Graduate Admissions Imaging and Workflow at Arizona State

Graduate Admissions Imaging and Workflow at Arizona State University Wednesday, November 5, 2003 Copyright Roger Lurie, Arizona State University, 2003. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

ASU Graduate Admissions v ASU Main and East v 277 Masters and Doctoral programs v Non-degree/Certificates v 90 academic units v Distributed process Graduate College

Some Statistics About Us… 250, 000 supporting documents annually (500, 000 pages) Paper handling results in 50 % of admissions labor costs Graduate College

Look at December and January! Graduate College

Document Imaging Capturing and organizing electronic content such as documents, images, audio and video and making them part of an enterprise data pool, while maintaining them in their native formats. Graduate College

Imaging Trends v Paperless Office – Early/Mid 1990’s v Web-centric Development – Late 1990’s v Currently Growing 3 – 5 % Per Year v $1 Billion Industry v “Gartner clients are expressing a strong interest in document management, indicating they will spend again in economic recovery. ” 1 1 Extracting Value: Document Management and Imaging, Gartner, Inc. , October 2002 Graduate College

Higher Education Imaging v Admissions – Transcripts v Business Office – Invoices/Purchase Orders v Research – Proposals, Grants, Awards v Human Resources – Resumes, Cover Letters v Student Health – Immunization/Medical Records v Library – Special Collections Unstructured data and documents Distributed access Graduate College

Goals for Imaging… v Improve recruiting efforts v Improve productivity of graduate admissions v Reduce physical storage space v Minimize risk of lost files / documents Graduate College

Imaging RFP – Spring, 2001 v Robust web-based interface v Ease of use v Support for external files (Word, PDF) v Application Programming Interface v Integration with workflow management v Solid track record of vendor v 9 vendor responses v Selected Cardiff Teleform, Legato Xtender and Binary. Office Graduate College

Budgeting for Imaging v Bandwidth v Security v Disaster Recovery v Dual or Oversize Monitors v Scanner Maintenance Graduate College

Scanning Operation v Student and temp workers v Monday – Friday daytime processing v Evenings / Saturday’s during peak v (5) workstations, 21” monitors v (2) Fujitsu 4097 scanners v (1) Fujitsu 4860 scanner Graduate College

Scanning Process 4 Step Process… v Scanning with VRS v Image QC v Job QC v Indexing Graduate College

Scanning Benchmarks Graduate College

Xtender Architecture v Indexed data stored in a database (MS SQL Server) v Images and annotations stored on disk v Customizable Index Fields v Integrated Windows or Local Security v Web Server (IIS) v COM objects and ASP’s Graduate College

Customized Development v Auto generated documents v Auto loading of correspondence v Auto matching of orphan documents v Index updating Graduate College

Workflow Management A proactive system which manages the flow of work among participants according to a defined set of procedures and tasks. Graduate College

Why Workflow? v Effectively organize work v Notification of new docs v Virtual folder of documents v Automated reminders v Process management/reporting Graduate College

Receive Application ASU Graduate College Admissions Business Flow No Fee Paid? Send E-Mail Reminder If 30 Days Have Elapsed Wait for Application Fee Yes Set Priority Using GPA Review File by Graduate Admissions Team No Trns Rec’d? Yes No 30 Day Limit? Pause Workflow for Transcripts Yes Review File By Academic Unit Wait for Academic Unit (AU) Recommendation Yes Recom Entered ? No AU Interest ? Finalize Recommendation and Calculate GPA If Admit Enter Deny Recommend on AUI Send Decision Letter to Applicant Post Transcripts, Evaluate Credentials, Priority Green or Red or Request by Acad. Unit If International, Process I-20 If Appropriate Time Frame And Upon Receipt of Fin Guarantee

Benefits v Rapid, informed recruiting v Simultaneous access to applicants materials v Ubiquitous access to documents and data v Share comments and notes v Minimize lost files v Eliminate need for multiple copies of credentials Graduate College

Challenges v Peak cycle v Quality control v Mac’s v Engaging Faculty v Costs Graduate College

Contact Information Roger Lurie Arizona State University Graduate College Box 871003 Tempe, AZ 85287 -1003 Phone: (480) 965 -7630 Email: Roger. lurie@asu. edu Graduate College