Electronic Documents

Electronic Documents

Meeting Notes

4/4/12

NOTE: Please review the meeting notes and send additions, corrections, or deletions to Deloris Prather. In many cases, the notes include key words or phrases, but need more details (complete thoughts/sentences) to be more beneficial to the group. Thanks to Denise Deal for Financial Aid recap at the end of this document.

Attendees: Sherry Roark, Michael Day, Cheryl Schroeder, Chad Owen, Jenny Sawyer, Pete Walton, Brenda Curry-White, Pat Arauz, Denise Deal, Scott Burks, Arnold Hook, Jason Heath, Deloris Prather

Sherry Roark opened the meeting. Introductions were made.

Sherry stated that goals are needed because it is such a broad scope. Michael Day originally started the inquiry.

We need an assessment of how each department receives student records. There are multiple locations. We need a defined strategy. Neil Gibbs is working with IR to make the process more efficient. The Course Inventory form goes to the Registrar and IR. Also, Degree Program materials (syllabi, research material) are going into SharePoint. IR must make sure it follows appropriate guidelines.

Going around the table, brief descriptions of current processes, future wants and needs, etc.

Michael Day – Interested in curriculum and student records (paper-oriented). Need to get away from paper; also transcripts and Administrative Office documents. Offices are spread out, so they are keeping duplicates. They want to streamline. Instead of scanning, process electronically and use workflow. Should be university-wide. They do some SharePoint (PDF’s for Admissions). Would like PeopleSoft to show student pictures and automatically show their forms. SharePoint 2010 is much better. Wants Graduate and Undergrad to do the same thing.

Cheryl Schroeder – Would like SharePoint to link with PeopleSoft; also more electronic forms. Would like OnBase to send email notifications. Most departments are printing and making folders. She is “not married to SharePoint.” She is not sure it can do what OnBase can do. Pilot using KnowledgeLake to scan into PeopleSoft. Need to keep purging electronic records.

Chad Owen – He can provide advice and “best practices.” He meets with a state group – electronic signature guidelines. He can call in state experts.

Arnold Hook – IR deals with lots of data. A lot of extracts from PeopleSoft, sending data to CPE (state) and lots of university offices (via email). Uses secure FTP. They deal with academic info and course info and store it on SharePoint sites. Annual audit – looks at paper with Admissions.

Brenda Curry-White – Currently receiving transcripts electronically and using AnyDoc. Just getting into KnowledgeLake (experiencing some problems). A lot of paper still going into folders because of the time it takes to scan them. There are some paper test scores and letters. Transcripts don’t scan well. (Sherry said Faculty Records had some problems and scanning in color helped.) Accreditation – all has to be electronic now. Must be able to read clearly. Some electronic documents have quality issues. Decision was to send via PDF. Some transcripts come electronically. It would be a huge help if all Kentucky Public transcripts cam electronically and had a common look and feel.

Neil Gibbs – Use combination of email and paper. There is an issue within one month before enrollment – to have paper transcripts sent to advisors.

Denise Deal – Pre-applications for Financial Aid are electronic. Deliver forms web-based (institutional and state mandates). PeopleSoft forms, dynamic forms, and static PDF’s. Bar Coding into OnBase. Verification process has workflow into OnBase. Must re-enter into PeopleSoft. Fall – person to take action – eliminate file folders for federal record. Receive email and fax. One form (Fed. Req.) cannot be electronic. Need attachment functionality. Almost everything has an attachment. Verification is front-end and everything else is background. Fed. Government imposes requirements. One of the biggest concerns is almost everything has a consent process (student affirms they want to do electronically). In OnBase, stamping (confidentiality) capability. Question: any research if anyone has a contract with eSign companies? Answer: Student Financials has one. Collect electronically – image to workflow and parse out, automatically enter into PeopleSoft. Must collect tax return form. College of Education uses SharePoint. Not integrated with PeopleSoft. Sherry’s staff is trained in PeopleSoft now.

Jenny Sawyer – Need workflow to tell people everything is in and ready for review. Sherry said there are numerous things they are doing for other departments now – they can do custom features.

Brenda Curry-White – PeopleSoft integration is the key. If workflow causes more work, it is not good.

Jenny Sawyer – Third-party vendor for scholarships. Electronic or scanned. Med, Law, McConnell program, etc.

Pete Walton – Intranet within school. Committes have site. Student Records on-line SharePoint (on public site). Workflow for academic changes. Working on Undergrad for Public Health. Set up a library. Twelve faculty going into their own things. Tries to use technology to save other people’s time. Public site – Dean’s Office (he very much prefers the public site). Fully protected. Public site is secure and has same access as the Secure site. Can set it up to search or not. He has done quizzes, Wiki, agendas, meeting notes.

Jenny Sawyer - Using internal communication on SharePoint, announcements, et.al. Thank You’s, vacations, tasks, publications. Alert function. Version control. Train people on check-in/check-out. List functionality (ex. 6-yr cohort/graduation rate). Like a “swiss army knife”.

Pete Walton – Would like to collect electronic signatures.

Closing items:

· Future Meetings – every other week for 1 hour

· Setup team site in SharePoint

· Goals – record access and storage, electronic forms and electronic signatures, automatic population of data (interface with PeopleSoft)

· Funding/discussion in the Enterprise Meeting

· Next meeting – decide what is a good place to start

· Ask Pete and/or others to demo what they are currently doing

· See if things already being done by some can benefit others

* * * * *

Follow-up from Denise Deal: Recap of Financial Aid current business processes regarding document collection and storage.

How are records, forms, and documents currently received by our office?

U.S. mail, fax, email (web-based forms, email text, email attachments), and electronic data files (flat file and XML).

Who do we receive them from?

Students, parents, UofL departments, federal and state agencies.

Current process:

Verification documents only – receive signed docs via mail, email attachment or fax, image into OnBase, custom PS process to update checklist status in PS based on commit in OnBase, workflow in OnBase to route document to work queue, staff person completes data entry in PS from image, staff person routes document in both systems depending on outcome, if pass-end, if fail-takes another workflow route. All other documents – receive and work from hard copy documents, image into OnBase. OnBase is currently used as our office file cabinet for most student related documents. A custom hyperlink in PS allows access to OnBase documents (some docs not accessible via this method due to confidential nature). Limited number of documents still stored in file cabinets in individual offices, usually due to nature of document. For instance, if document has a limited retention requirement and can be disposed of at year end; OR, document contains information about multiple students and cannot be stored under an individual students name without redacting information about the other students.

Our interest in this topic: 1) Collection and storage of electronic forms/documents with attachment functionality; 2) Workflow/process for working directly from image; 3) Process for updating status of certain documents and 3) Collection of electronic/digital signatures for both students and parents.