1. Document Management: Working Towards a Paperless Office MASFAA Conference November 15, 2006 Bernie Pekala Boston College Director of Student Financial Strategies

2. Boston College 15,000 students 15,000 students Jesuit-Catholic University Jesuit-Catholic University 4 undergraduate schools 4 undergraduate schools 6 graduate schools 6 graduate schools Woods College of Advancing Studies Woods College of Advancing Studies Division I Athletics (ACC) Division I Athletics (ACC)

3. Objectives of the System Eliminate labor intensive functions Eliminate labor intensive functions Receiving and opening over 250,000 documents Receiving and opening over 250,000 documents Creation of 20,000 new file folders each year Creation of 20,000 new file folders each year Data Capture Data Capture Filing Filing Endless reports to track progress of files Endless reports to track progress of files Permanent Storage preparation/costs Permanent Storage preparation/costs Create an expandable framework for multiple applications Create an expandable framework for multiple applications - Financial Aid - Financial Aid - Graduate Admissions - Graduate Admissions - Transcripts - Transcripts - Undergraduate Admissions (Future) - Undergraduate Admissions (Future)

4. Objectives of the System Improve Process flow Improve Process flow Easy retrieval of information Easy retrieval of information Workflow engine including file analysis Workflow engine including file analysis Multiple access points (service, counselors, processing) Multiple access points (service, counselors, processing) Web Access for parents and students Web Access for parents and students Reduce lost documents Reduce lost documents Easier document management for processing staff Easier document management for processing staff Ease counselors ability to read off-site Ease counselors ability to read off-site Increase office space Increase office space

5. What is FolderWave? Web-based application providing Web-based application providing Workflow management Workflow management Document management Document management Information management Information management BC was beta site/development partner BC was beta site/development partner

6. Previous Workflow

7. Current Workflow “Big Picture” Current Workflow “Big Picture”

8. Benefits of Technology Web-based application allows 24/7 access anywhere with an Internet connection Web-based application allows 24/7 access anywhere with an Internet connection Boundaryless access for Boundaryless access for Financial Aid Financial Aid Admissions Admissions Service Staff Service Staff Processing Staff Processing Staff Students and Families Students and Families

9. Underlying Technologies XML XML Future-oriented benefits Future-oriented benefits Content separate from presentation Content separate from presentation Centrally controlled content easily reusable Centrally controlled content easily reusable XML content self-describing XML content self-describing Easy to devise and revise search tools Easy to devise and revise search tools Extensible Extensible The “X” in XML The “X” in XML Structure can evolve easily as data needs change Structure can evolve easily as data needs change

10. Underlying Technologies MQ MQ IBM messaging protocol IBM messaging protocol Allows exchange of information across platforms Allows exchange of information across platforms Integrates FolderWave and legacy systems Integrates FolderWave and legacy systems Uses two-way, real-time updates Uses two-way, real-time updates Transmission is highly secure and encrypted Transmission is highly secure and encrypted

11. Underlying Technologies System Integration System Integration Nightly batch program that updates legacy systems to include updates initiated in FolderWave Nightly batch program that updates legacy systems to include updates initiated in FolderWave Includes demographic data updates, data corrections, and new record creation as needed Includes demographic data updates, data corrections, and new record creation as needed

12. User Workflows in FolderWave User Workflows in FolderWave Financial Aid Financial Aid Service Service Processing Processing End-users (students/families) End-users (students/families)

13. Financial Aid Workflow Check To Do List(s) Check To Do List(s) Enter student case Enter student case Check alerts and comments Check alerts and comments Review current status of case documents Review current status of case documents Assess and validate Need Analysis data Assess and validate Need Analysis data Add comments and/or corrections Add comments and/or corrections Save changes; case is eventually Complete Save changes; case is eventually Complete Switch to packaging system for awarding Switch to packaging system for awarding

14. Technology/Workflow Highlights Technology/Workflow Highlights Dynamic To Do Lists and Custom To Do Lists Dynamic To Do Lists and Custom To Do Lists At-a-Glance View of Case History At-a-Glance View of Case History Informative Comments and Alerts Informative Comments and Alerts Concise Demographic and Student Info Concise Demographic and Student Info Intuitive Case Data Screens Intuitive Case Data Screens Electronic Documents Electronic Documents Automated Document Requirement Rules Automated Document Requirement Rules Logic-driven Case Progression Rules Logic-driven Case Progression Rules

15. Custom To Do Query Builder Custom To Do Query Builder

16. Custom To Do Results

17. Technology/Workflow Highlights Technology/Workflow Highlights

18. Case History Summation of current status Summation of current status Includes documents Includes documents Received Received Reviewed Reviewed Waived Waived Still Required Still Required Special Alerts noted Special Alerts noted Multiple case years Multiple case years

