On-Base Scanner :: PIP System (SUNY Orange)

On-Base Scanner Print All

Initiative Title	On-Base Scanner
Submitted in Previous Year(s)	No
Critical Information, Notes, Justification, Rationale	SUNY Orange has implemented OnBase, Document Imaging Solution (Highland Software), to better manage documents and processes – ultimately cutting out time-consuming, manual tasks. Admissions, Financial Aid, Registration and the Bursar Office are currently invested in utilizing OnBase. OnBase not only allows us to reduce the amount of paper being handled and used by each area (sustainability) but helps departments to review information and make decisions more quickly for our current and prospective students. The Bursar Office currently scans documents on a limited basis since we must share/schedule time in other offices to access a scanner. A scanner would enable the staff to quickly scan residence applications, change of information documents, etc. Documents would then be available in a secure environment easliy accessible by staff at the Middletown and Newburgh offices.
Consequences of this initiative not being funded	Without a scanner , time will be spent filing, searching, storing ,securing, and destroying student information of a sensitive nature in file cabinets. Information will not be readily available at both campuses delaying response time to students.
Department Goals
Programs	Accounts Receiveable
Locations
Estimated Completion Date	11/19/2012
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?
STRATEGIC Priority IV: Develop and implement a College-wide Sustainability Plan.	Document imaging has already significantly reduced the amount of paper generated in the offices that currently scan documents. In addition, the system also: - Reduces paper storage space requirements - Saves copying costs by allowing multiple users to simultaneous access to same document - Reduces need for paper files
STRATEGIC Priority V: Expand and enhance programs, services and operations to ensure the College is accessible to all members of an increasingly diverse community.	Enhancements to this system will continue to bring the Middletown and Newburgh campuses closer together with the immediate sharing of student information to all student services staff, regardless of location.

Action Steps

Action Step	Responsible Party	Order
Purchase a scanner.	Comptroller	1
Install Scanner	IT Department	2
Train Staff	IT Department, Comptroller, and Bursar Supervisor	3

Expected Outcomes

Outcome	Order
Easily Accessible Student Information	1

Assessment Methods

Method	Description	Other Method	Responsible Party
Other	Enter other assessment method	Paper files will be eliminated by 2013-14	Comptroller / Bursar Supervisor

Resources

INITIAL YEAR COST:	$3,900.00
RECURRING COST:	$0.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
scanner	$3600.00	Information Technology, CIO Office
TOTAL:	$3,600.00 / $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
Training on scanner use	$300.00	Information Technology, CIO Office
TOTAL:	$300.00 / $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
				1	On-Base Scanner $3,900.00 / $0.00	Bursar Accounts Receiveable

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
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