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Go Paperless! Ellucian-centric
Content Management, E-forms and
Workflow Processes
NWEUG 2014
Lana Olmer
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
Who Are We?
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Privately-held software developer
Based in Columbia, SC
Founded in 1994
Over 600 customers
99.8% customer retention rate
One of Inc 5000s fastest growing companies in
America
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
Go beyond a document imaging solution
• A document imaging system provides you with a
secure, centralized place to index and archive
scanned documents
• But… you are still creating, sending, and receiving
paper
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
Going paperless - No longer if but when
• What do students expect?
• Increase positive interactions with
students
• Streamline workload for staff
• Ease communication between
departments
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
Learn from Lucy
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
Diagram of Offerings
Colleague
Doc e
Fill
Doc e
Serve
Custom
Output
Doc e
Scan
Imaging
and
Archive
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
eForms
and
Workflow
By going paperless…
• You cut out paper from the source itself
• Work smarter, not harder
• Cut out the unnecessary
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
Look familiar?
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
Stop processing paper
• Capture & Import
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ERP Output
Communications Management Output
Transcript Data
Documents from other software
Capture and use data in Doc e Scan without having
to manually enter it
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
Cut out paper with e-forms and workflow
• Use Doc e Fill to digitize and automate your
business processes
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Eliminate the need for manual, paper-based form
creation, routing, delivery, and approval
Drastically reduce form processing time
Stop keying form data in your ERP
Implement rules
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
Diagram of Offerings
Electronic forms and
workflow to students
and employees
Distributes final
output to recipient via
printer, fax or e-mail
ERP
Customize print job
before printing
Doc e
Serve
Sends &
receives info
Print jobs go to
print queue
File documents based
on content
Print jobs are automatically
filed by employee, vendor
or student in Doc e Scan
Email and attachments
View documents
Doc e
Scan
Physically scanned documents
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
Doc e Fill
Electronic forms are
automatically filed by
employee, vendor or
student in Doc e Scan
Imported images from
microfilm, microfiche or
other imaging systems
How does Doc e Fill help you cut out paper?
• Use technology to eliminate “touches”
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Eliminate paper-based forms campus-wide by using
e-forms
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Admissions
Financial Aid
HR
Finance
Student Records
Eliminate time-intensive processes as possible
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No need to print and scan documents
No need for manually indexing
No more searching for missing documents
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
eForms & Workflow: Human Resources
Processes
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Forms
Applicant Tracking
Position Tracking
New Hire
Performance Management
Career Development
Benefits
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This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
Leave Requests
Direct Deposits
New Position Requests
Change of Name/Address
New Hire Checklist
Verification of Experience
Interviewing
Tips/Techniques
Re-Assignment
Pre-Dismissal Checklist
Employee Termination
W4, I9, W2
eForms & Workflow: Finance & Accounting
Processes
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Purchase Requisitions
Invoice Approvals
Expense Reports
Period-End Reporting
Fixed Assets
Forms
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Purchase Requisition
Expense Report
Mileage Reimbursement
Business Credit Card
Request
Fixed Asset Transfer
Fixed Asset Retirement
Budget Transfer Approval
Property Damage Report
Vehicle Request
Inventory Requisition
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
eForms & Workflow: Student Services
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Financial aid application & award processes
Admissions processes
Change of major processes
FERPA management
Enrollment verification
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
If you must use paper…
• Shift the burden away from your office staff
• The Softdocs Self Scan Station
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Allows students to scan their own documents
through an intuitive, touch-screen interface
Shortens lines and allows for
desk staff to use their time
to help rather than scan
and file
Scanned documents can be
reviewed when ready
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
Case Study: Cabrillo College
Old Process:
Import FAFSA
and attach initial
email
1 day
Student fills out
paper forms and
submits via mail,
in person, or fax.
Postal Delivery
1-4 days
2-10+ days
Post incoming
forms and
review for
completion
Create paper
files to distribute
for review
1 week (always
1-2 weeks
(always behind!)
behind!)
=6-8
weeks
New Process:
Import FAFSA,
send initial
email
Student
completes and
returns forms
1 day
1 hr - 1 day
Post incoming
forms
1 minute!
Run list of
students ready
for review
15 minutes
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
=2
days!
Demo
Let’s see how this works!
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.
Questions?
This presentation is CONFIDENTIAL and property of Softdocs, Inc.
It is to be used only for the purpose intended. Any unauthorized use is strictly prohibited.
© 2011 Softdocs, Inc.