electronic using Perceptive TransForm. The new forms allow for greater ease in completion by faculty, staff and students, and in reducing errors and in decreasing processing time. Almost 10,000 electronic forms were submitted during the last 12 months. This results not just in the elimination of paper and its costs, but it also saves on storage space. Electronic workflows in ImageNow have also been added for each new form, some offering extended workflow beyond the Records Office and to the academic offices. Continued re-evaluation of their existing electronic workflows has resulted in additional modifications for improvement.
Human Resources and Payroll
A new workflow in ImageNow between Human Resources and Payroll was added to allow employment paperwork to be electronically routed from HR to Payroll for validation. Information is seamlessly and immediately transmitted to Payroll enabling users to locate documents quickly and securely, and to process payroll efficiently.
Office of Graduate Admission
A project to enhance the integration between Recruiter and ImageNow was completed this spring in Graduate Admission. This integration eliminated many steps allowing for the faster processing of applications. An automated solution to transmit the appropriate student application documents to the Records Office was also implemented.
Disability Support Services
Disability Support Services now has an electronic view into specific student documents maintained by the Record Office. This eliminates the need to contact Records directly thus saving time for both offices. Being able to immediately review student documents has enhanced their ability to serve students with disabilities.
Psychology Masters Field Education
The Psychology Masters Field Education department now has the ability to route student documents to an email address that imports the documents directly into an ImageNow workflow queue. These documents are indexed and stored securely allowing users to quickly search and locate documents both on and off campus. Space savings have been realized with the elimination of file cabinets.
Spring 2015 Updates
Our April 2015 Status Report summarizes all paperless and Business Process Office projects.
The Records Office redesigned and converted six heavily used grading forms from paper to electronic using Perceptive TransForm. Secure logins, pre-populated fields, field validation, online signing and immediate entry into workflow allow for a greatly improved end user experience and processors experience. Over 7,400 electronic forms have been submitted that were previously paper based. Deficiency reports are now delivered to students and advisors in real-time, helping student success and retention.
Two paper forms redesigned by the Records Office include the graduate and undergraduate applications for graduation. These forms are completed online by students and then routed via workflow to multi-departments for graduation clearance. Efficiency in application processing, reduction in errors in graduation clearance, improved visibility into the process for Records, Academic Advising, and graduate academic department staffs are just some of the benefits received.
International Student Services
International Student Services (ISS) now has the ability to capture, index, and store Exchange Student documentation using Perceptive Content. This improves the security and searchability of documents. In addition, workflow between the admission offices and ISS was developed, alerting ISS when a student is requires a visa. Among the efficiencies gained are faster processing and improved customer service for applicants.
Graduate Financial Aid
The Graduate Financial Aid office went live with Perceptive Content for all processes including the Graduate Information Sheet, Graduate Plus Loans and loan revisions. Documents are received, processed, routed and stored electronically, reducing processing time for loan applications and improving customer service for applicants and students.
Providing The Study online access to student deficiency forms allows them to now make better decisions in assisting students.
Older employee benefit files and student employment files were scanned into Perceptive Content allowing for a great security, faster ability to search for documents and increasing space by eliminating several file cabinets.
Spring 2014 Updates
Paperless University Initiative
Our paperless initiative expands throughout the Loyola community. We have streamlined processes and increased usage of the Perceptive Content (formerly ImageNow) product. It is, therefore, beneficial to see a summary of this progress and to understand our ongoing rollout and strategy for implementation. This Paperless University Initiative presentation summarizes the timeline of our progression, how we implement, and how we support the paperless project.
TransForm is an electronic forms management tool allowing end users to design and publish forms online. Flexibility and integration make this tool hugely beneficial for end users, recipients and processors of the forms. Key features include electronic signatures, auto population of data from Active Directory, form field validation, user authentication, confirmation emails as well as workflow routing and storage within Perceptive Content, Loyola's paperless system. As of spring 2014, the Records Office has developed four forms for faculty. Numerous additional student, faculty and operational forms are planned for development in 2014. This Case Study from Lexmark highlights Loyola successes with TransForm.
The following administrative offices were added for processing invoices online via Perceptive Content: Human Resources, Student Administrative Services, Payroll, Accounts Payable, Investment and Treasury Services, and Financial Services. Additional offices are scheduled to be added in 2015.
Additional graduate programs were incorporate into the Perceptive Content system and training has been completed for these users. These programs now are able to view applicant documents online, complete online decision forms, and route documents via Perceptive Content workflow for processing. Currently all graduate programs are now processing applications electronically.