Next step towards Paperless environment. Serge Krasavin, PhD, MBA

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1 Next step twards Paperless envirnment Serge Krasavin, PhD, MBA

2 We understand Business intelligence (BI) as a brad categry f applicatins and technlgies fr gathering, string, analyzing, and prviding access t data t help the Graduate Cllege make educated decisins. We see BI as a unified presentatin layer fr data that riginates frm ne r mre data surces such the Banner and student s input. This business apprach prvides the Graduate Cllege a cmpetitive advantage in the realm f prcessing student data and aims t supprt better decisin making. In rder t streamline r rewrk business prcesses t create an efficient paperless envirnment the Graduate Cllege used cmmercial applicatins supprted by the university licensing prgrams.

3 Eliminatin f unprductive prcesses Graduate Cllege prcesses ver 4,500 paper petitins each year (there are mre than 20 categries f petitins available t ver 10,000 graduate students) The current prcess is labr-intensive, time-cnsuming, prne t errr and, as all cntent resides n hardcpy, tedius t search

4 Full integratin with Office 2010 Wrkflw. Create a wrkflw that triggers when a new petitin is submitted t the library Send ntificatins via Outlk client Undelete feature. If a dcument is deleted, it can be restred by the undelete feature. Retentin. Dcuments lder than 6 mnths must be mved t anther lcatin Describe files ther than filename Custm views. Create rle based definitins n hw t present the files in the dcument library. Create a user friendly file structure t directly mdify dcuments at any time Autmatic versin histry that keeps track f every mdificatin made t the file Lck the editing f a shared file t a specific user. Apprval. All new dcuments must be apprved. Sequential rder f apprval. Flexible duratin f Task assigned. Optin t create a cnslidated Petitins Reprt Security. Rle based Frm libraries access permissins. All dcuments have inherited permissin setting f the dcument library, hwever, we shuld have the ptin t set permissins fr a specific dcument

5 Refrm the Petitin prcess Create an electrnic library f applicatin frms that students fill ut t request Graduate Cllege services Technlgy base: SharePint 2010 cntent management capabilities and InfPath 2010 frm-based interfaces that handle the business data

6 Graduate Cllege Petitin Wrkflw is the autmatin f a Petitin prcess, during which petitins are passed frm ne participant t anther accrding t a set f prcedural rules as defined in the prcess definitin. Cmbinatin f wrkflws Wrkflw #1 GSAS Applicatin Clearing Wrkflw #2 Departmental Review Wrkflw #3 GSAS Decisin Wrkflw #4 Dcuments Archiving

7 Prtal Frms Library Frm1 Frm2 Frm3 Frm4 FrmX Key Field: Department Dpt Departmental Applicatins Library Dpt1 Dpt2 Dpt3 Dpt4 DptX Student Graduate Cllege Prtal

8 Adviser Graduate Student Academic Services Start Departmental wrkflw Department POC Finish Departmental wrkflw GSAS GSAS Clearing Prcess (WF #1) Departmental Review (WF # 2) GSAS Decisin

9 Ntify Student Archive GSAS Ntify Department (s) and Office f the Registrar GSAS Decisin (WF # 3) Student/Department(s) SharePint Archive Library (WF#4)

10 GSAS Frms site Frms. Links t the Frms Library NetID Passwrd Frms Library Applicatin Frm Attached Dcuments InfPath Filler with AD grup permissin Web frm with AD grup permissin

11 SharePint Frms Library SQL Student data GSAS Site Prtal Server Query SQL server SQL Server Applicatin Frm Business Cnnectivity Services Student data Start Wrkflw GSAS

12 Departmental cntact Student Frm Templates Library New Request is submitted t the New Requests Library Reject GSAS Department al Library Mve t Departmental Library Start Wrkflw ntificatins Clearing Wrkflw is cmpleted Check if the Frm is OK Ntify Student Ntify Department

13 ntificatin: New Applicatin arrives New Task created Task Cmpleted If cleared mves t Department GSAS Department A Department B Reject

14 POC Adviser Reject

15 Wrkflw Types Wrkflw A (Rigid) Wrkflw Lists Task list A Histry A Advisers Wrkflw X (Flexible) Task list X Histry X Department Cntact

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17 Start Wrkflw Current Departmental Library Wrkflw 1 Cmpleted if Current (Returning) Department Current Department GSAS If New Department mve the Applicatin t New Department Library Ntificatin New Departmental Library Wrkflw 2 Cmpleted if New Department New Department

18 Current Department Current Departmental Library Wrkflw 1 Current Department Cmpleted if Current (Returning) Department Wrkflw 2 Ntificatin GSAS Start Wrkflw Cmpleted if New Department If New Department mve the Applicatin t New Department Library New Department al Library New Department

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21 Alert. Frm added t the New requests library Task assignment

22 Cmpleted Overdue

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30 InfPath Filler Office preferred Office 2007 Brwsers: IE -default, Mzilla, Safari, Chrme. Latest versins IPad, IPd - nt tested yet client Outlk preferred

31 Next step twards Paperless envirnment Thank yu