Increase Document Imaging Concurrent Licenses by 15

Increase Document Imaging Concurrent Licenses by 15 Print All

Initiative Title	Increase Document Imaging Concurrent Licenses by 15
Submitted in Previous Year(s)	No
Critical Information, Notes, Justification, Rationale	The Admissions, Financial Aid, and Registration Offices are currently using document imaging to create "electronic files" for current and prospective students. The goals of this initiative were to provide greater accessibility of documents to other offices (i.e. Advising and Counseling and Newburgh advisors) and to make our processes more efficient to provide better service to students. As we move forward with this project, it is important that key personnel have access to these documents when advising and counseling students. With additional licenses, there is greater accessibility. Fall 2009 Addendum - The initial PBIE request in May was designed to implement a small systematic means of increasing our licenses on an annual basis. Since the initial PBIE request, the Admissions, Financial Aid, and Registration Offices have all implemented paperless processes, expediting the need for more licenses. There has also been an expansion in offices scanning documents as the Bursar Office is now scanning documents that were originally housed in student files, which no longer exist for new students. In addition, the college has added Sustainability to the strategic planning process. Reduced files and paper would greatly help in that cause. Due to this document imaging initiative, in the Admissions Office alone, approximately 6000 less paper student files will be created during the course of the 2009-10 academic year.
Consequences of this initiative not being funded	- Staff members may be blocked from having access to the system due to limited licenses. As a result, they will be unable to retrieve necessary documents. - The benefits of document imaging will only be shared by a few offices.
Department Goals
Programs
Locations
Estimated Completion Date	01/02/2010
Will this initiative span multiple budget years?	No
Importance	Low
Funding Source	Request for Prioritization
Created	06/17/2013 5:03 pm
Updated	06/17/2013 5:03 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
COLLEGE III: To implement technological delivery systems in Academic, Student and Administrative Services. 2: To increase the use of information technologies for enhancing education and communication.
COLLEGE III: To implement technological delivery systems in Academic, Student and Administrative Services. 3: To continue to enable technological improvements in academic advising, in registration, in keeping track of student progress, and in financial aid processing, while maintaining personal interactions between students and college personnel.
MIDDLESTATES Standard 9: Student Support Services b: The college should re-evaluate the structure of the student development area to ensure resources are being allocated to best meet the needs of all learners, that functions of the various areas are clear, and that all constituents are able to participate in planning for student services.

Action Steps

Action Step	Responsible Party	Order
Create Document Imaging Task Force to continue expansion of Document Imaging System Campus-wide	Michael Roe	1

Expected Outcomes

Outcome	Order
Increased service to students based on staff access to documents (significant impact in Newburgh)	1
Increased productivity of staff members who would not need to leave desk to search for documents	2

Assessment Methods

Method	Description	Other Method	Responsible Party

Resources

INITIAL YEAR COST:	$18,000.00
RECURRING COST:	$0.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
Add fifteen document imaging licenses to expand services	$18000.00	Newburgh Campus Wellness Center Center for Student Involvement Financial Aid Bursar Records and Registration Admissions and Recruitment Academic Advising
TOTAL:	$18,000.00 / $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
TOTAL:	$0.00 / $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
7	7 Notes View	1	1	1	Increase Document Imaging Concurrent Licenses by 15 $18,000.00 / $0.00	Admissions and Recruitment

Prioritization Notes

Level 4

Level 4 (PBIE Committee)

The Admissions, Bursar, Financial Aid, and Registration Offices are currently using document imaging to create "electronic files" for current and prospective students. These electronic files provide greater accessibility of documents to other offices (i.e. Advising and Counseling and Newburgh Campus staff) and to make processes more efficient to provide better service to students. The PBIE Committee agreed that an increase in licenses would be useful in allowing more offices and users to utilize this technology. This initiative was also supported due to the sustainability component, as we have already seen a reduction of paper and files necessary in the day to day operations of these offices due to imaging.

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
No results found.