go paperless! ellucian-centric content management, e-forms and workflow processes

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 Paperless! Ellucian-centric Content Management, E-forms

and Workflow Processes

NWEUG 2014Lana 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?

• 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 ServeCustom Output

Doc e Scan

Imaging and

Archive

Doc e Fill

eForms and

Workflow

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.

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• 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• 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

ERP

Doc e Serve

Doc e Scan

Doc e Fill

Distributes final output to recipient via printer, fax or e-mail

Print jobs are automatically filed by employee, vendor or student in Doc e Scan

Physically scanned documents

Electronic forms and workflow to students and employees

Electronic forms are automatically filed by employee, vendor or student in Doc e Scan

Imported images from microfilm, microfiche or other imaging systems

Customize print job before printing

Print jobs go to print queue

Sends & receives info

View documentsFile documents based on content

Email and attachments

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.

How does Doc e Fill help you cut out paper?

• Use technology to eliminate “touches”• Eliminate paper-based forms campus-

wide by using e-forms• Admissions• Financial Aid• HR• Finance• Student Records

• Eliminate time-intensive processes as possible• 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

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: Finance & Accounting

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

• 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

• 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:

New Process:

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.

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?