FAO Document Imaging

1
FAO Document Imaging Workflow System

• The Financial Aid Office went from maintaining
  tens of thousands of students documents to having
  instant, single-click access to digitized
  versions of students documents via Imaging.
• The Workflow in our office has also been enhanced
  by Imaging. Processing students documents used to
  take anywhere from 3-5 business days. NOW, the
  students docs are available for viewing and
  processing the same day or next day via Imaging.
• Overall, Student Service has been significantly
  improved as a result of Imaging.

2
Doc Management space before Imaging

• Prior to Imaging, the Document Management unit
  consisted of an office space that was 1241 square
  feet.
• The room was divided with many shelves, and on
  each shelf, we maintained rows of paper folders,
  one paper folder for each student who submitted
  their FA related documents. We needed to maintain
  students folders for at least 3 years.

3
Doc Management space after Imaging

• The imaging process area is now maintained in an
  area equivalent to 2 cubicles. After imaging, the
  paper docs are stored in this 5 drawer filing
  cabinet for 3 months. After 3 months, they are
  shredded and destroyed.

4
Doc Management staff
Before Imaging
After Imaging
Staff
Staff
Staff
Staff
Staff
½ Staff
Staff
Staff
Staff
Staff
Staff
WS STUDENT
WS STUDENT
WS STUDENT
WS STUDENT
WS STUDENT
WS STUDENT
WS STUDENT
WS STUDENT
WS STUDENT
WS STUDENT
WS STUDENT
WS STUDENT
WS STUDENT
WS STUDENT
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Workflow System
Before Imaging
After Imaging

• Receive student documents(s)
• Enter code into Mainframe, document tracking
  screen
• Run label program to create folders
• Assemble folders add documents
• Group folders by doc mngt staff
• Distribute folders to appropriate alpha group
  counselors
• Counselors review data award students
• ENTIRE process took 3-5 days

• Receive student document(s)
• Prep for scanning
• Scan/QA link to student in Mainframe
• Route documents via workflow
• Counselors review data award students
• After counselors review, re-route to the Document
  Management file
• Entire process takes 1 day

6
Receive student documents

• We receive students documents from the following
  sourcesMailFaxEmail attachmentHand
  delivered by student

7
Prep documents for scanning

• Documents are sorted by Student ID, then
  document type.A Patch Code header is inserted
  in front of each different document type.

8
Scan and Quality Assurance

• All of the documents are scanned and immediately
  viewed online for Quality Assurance (QA). If the
  QA fails, the document(s) is re-scanned.When
  the document passes QA, then the docs are ready
  to be linked to Mainframe.

9
Linking an imaged document
10
Routing/Counselors Review

• Linked documents will be routed through our
  Workflow system to the Counselors according to
  their assigned student alpha group.
• After the counselor is finished with the student
  document, they will re-route the document to File
  Complete Folder.

11
Workflow Map
12
An imaged document can be viewed by multiple
staff at their desks
13
Search for an imaged document
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Sample of searched document
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Local search for image document
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Imaging wrap-up

• Alleviates time-consuming inefficiencies of
  manually filing and retrieving documents.
• Eliminates overwhelming cost and space issues
  associated with maintaining a paper-based
  process.
• Puts documents at your fingertips to enhance
  service productivity.
• Users retrieve and view documents as needed with
  a single click.
• Overall, Imaging has significantly improved
• student service in FAO!

17
Future Imaging Enhancements

• Receipt of Faxed documents directly into imaging
  system.
• Import of email-attachment documents directly
  into imaging system

18
Contact Information

• Frank Kong 310.206.0413fkong_at_saonet.ucla.edu
• Vivien Weng 310.206.0423vliwen_at_saonet.ucla.edu