Expansion of Paperless Transactions Across Campus

Expansion of Paperless Transactions Across Campus Print All

Initiative Title	Expansion of Paperless Transactions Across Campus
Submitted in Previous Year(s)	No
Critical Information, Notes, Justification, Rationale	This request is for consulting and implementation time from Continuum, the vendor we use for document imaging. The Student Services Division in Middletown and Newburgh has successfully implemented document imaging within several offices. The next stage in the process is to create processes that will allow for other offices and students to submit electronic forms (e-forms) instead of paper to make certain requests (e.g. - change of major forms, DFW forms, student financial aid verification forms, financial aid request for part time study). There are currently over 15 processes within Admissions, Bursar, Financial Aid, and Registration that have been initially identified as significantly benefiting from this electronic process. In addition to e-forms, we will be using this consulting to implement the workflow process to electronically route documents through the processes.
Consequences of this initiative not being funded	Continuation of using paper for transactions which is not environmentally friendly or highly efficient.
Department Goals
Programs
Locations
Estimated Completion Date	05/03/2013
Will this initiative span multiple budget years?	No
Importance	Low
Funding Source	Request for Prioritization
Created	06/17/2013 5:04 pm
Updated	06/17/2013 5:04 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
STRATEGIC Priority IV: Develop and implement a College-wide Sustainability Plan.	Using e-forms will reduce the amount of paper forms created and distributed across campus.
STRATEGIC Priority V: Expand and enhance programs, services and operations to ensure the College is accessible to all members of an increasingly diverse community.	The use of the internet to complete some of these forms will make it easier for students to complete these tasks without having to visit the offices.

Action Steps

Action Step	Responsible Party	Order
Identify highest priority processes to start	Document Imaging Task Force	1
Begin consulting for these processes	Admissions, Bursar, Financial Aid, Registration	2

Expected Outcomes

Outcome	Order
Greater efficiency in college processes for students and faculty	1

Assessment Methods

Method	Description	Other Method	Responsible Party
Other	Enter other assessment method	Review of efficiency of processes and electronic access to forms	Document Imaging Task Force

Resources

INITIAL YEAR COST:	$14,000.00
RECURRING COST:	$0.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Facility

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Supply

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Staffing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Training

Need	Cost (Initial/Recurring)	Supporting Departments
Consulting and setup of already purchased features	$14000.00	Newburgh Campus Wellness Center Financial Aid Bursar Records and Registration Admissions and Recruitment Academic Advising
TOTAL:	$14,000.00 / $0.00

Marketing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Other

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Prioritization

Level 5 Level 5 Cabinet Middle States	Level 4 Level 4 PBIE Committee	Level 3 Level 3 Academic Affairs and Student Services, Provost, VP Office Administration and Finance, VP Office Board of Trustees Chief Diversity Officer Institutional Advancement, VP Office President, Office of Student Services, VP Office SUNY Orange Foundation Sustainability Workforce Development, Strategy & Innovation, VP Office	Level 2 Level 2 Alumni Relations and Special Events Athletics Business Math Science and Technology, AVP Office Business Office CAPE Career and Internship Services Communications Office Enrollment Mgt and Student Financial Services, AVP Office Facilities Food Tech Grants Health Professions, AVP Office Hudson Valley Educational Consortium Human Resources, AVP Office Information Technology, CIO Office Institutional Planning Assessment and Research Lab School Learning & Student Success, AVP Office Liberal Arts, AVP Office Marketing Newburgh Campus Phi Theta Kappa Security Student Engagement and Completion, AVP Office	Level 1 Level 1 Academic Advising Academic Support Middletown Academic Support Newburgh Academic Technology Accessibility Services Admissions and Recruitment Arts and Communication Behavioral Sciences Biology Bursar Business Capital Projects Center for Student Involvement Center for Teaching and Learning Clinical Laboratory Science Computer Science and Technology Criminal Justice Cultural Affairs Custodial and Grounds Dental Hygiene Deployment & Operations Diagnostic Imaging Education Educational Opportunities Program Educational Partnerships English Enrollment Support Services Environmental Health and Safety ESL CAPE Financial Aid Global Studies Governance Honors Program HVAC Information Services & Network Infrastructure Interdisciplinary Studies Liberty Partnership Program Library Mail and Copy Services Maintenance Mathematics Movement Science Nursing Occupational Therapy Payroll Physical Therapy Records and Registration Science Engineering and Architecture Student Services - Data Management Student Services Central Student Services Newburgh Campus Student Support Initiatives Testing Center TRiO Student Support Services Unused Wellness Center Work Force Development CAPE	Initiative Title	Department
6	6 Notes View	2 Notes View	1 Notes View	1	Expansion of Paperless Transactions Across Campus $14,000.00 / $0.00	Admissions and Recruitment

Prioritization Notes

Level 2 (Enrollment Mgt and Student Financial Services, AVP Office)

With Mike's departure, the lead on this initiative will change. However, moving to e-forms is the next phase of the project and will have significant positive impact on students/faculty/staff who now move paper from office to office.

Level 3 (Student Services, VP Office)

This effort ties into the colleges focus on sustainability and has proven to be effective and efficient. Expansion to other college offices beyond student services will prove to be beneficial and cost effective.

Level 4 (PBIE Committee)

This initiative is for consulting and implementation time from Continuum, the vendor for document imaging. This is the next stage in the process to create e-forms that will allow for other offices and students to submit electronic forms (e-forms) instead of paper to meet certain requests and requirements at their convenience. It will also cut down on high traffic in several offices and enable faculty and staff to move paper from office to office. There are currently over 15 processes within Admissions, Bursar, Financial Aid and Registration that have been initially identified as significantly benefiting from this electronic process. Using e-forms will also reduce the amount of paper forms created and distributed across campus and ties into the colleges focus on sustainability and have proven to be effective and efficient. Expansion to other college offices beyond student services will prove to be beneficial and cost effective.

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
06/26/2014	Admissions and Recruitment	In progress	0.00	Request for Prioritization
06/26/2014	Admissions and Recruitment	In progress	0.00	Request for Prioritization