Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

ECNO 2017 Paperless Student Administration

112 views

Published on

ThinkDox talk from ECNO 2017 on using Laserfiche to manage student records and student information. We use the examples of Field trip forms and student record search to highlight the potential administrative efficiencies that can be gained.

Published in: Education
  • Be the first to comment

  • Be the first to like this

ECNO 2017 Paperless Student Administration

  1. 1. Going paperless for student administration Christopher Wynder, Ph.D Director of Client Services @ChrisW_thinkdox chrisw@thinkdox.com
  2. 2. Managing School boards is complex Applications For managing board operations School level District Board level
  3. 3. DATE ERM ShrePoint Legacy Exchange ERP Information can be found in a lot of places- and is a mix of personal and work On-Premise Software Cloud and SaaS
  4. 4. School boards suffer due to a lack of overall Information management strategy Capture Organize Use Archive or retire Information lifecycle User information lifecycle Generate Record Use Forget or storeOrganize Re-Organize Envisioned Starting point Actual Starting point Forget or store
  5. 5. Documents consist of information that is used for particular business processes. There is no requirement for documents to be maintained for any period of time. Records are a subclass of documents that must be treated differently. Specifically, they must be maintained in a format that can not be changed for a specific length of time. Processes produce both documents and records. Users do not have “silo’ed” work days where they handle just records or handle just documents. 9am DATE ? 5pm The average user’s day ERP/CRM
  6. 6. EIM as a strategy reduces risk of user confusion Process and storage location alignment = risk reduction Before R&DSales CEO HR After R&DSales CEO A year later Do we have any tape? Someone needs to organize this! That looks great…but where do I put my vacation request-is it HR or department? Do we have any tape? I thought we organized this?!
  7. 7. Effective EIM drives efficient administration: It is embedded into normal work processes Provides time-savings to system users Aligns with organization strategy and goals
  8. 8. A form by any other name…… Their value is in: • They standardized what information is collected. • They standardize how information is conveyed as part of the request. • The possession of a form is a physical reminder of a approval or request for staff • Allows for a record of whom has responded (also Yay or Nay) Name
  9. 9. Efficient School Administration requires efficient in-take and processing of “outside requests” DATE CRM Parent or School needs Normal HR request Agenda/ Budget DATE DATE DATE
  10. 10. Document Record Forms represent processes but are a confusing “thing”. A form is just a document that represents a process – unless it has private/financial/student information. Field Trip Form
  11. 11. Most processes are a mix of people, paper and technology Add 
  12. 12. How do we move to better process 12 Enterprise System of interaction System of record Access control Findability Archive Ad hoc/ Fileshare Key elements of Information management success Infrastructure planning Requirement gathering Implementation Integrated retention and disposition schedules Understanding trends in content generation Information management strategy
  13. 13. Field trips forms-complex process, simple form
  14. 14. Typical School field trip form
  15. 15. People, Machine, Output Approval Process Automation Completed form
  16. 16. Protecting records but ensuring access I n t h is m o d e l t h e o n ly d if f e r e n c e b e t w e e n t h e P h ys ica l a n d e le c t r o n ic r e c o r d s is t h e d if f e r e n c e in c o l o u r b e s id e t h e r e c o r d . T h e s e c a n a ls o b e c o m p le t e ly d if f e r e n t f o ld e rs ju s t a s e a s ily
  17. 17. Managing ALL student records
  18. 18. Request for Student records
  19. 19. Finding student records
  20. 20. Finding related documents
  21. 21. 1. How good is our relationship with key departments? Think about how the persona will use information IT Competency 1. How do users move information? 2. How much audit trail do we need 1. Can we do this through UI customization? 2. Are there stock APIs for key user applications 1 2 3 Information Governance Technology readiness
  22. 22. 1. Do we need a full requirements gather exercise to do this? Show key stakeholders what you are thinking IT Competency 1. How much audit trail do we need 1. So we really want to do this in the ECM system? 1 2 3 Information Governance Technology readiness
  23. 23. Make it easy to see where users are-so they can figure out where they need to be
  24. 24. Forms should use the same principals as a website and guide users through the process The 3 most relevant process navigation tools 1.Bread crumbs. 2.Progress tracking 3. FAQ Search. S 2 3 F I need to find………
  25. 25. People search webpages via patterns. Some patterns are better for certain problems. Start with one and modify as necessary. Design for a minimal amount of clicking • What: searching for specific text elements users are most likely to search down the left side and across at specific points; an F shape. • So what: When attempting to give users options to go elsewhere think about visibility and placement in an F pattern. Fishing: to search for via a pattern Zumba: to dance through a area via a pattern • What: When looking for a phrase or function that they know, users tend to scan across left to right, scan back to the left and scan left to right; in a Z pattern • So What: For pages just for moving to other pages be mindful of the Z.
  26. 26. Do not make users understand the process- simply let them do their part Make buttons understandable • What: searching for specific text elements users are most likely to search down the left side and across at specific points; an F shape. • So what: When attempting to give users options to go elsewhere think about visibility and placement in an F pattern. 1st 2nd 1 1 1 2 2 2 2 2 Send to Approver Email a copy 1 2 1
  27. 27. Big buttons and clear names Build the form based on the order that a person would logically understand- not based on how the next person wants it • What: When looking for a phrase of function that they know, users tend to scan across left to right, scan back to the left and scan left to right; in a Z pattern • So What: For pages just for moving to other pages be mindful of the Z. 4 3 3 3 4 Forms 3 Person Search 4Order Approval Care Other 3
  28. 28. What it will actually look like
  29. 29. Provide a single strategy to manage information A single value focused governance plan Physical Records Documents Records Databases Putting a value on information not artifacts Reducing risk through process Reducing mundane tasks
  30. 30. Provide the right software for your problem If you (think) you only have a hammer, everything looks like a nail Other SW: Compliance Image mgmt Archive ? Laserfiche is the central home for records and documents but other there will always be a need for a complete EIM ecosystem for you to do your job
  31. 31. Thank you All materials available through slideshare Or Contact me on twitter [@ChrisW_thinkdox] or email chrisw@thinkdox.com

×