Imaging & Beyond

Oklahoma State University

Imaging & Beyond

Oklahoma State University

Cathy Bird, Assistant Director Scholarships & Financial Aid

Julie Berg, Associate Director Scholarships & Financial Aid

Karen Lucas, DirectorUndergraduate Admissions

Oklahoma State University

• OSU Imaging Initiative

• University Wide Effort

• Create Paperless

Environment

Imaging & Beyond

Oklahoma State University

Purpose:1. Improved Student Service

2. Improved Service to the

University Community

3. Long Term Cost

Savings

4. Space Saving

5. Greater Efficiency

Why?

Oklahoma State University

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

Financial Aid

Archive & Workflo

w

Admissions

Registrar

Microfiche C

onverted

Implement A

dmissions

Workflows

All Hist

orical R

ecords

Scanned BEYOND

Oklahoma State University

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

That’s a lot of trees….

Oklahoma State University

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

Oklahoma State University

Cost & Implementation

• Equipment Upgrades

- Dual Monitors

- Scanners

- Servers

- Computer Upgrades

Oklahoma State University

Business Flow

• Will ONLY WORK if business practice is redefined

• Front Load Everything!

Oklahoma State University

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

Oklahoma State University

Cause & Effect

CAUSE EFFECT

Staff Resistance Training

Once documents Opportunities to

are scanned and reconfigure space

shredded and workflows

Oklahoma State University

Shredding

• No point in scanning if you can’t shred

• Before shredding anything, please check with the University Counsel & State Archivists

• Enrollment Management has over 800 cubic feet of files to shred

Oklahoma State University

Challenges

• Expensive

• Cost of program services & upgrades

• Maintenance of hardware

• Not “heat & serve” – Customization is Required

• System Failure = Productivity Breakdown

Oklahoma State University

“To Infinity & Beyond”

• New Initiatives

• Organizational Perspective

• Archival vs. Workflow

Oklahoma State University

Questions & Comments

Scholarships & Financial Aid: Cathy Bird, Assistant DirectorJulie Berg, Associate Director

Registrar:Rita Peaster, Associate Registrar

Admissions: Karen Lucas, Director