Laserfiche - User Presentation- Texas Higher Education Co-ordinating
-
Upload
laserfiche -
Category
Documents
-
view
225 -
download
2
description
Transcript of Laserfiche - User Presentation- Texas Higher Education Co-ordinating
![Page 1: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/1.jpg)
How to Begin Automating Complex Projects with Laserfiche Workflow
Manager of Continuous Improvement
Texas Higher Education Coordinating Board
Aaron Jahoda
Presales Engineer
Laserfiche
Debbie Whitis Lisa Miyake
Government Specialist
Laserfiche
![Page 2: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/2.jpg)
Agenda
‣ Introduction to THECB‣ Where do you start? ‣ LPO Workflows‣ Results‣ Future projects
![Page 3: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/3.jpg)
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
![Page 4: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/4.jpg)
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
![Page 5: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/5.jpg)
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
![Page 6: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/6.jpg)
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
![Page 7: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/7.jpg)
From LPO to Continuous Improvement
• LPO is setting the foundation for agency-wide ECM
• Continuous Improvement…taking it one step further
![Page 8: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/8.jpg)
The THECB Laserfiche platform
![Page 9: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/9.jpg)
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!
![Page 10: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/10.jpg)
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.
![Page 11: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/11.jpg)
![Page 12: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/12.jpg)
Payment processing flow
![Page 13: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/13.jpg)
Let’s take a look!
![Page 14: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/14.jpg)
Payment Workflow (Indexing)
![Page 15: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/15.jpg)
Payment Workflow (Indexing)
![Page 16: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/16.jpg)
Payment Workflow (Processing)
![Page 17: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/17.jpg)
Payment Workflow (Processing)
![Page 18: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/18.jpg)
![Page 19: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/19.jpg)
![Page 20: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/20.jpg)
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
![Page 21: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/21.jpg)
LPO systematic enhancements
Document Types Workflows Cover Sheets Bar Code and Event Servers0
50
100
150
200
250
300
350
400
355
102 97
6
119
31
0 0
Pre-Improvement Post-Improvement
![Page 22: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/22.jpg)
Summary of LPO improvement project results
• Reduction of
FTE’s for LPO by 17%
Temp services by 75%
Employee downtime by 98%
2009 2010 2011 2012LPO Staffing Levels
0
10
20
30
40
50
60
7066 64 62
55
4 52 1
FTE
Temps
LP
O S
taff
To
tal
![Page 23: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/23.jpg)
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%
Payments To Archive Incoming Fax Daily Import0
1
2
3
4
5
6
7
8
9
7
8 8
4
3 3 3
0
Pre-Improvement Post-Improvement
Pro
cess
ing
Ste
ps
![Page 24: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/24.jpg)
Future projectsPlanned 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
![Page 25: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/25.jpg)
SLG User Group Luncheon
‣ Empower 2013 ‣ Monday, January 7 from 12-1:15PM PT‣ Register for luncheon:
www.laserfiche.com/SLGUG2013
![Page 26: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/26.jpg)
![Page 27: Laserfiche - User Presentation- Texas Higher Education Co-ordinating](https://reader035.fdocuments.net/reader035/viewer/2022070315/55549dddb4c905fd608b486f/html5/thumbnails/27.jpg)