19. Case History

20. Technology/Workflow Highlights Technology/Workflow Highlights

21. Comments Rounds out “one-stop shopping” for case information; no toggling between systems Rounds out “one-stop shopping” for case information; no toggling between systems Includes comments logged in legacy system Includes comments logged in legacy system

22. Comments

23. Alerts Allows for flagging FAFSA Reject Alerts for prompt identification and resolution Allows for flagging FAFSA Reject Alerts for prompt identification and resolution Provides easy reference for FAFSA Comment Codes Provides easy reference for FAFSA Comment Codes

24. Alerts and Warnings

25. Alerts

26. Technology/Workflow Highlights Technology/Workflow Highlights

27. Demographic Information

28. Student Academic Information Student Academic Information

29. Technology/Workflow Highlights Technology/Workflow Highlights

30. Case Data Intuitive screens with grouped data include: Intuitive screens with grouped data include: Student Academic Summary Student Academic Summary Main Need Analysis Main Need Analysis Student Eligibility/Dependency Student Eligibility/Dependency Data Processing Data Processing Reject Codes/Comment Codes Reject Codes/Comment Codes Document Data Capture Document Data Capture

31. Case Data (Main Need Analysis) Case Data (Main Need Analysis)

32. Case Data (Student Eligibility) Case Data (Student Eligibility)

33. Application/Workflow Highlights Application/Workflow Highlights

34. Electronic Documents Docs classified, data captured & scanned Docs classified, data captured & scanned Identified by form/author/doc year combo Identified by form/author/doc year combo Electronic Docs can be Electronic Docs can be PDF format (for scanned paper docs) PDF format (for scanned paper docs) Word/Excel/Email etc files that can be imported directly into a case Word/Excel/Email etc files that can be imported directly into a case No more worries about “who has the file?” No more worries about “who has the file?” One click brings up the document(s) you want One click brings up the document(s) you want

35. Electronic Documents

36. Technology/Workflow Highlights Technology/Workflow Highlights

37. Document Requirement Rules Document Requirement Rules Determine what forms are required Determine what forms are required By Categories (Frosh/Undergrad/Grad/Law) By Categories (Frosh/Undergrad/Grad/Law) Example: Frosh Required Docs are Example: Frosh Required Docs are Profile Profile FAFSA FAFSA Custodial 1040 Custodial 1040 Custodial W2 Custodial W2 Case data may add other requirements (NonCustodial forms, Tax Schedules, etc.) Case data may add other requirements (NonCustodial forms, Tax Schedules, etc.)

38. Document Requirement Rules Document Requirement Rules Determine what docs can be waived Determine what docs can be waived Use data capture from required documents Use data capture from required documents Examples Examples If non-filer for taxes on BC App, waive 1040 & W2s If non-filer for taxes on BC App, waive 1040 & W2s If wages on 1040 zero or blank, waive W2s If wages on 1040 zero or blank, waive W2s

39. Technology/Workflow Highlights Technology/Workflow Highlights

40. Case Progression Rules Logical rules that outline the steps a case follows start to finish based on various criteria met can include: Logical rules that outline the steps a case follows start to finish based on various criteria met can include: Documents Reviewed Documents Reviewed Profile/FAFSA Validation Profile/FAFSA Validation Non-attendance or ineligibility (Closed) Non-attendance or ineligibility (Closed)

41. Workflow Highlights Processing flow - Document-to-do Processing flow - Document-to-do Service/Inquiry Service/Inquiry Self Service/ Web Access Self Service/ Web Access

42. Workflow Highlights

43. Processing Workflow Staff scans pool of unassigned doc images (Doc To Do List) Staff scans pool of unassigned doc images (Doc To Do List) Missing info (name/SSN) researched Missing info (name/SSN) researched Parent/Non Custodial information added Parent/Non Custodial information added Miscellaneous Documents reviewed Miscellaneous Documents reviewed Ability to move to a “hold” file Ability to move to a “hold” file

44. FolderWave Doc To Do

45. Workflow Highlights

46. FolderWave Service Screen

48. FolderWave Service Screen – Doc-to-do Update

49. Workflow Highlights

50. Student Web Access

51. Student Web Access – Admin Student Web Access – Admin

53. Contact Information Bernie Pekala Bernie Pekala 617-552-3326 617-552-3326 pekala@bc.edu pekala@bc.edu Folderwave Folderwave Bob Burke Bob Burke bob@folderwave.com bob@folderwave.com