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Konica Minolta ECM Blog

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

How Universities Can Benefit from ECM

Posted by Brianna Smith on Fri, May 22, 2015 @ 11:47 AM

Higher-ed-solutionsSummer vacation is almost upon us, but its never too soon for universities to begin looking for ways to improve their processes. One major, cost-effective improvement that paper-heavy universities can make is implementing a strategy for managing their information.

Content management strategies that involve a Enterprise Content Management (ECM) system allow universities to do away with their out-dated, paper processes in favor of an electronic system that gathers all information, documents, emails, files, photos, etc., into one central location that can be accessed from virtually anywhere.

file-roomAn ECM solution would allow employees to more efficiently manage records and email correspondences, safeguard student confidentiality, create course content and improve department-wide productivity while saving money. This is possible because ECM would do away with paper and streamline the workflow process so greatly that everything would be rolled into one secure central database, able to be accessed from anywhere. The end result would be less stress for employees, better customer service, happier student and parents.

One area in particular that would thrive with an ECM solution would be Admissions. Here are a few ways that ECM can help improve any Admissions department:

No More Filing - Eliminate paper, file folders, and file cabinets by storing all your documents electronically in a central, secure, and accessible location.

Eliminate manually updating your system checklist items - By using workflow in conjunction with your current software systems you will be able to integrate an applicants checklist items automatically when completed as documents are brought into a workflow.

No file cabinets to search through - By using workflow folders all documents related to a applicant are presented automatically.

Speed up processing - Save time for staff by locating documents easily and efficiently using queries for searching rather than manually looking through files.

Reduce time by automatically checking for a complete file - Rather than manually checking an applicants folder for a complete list of documentation, work flow can automatically check that all specified documents have been received.

2015_Challenges

Higher admits, by contacting applicants quicker - No more files and folders getting lost in a pile of paperwork on the corner of your desk. Each applicant is presented within a workflow queue to the appropriate reviewer.

These are just a few of the benefits that an ECM solution would bring to departments like Admissions, and they would have a trickily down effect to the rest of the university improving overall operations. Who wouldnt want that?

Interesting in implementing an ECM solution of your own? Contact us!

 

Tags: Document Management, BPM, ECM, Workflow, higher education

10 Reasons to Streamline Processes In Admissions

Posted by Dan Termale on Mon, Jan 05, 2015 @ 03:20 PM

wireless-internet-college-campusStudents are getting increasingly more digital in their ways - from studying, taking notes, applying for classes and managing their schedules - they are becoming more efficient and working smarter. More and more students are relying on eBooks for their text and study books and to lessen the load of materials to lug around campus. It is important that our colleges and universities follow suit and make the needed changes to stay current and improve their out-dated processes in admissions. Adopting an Enterprise Content Management (ECM) solution, like OnBase, will drastically improve the flow of information and will improve the quality of education and service you can offer to your faculty and student body.

Here are 10 great reasons to consider an ECM solution for Admissions:

  1. Eliminate manually updating your system checklist items. By using workflow in conjunction with your current software systems you will be able to integrate an applicants checklist items automatically when completed as documents are brought into work flow.
  2. Reduce time by automatically checking for a complete file. Rather than manually checking an applicants folder for a complete list of documentation, work flow can automatically check that all specified documents have been received.
  3. Automatically present a student for review once a file is complete. Workflow eliminates the need to manually hand off applicant files for review, by routing the applicant to the appropriate person for review automatically.
  4. Monitor the time a file is in review. By using timers within workflow a file can be monitored and send out an alert after a specified time frame.
  5. No file cabinets to search through. By using workflow folders all documents related to a applicant are presented automatically.
  6. Eliminate misfiled documents. No need for manila folders and file cabinets in which documents can be misfiled by user error. OnBase relates documents by using a primary value.
  7. Speed up processing. Save time for staff by locating documents easily and efficiently using queries for searching rather than manually looking through files.
  8. Higher admits, by contacting applicants quicker. No more files and folders getting lost in a pile of paperwork on the corner of your desk. Each applicant is presented within a workflow queue to the appropriate reviewer.
  9. Know where a particular applicant is in the review process with the click of a button. By using specific values that are assigned to the applicants application defining where the applicant is in the review process allows for easy and accurate responses to this question with just the click of a button.
  10. And finally NO MORE FILING! Eliminate paper, file folders, and file cabinets by storing all your documents electronically in a central, secure, and accessible location.

These are only a few benefits that admission departments are seeing with an ECM solution in place of their old manual processes. If you would like to learn more then Contact Us, we would love to talk with you and help answer any questions you may have!

Tags: OnBase, ECM, higher education

Enterprise Content Management's Role in the Higher Education Arena

Posted by Brianna Smith on Tue, Dec 09, 2014 @ 02:21 PM

Weve talked about how enterprise content management solutions can be used to help the K-12 education system, but what about its usefulness in the higher education arena?

Enterprise Content Management has many benefits for many different sectors of society and industries. It allows users to do away with their out-dated, paper processes in favor of an electronic system that gathers all information, documents, emails, files, photos, etc., into one central location that can be accessed from virtually anywhere. Government agencies use it, as do construction companies, insurance agencies, and financial services. ECM is also in used in the higher education arena and over the years has been adopted by schools of all types and sizes.

Without an ECM solution, those working in the higher education industry have to struggle with high volumes of paper, emails, and electronic files spread out all of the place while parents and students are requesting information on demand. With an ECM solution, the frazzled employees in the higher education tasked with managing a discombobulate and inefficient flow of information can get some relief.

ECM-SolutionsAn ECM solution would allow employees to more efficiently manage records and email correspondences, safeguard student confidentiality, create course content and improve department-wide productivity while saving money. How? Our solution would do away with paper entirely and would streamline the workflow process so greatly that everything would be rolled into one secure central database, able to be accessed from anywhere. This efficiency translates into better customer service, happier student and parents, and less stress for employees.

Already over 400 colleges and universities have implemented Konica Minolta's ECM solution to improve their access and control of documents and digital content. And numerous departments can benefit from ECM, including Enrollment Services, Registrar, Accounts Payable, and Human Resources.

Considering the fact that society is becoming increasingly reliant on technology to save time and money, it seems natural that schools and universities would want to follow the trend to save time and money themselves with an ECM solution so that they can spend more time focusing on what really matters their students. Click here to ask us a question or to request additional information!

Tags: Document Management, OnBase, ECM, Workflow, higher education