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ImageNow
The Basics
Judy McMillan
MAFAA Spring 2012 Conference
• Who We Are
• Located in Bloomington MN
• Primarily a 2 year degree educational system
• Spring 2012 Enrollment 9,453 students
• Of the 9,453 students financial aid created 4324 PELL grant
files for Spring 2012 term only
• This does not represent files that were created for all other
financial aid types
• The Financial Aid Office will touch the students ImageNow
file through the verification process several times before
the file is considered completed
IN Tune UP
• February 2011 NCC began the process of
requesting funds for an ImageNow tune-up.
• Description: A professional services tune-up is
a “bucket” of professional services hours to
have a consultant help tune up the existing
ImageNow System environment for
Admissions, Financial Aid and Records. The
result will allow us to make better usage of
the document imaging system.
NCC IN Tuneup cont:
• This is to be done in 3 phases:
Analyze and Design
Implement and Verify
Deploy and Support
• Cost approximately: $30,000
• To date: IN consultant interviewed each
department on campus to determine how we
were using IN.
IN Tune-Up continued….
• The end result is for NCC to:
Upgrade user hardware
Utilize best practices to make better usage of IN
Implement cross-functional workflow
Add rules and actions to existing workflows
Add document types to enable sharing
Modify the current process maps to adopt streamline
business processes
Provide users with training in new features and
functionality
ImageNow Tune up….
• NCC ASAC (Administrative Systems Advisory
Committee), NCC Users and NCC IT agreed
that we would benefit from such a “Tuneup”
• We are in the midst of completing the
“Tuneup” as we speak
• How an electronic Dynamic Form moves
through the Financial Aid Office
• Reviewed business process and converted to a
workflow
• IN will review for building the workflow and
determine if this is a process that will fit
within the workflow across the departments
Workflow of Dynamic Form
• Financial Aid department is part of the NCC IN
Tuneup
Establish a workflow within the department to
move documents submitted by students through
the business process electronically.
Establish a workflow between departments
(Admissions, Records and the Business Office) to
increase efficiencies.
NCC Financial Aid ImageNow Applications
• Link documents via Batches
• Print email to file using the IN printer
• Options for setting your scanner:
 Scanning horizontally
 Scanning back pages – duplex/Blank Page Detection
• Batch linking using a script from IN-SAP letters are
automatically linked to the students file using a script that
ImageNow wrote.
• Send email of documents using IN
• Cloud Faxing
• Normandale ImageNow/WebNow Users Group
ImageNow Support Links
• MNSCU Website: http://my.mnsu.edu/imagenow
• MNSCU Listserve: http://lists.mnscu.edu/read/login
• Perceptive Software Website: http://www.perceptivesoftware.com
• Regional Users Group (RUG) Website:
http://community.perceptivesoftware.com/user_groups/north_am
erica/midwest/twin-cities/default.aspx
Reasons to use Image Now
• Auditors support the use of ImageNow
• Cuts physical file (capital investment) space
from a room full of file cabinet to 3 file
drawers within one cabinet no more trying to
find that lost file.
• Information is ready for review immediately
• Reduces the cost of paper
• Eco friendly
Perceptive Software Inspire Conference 2012
Things I learned
• Workflow:
 Cal Poly exemplified its workflow station
as front end scanning of all departmental
documents in one area.
 Students logged in at student portal which
added security to the documents, completed
the document and submitted.
Perceptive Software Inspire Conference 2012
Upon submission the document is
automatically entered in a workflow Q at a
central scanning station.
The document is scanned and linked to the
students file and then forwarded to the
appropriate departmental workflow Q.
The department would then act on the
document and determine its status.
Perceptive Software Inspire Conference 2012
• New Features for the future will emphasize andriod applications, mobile
apps, Ipad and Iphone applications where a student can complete a form
using these applications
• Eforms-still no easy answer here. Complete a form outside this application
and then import the form. Security for signature? Big conversation
regarding this subject…Perceptive did not have a resolution to this outside
the use of Pre-forms which is a scanned copy of a form. The form is
fillable but static so everytime the form changes you would need to scan
in the new form. Two programs to buy: Pre-forms and E-signature. ESignature provides a secure signature within the student portal. Which for
most state schools does not make sense to buy because we already have
the security on the portal.
• If you are interested in ImageNow/WebNow
or any of Perceptive Software the Higher
Education Account Executive for this area is:
Brendan Clark
Email: [email protected]
Direct 913-667-8889
Mobile 913-634-5137