Laserfiche - User Presentation- Texas Higher Education Co-ordinating
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Laserfiche - User Presentation- Texas Higher Education Co-ordinating
- 1. Welcome to “How to Begin Automating Complex Projects with Laserfiche Workflow” Stay tuned—we’ll be starting soon!
- 2. How to Begin Automating Complex Projects with Laserfiche Workflow Debbie Whitis Aaron Jahoda Lisa Miyake Manager of Continuous Improvement Presales Engineer Government Specialist Texas Higher Education Coordinating Board Laserfiche Laserfiche
- 3. Agenda ‣ Introduction to THECB ‣ Where do you start? ‣ LPO Workflows ‣ Results ‣ Future projects
- 4. Who is THECB? Texas Higher Education Coordinating Board Loan Program Operations • Originate and disburse College Access Loan • Originate and disburse Be On Time Loan • Service our own portfolio On average, we process upwards of 1.5 million documents annually
- 5. Who is Support Operations? • Provide management of the EDM system for the LPO Division, Loan Repayment Programs and Student Collection arm of the Texas State Attorney General • Workflow Administrator and Designer for LPO • Serve as departmental custodian of loan asset records • Provide central intake/output of all LPO documents • Provide administrative support to all LPO staff • Oversee LPO departmental records management
- 6. LPO functional areas • 7 functional areas • Account Services • Loan Originations • Payment Processing • Asset Investigation • Monitoring and Reporting • Administrative Support • Customer Service • Office of the Attorney General – Student Loan Collections • Business Office – Cash Receipts
- 7. Why LPO needed a change • The developers (Exigen) of VisiFlow stopped sending out updates in 2008 • VisiFlow was antiquated and was no longer going to be supported by our vendor effective YE 2010 • No internal ISS support for VisiFlow, all administration (outside of security) handled by Support Operations • Because of a very slow memory leak, Visiflow had to be reboot anywhere from 4-8 times a day • VisiFlow no longer met the business need of LPO
- 8. From LPO to Continuous Improvement • LPO is setting the foundation for agency-wide ECM • Continuous Improvement…taking it one step further
- 9. The THECB Laserfiche platform
- 10. OK, now what? 1. Set the goals of what you are trying to accomplish (e.g. improve process times, track each step, improve customer service…). 2. Look for areas where Workflow can help streamline parts of the process. 3. Don’t be afraid…jump in!
- 11. Rules of thumb • Know where you want to go. A process map is like your American Express card…you can’t design without it! • You can automate anything. If the process is bad to begin with then it becomes a bad automated process. If the process is good to start with then it becomes a better automated process.
- 14. Let’s take a look!
- 21. When it is all said and done… The goals of any improvement project are to : • Minimize waste and create greater efficiencies • Redeploy staff resources to more mission critical functions • Remove as much of the ‘human’ error risk as possible
- 22. LPO systematic enhancements 400 355 350 300 250 200 150 119 102 97 100 50 31 0 6 0 0 Document Types Workflows Cover Sheets Bar Code and Event Servers Pre-Improvement Post-Improvement
- 23. Summary of LPO improvement project results • Reduction of FTE’s for LPO by 17% 66 64 70 62 60 55 LPO Staff Total 50 40 FTE 30 Temps 20 10 4 5 2 1 0 2009 2010 2011 2012 Temp services by 75% Employee downtime by 98%
- 24. Summary of LPO improvement project results • Reduced Origination processing backlogs by 100% Payment processing times by 57% Due diligence archive times by 63% Incoming fax routing times by 66% Daily import time by 100% 9 8 8 8 7 7 Processing Steps 6 5 4 4 3 3 3 3 2 1 0 0 Payments To Archive Incoming Fax Daily Import Pre-Improvement Post-Improvement
- 25. Future projects Planned Workflows Quick Fields and Workflow • Using Quick Fields and Workflow • To eliminate manual data entry on filed litigation documents • To eliminate manual data entry on over 50% of the loan repayment applications Lean Events • Our 3 Lean events will capitalize on our success in LPO and Workflow will be a part of the improvement program to streamline processes and eliminate waste
- 26. SLG User Group Luncheon ‣ Empower 2013 ‣ Monday, January 7 from 12-1:15PM PT ‣ Register for luncheon: www.laserfiche.com/SLGUG2013
Editor's Notes
- Methodology: Each client will spend 40 minutes on the phone with a Solutions Engineer. During the call, the client will explain a single business process in detail (Where do documents come from? Where do they go? Whose hands do they pass through, and in what order? Who needs to see these documents? What other departments are involved? What other systems are being used? Etc.) The engineer will listen to this explanation, and then discuss with the client how Workflow could be leveraged to improve this process.