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Enterprise Content Management (ECM) Solutions Help Reduce Educational Costs

Posted by Dan Termale on Fri, Nov 18, 2016 @ 10:03 AM

The lack of funding in the education sector isn’t new. It seems as if every week there’s another school somewhere in the United States that is being forced to cut back on something — whether it be resources available to the students or eliminating staff. The good news is there’s a solution to help ease the pain of any financial burden that a school might be facing.

Que, Our Enterprise Content Management (ECM) K-12 Education Solutions

dreamstime_2798611.jpgThe K-12 Education ECM Solutions exists to help school districts and Education Service Centers overcome economic, compliance and efficiency challenges by reducing costs and increasing the resources available for student services. With the money saved from implementing an ECM solution, jobs can be saved, as can many resources and programs that children rely on.

Not only that, but with ECM, you can digitally manage content (e.g., paper-based documents, digital documents, e-mails, faxes, web content and multimedia files) and processes in a single, easy-to-use application that complements existing systems, such as Student Information Systems (SIS), Human Resources (HR) and Finance.

Other areas of education will benefit from the ECM solution as well, such as the free and reduced meals program, purchasing and accounts payable, food services, public record requests, school uniforms and facilities.

FREE AND REDUCED MEALS PROGRAM

As part of ensuring that children are ready to learn, most U.S. K-12 schools offer a "free breakfast and lunch" meals program to the eligible student population. Our K-12 Free and Reduced Meals Program solution allows schools to efficiently operate this program with minimal resources.

How it works:

  • Application Forms are generated for each student
  • The student’s family completes and returns the form to the school
  • The form is scanned into the system
  • The information on the form is captured and stored in the database
  • The captured data is checked against the Free and Reduced Meals Program rules
  • The meals system is then updated with the new information on eligible students
  • Any exceptions are automatically routed to the right person for swift resolution

PURCHASING/ACCOUNTS PAYABLE

The K-12 ECM Solution simplifies the process of procuring and paying for goods and services. Our solution integrates with most districts’ accounting platforms and can be accessed using a web browser.

This solution manages the documents, data and processes required to manage budgets, gain purchasing approvals and pay bills quickly. In addition, schools can also benefit from increased early pay discounts and reduced late payment penalties; all within a framework that takes the pain out of auditing and compliance.

FOOD SERVICES

Create procurement and payment workflows; reducing the time your team spends on repetitive administrative tasks. Streamline these core processes and you'll not only avoid late payment penalties, you'll also gain full visibility into your entire operation meaning more accurate orders, less waste, and more time to focus on delivering tasty, cost-effective and nutritional meals.

PUBLIC RECORD REQUESTS

dreamstime_l_14628620 (1).jpgFederal and State laws now require all email to be secured, archived, and available for rapid discovery in the event of a public records request. Schools may also need to respond to requests for other paper and digital documents.

This ECM solution simplifies the effort of managing e-mail communication, paper documents and digital content by delivering a single platform that manages all these types of information using a single system. Communications and content can be captured in real time and having a content management solution makes it simple to execute highly specific searches that enable schools to swiftly and accurately respond to records requests.

SCHOOL UNIFORMS

The automated school uniform solution generates and prints individual applications for each student. Filling out the application is made easier as any relevant information already stored about the student is pre-populated on the form.  Once the form is completed and returned, the application is scanned and the information completed by the student’s family is automatically stored in the database. This information is used to complete the process for the new school uniform.

FACILITIES

dreamstime_xl_26467612 (2).jpgOur Facilities solution allows schools to efficiently manage building renovation projects by automating the documents, digital content and processes associated with managing contracts, contractor payments and quality assurance efforts.  

Your ECM solution will manage all the content you have whether it’s paper documents, digital documents, audio files, video clips or application files. Quicker access to content frequently means projects spend less time in administrative black holes. This also ensures this content is protected in the archive so that it can be referenced by future project and maintenance teams.

We care about the success of the educational system and believe that, with our ECM Solutions, schools will find it easier to manage every aspect of their different workflows so that they can continue to put the well-being of their students first. Click Here to ask us a question!

Tags: Document Management, BPM, Workflow, CAD, go paperless, enterprise content management,, higher education