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Enrollment & Testing


Process Capture

Home Solutions Enrollment & Testing

Get High Marks by Automating Enrolment & Assessment Testing

LiquidOffice, BPM, ECM, Enrollment, Test Scoring

Educational institutions today have more administrative work and putting a squeeze on resources due to increasing student number, applications and  compliance requirements. Pressure due to tight operating budgets, increased government regulation, increased  demand for financial aid, and shrinking government funds, and at the same time, an increasing number of students are applying for admission and financial aid.

“The students and their parents expect a rapid feedback on applications, convenient submittal processes and an accurate recording of information.”

Admissions, Financial aid, Transcripts, Test Scores/Assessment and Billing departments have a tremendous amount of information coursing through their offices, and often have very strict time frames in which all these documents must be processed. The time and labour intensive process of handling paper-based operations results in limited accountability and process bottleneck. Without an efficient, automated solution in place, the task of processing this information can lead to excessive costs and lengthy response times.

You can effectively and efficiently meet this increased demand with document capture and document process automation. By automating manually intensive processes, educational institutions can be more productive with fewer resources. The ability to bring information online enables these organizations to serve their students and faculty faster with more accurate, up-to-date information.

Read the LiquidOffice Datasheet
Read the TeleForm Datasheet
Read the MaxxVault Datasheet
  • Admission Process
  • Manage Admin Processes
  • Automate Test Scores / Assessment
  • Controlling Paper
  • eForms
  • ConTest: Exam Processing

Admission Process

Student Enrollment Automation, Admission AutomationApplications forms represent a challenging business processes within higher education. The application process must be available to all students, both in electronic and paper form, and each application must be reviewed to ensure receipt of all  required  documents.  Frequently, the submitted applications are incomplete and require that students be contacted for more information. Each application marks the start of a new student record at the educational institution to which the student has applied. During the life cycle of this record, various departments, including registrar, financial aid, academic advisement, athletics, honors programs, and alumni relations may require access to it and may add new files. And this record can include a variety of documents in addition to the application, such as transcripts, exam scores, letters of recommendation, student records, tax forms, financial aid requests, and other supplemental materials.

Imagine being in charge of a university admissions office. You receive 10 or 20 large bags of paper mail containing applications, transcripts and  other documentation from thousands of applicants—and you must organize and evaluate that vast volume in less than two months.  How does an institution manage these important files? How can they be made accessible to other departments without being lost or misplaced? What can an organization or department do to address concerns associated with the storage and retention of paper?

Implementing content capture and business process management with TeleForm and LiquidOffice to enable education institutions to effectively and efficiently streamline the handling of admissions and other forms.  Together they can integrate paper scanning, electronic forms and to automated your custom process while exporting the resulting data to document management. As a result, there’s no more missing or misfiled folders, no wasted labour and no piles of folders to manage.  The digital assets of the institute can be automatically routed, approved and tracked.

By converting all student applications into electronic files, educational institutions can create a digital student record of each file and archive all the digital assets into MaxxVault Document Management System that stores electronic files and makes them accessible to multiple departments and individuals who are authorized to access the information, and helps staff to manage the various documents effectively. In addition to reducing approval cycles, digital student records are instantly accessible by other departments, which reduces costs and potential errors resulting from the manual filing and routing of student files. MaxxVault Document Management System allows your organization to store all of your documents and related information in a single, central electronic storage repository. It allows departments and organizations to become truly paperless. Original paper documents can be imaged and added to the repository, verified for accuracy and readability, and indexed for easy retrieval. Email, faxes, reports, transcripts and other electronic documents can be processed directly into the same system and all related documents grouped together to create a total electronic student file to simplify retrieval, communication and processing.

Manage Admin Processes

Enrollment and Testing AutomationMany large public school systems have the challenging task of managing, maintaining and providing for large groups of teachers, administrators and students. By converting paper forms to electronic versions, schools are able to realize substantial savings by eliminating the cost of printing, distributing and shipping paper forms. The electronic submission of the form not only speeds up the approval, but also allows the individual and other affected departments, such as the finance department, to track where the form is in the approval process. By having access to this information, the person submitting the form can immediately know when the action will be taken, and the finance department can make better budget projections based on the number and monetary value of forms currently being approved across the organization.  Both TeleForm and LiquidOffice are ideal to automate the capture of these documents and serving up the captured data automatically to MaxxVault for retrieval and further processing.
Easily incorporated into existing processes, TeleForm and LiquidOffice services provides the only solution that accommodates both paper and electronic forms and documents. TeleForm content capture enables educational institutions and districts to quickly and easily capture and convert paper-based processes into digital data that can be used departmentally or throughout the organization. While LiquidOffice eForms, business process management technology enables online processing of documents, forms and attachments enabling maximum efficiency in document processing.
By converting administrative files and documents into electronic files and digital records, all of these digital assets can be automatically archived into a MaxxVault Document Management System which acts as central repository of all your digital assets that stores electronic files and makes them accessible to multiple departments and individuals who are authorized to access the information, and helps staff to manage the various documents effectively. In addition to reducing approval cycles, digital student records are instantly accessible by other departments, which reduces costs and potential errors resulting from the manual filing and routing of student files. MaxxVault Document Management System enables organizations to store all of your documents and related information in a single, central electronic storage repository. It allows departments and organizations to become truly paperless. Original paper documents can be imaged and added to the repository, verified for accuracy and readability, and indexed for easy retrieval. Data in your student information system can be integrated with the MaxxVault Document Management System enables indexing with less data entry and to ensure data integrity. Email, faxes, reports, transcripts and other electronic documents can be processed directly into the same system and all related documents grouped together to create a total electronic student file to simplify retrieval, communication and processing.

Automate Test Scores / Assessment

Scoring and assessments ,Scoring and assessments are critical to any educational institution. Automated scoring provides fast, accurate results that can can be posted for student feedback as well as for reporting to governmental organizations. Most of the educational institute today still manually enter test and survey data at substantial cost and error rates.  Use TeleForm to capture the test scores automatically and release the data directly into your document management or database system to deliver better service with fewer resources.
The Test Score and Assessment digital record assets will be automatically archived in MaxxVault Document Management System to centrally house the data store and make them accessible to authorized users. In addition to reducing approval cycles, digital student records of marks sheets, transcripts and report cards are instantly accessible by other departments, which reduces costs and potential errors resulting from the manual filing and routing of student files.

Controlling Paper

Document process automation, Application and EnrollmentMost educational institutions need to gain control over the massive influx of paper forms and documents that can overwhelm and impede the productivity of the organization, increase costs and raise error rates. TeleForm can play a major role in efficiently managing the increased volume and complexity of business processes. TeleForm enables institutions to quickly and easily capture and convert paper-based processes into digital data that can be used departmentally or throughout the organization.
TeleForm content capture solution can achieve these benefits:
  • Dramatically reduce operating costs associated with manual data entry
  • Increase operating efficiency
  • Serve as an on-ramp for Web-based LiquidOffice and document management system
  • Up to 90% reduction in manual data entry costs
  • Up to 500% improvement in processing time
  • Increased staff productivity
  • Lower labor costs from decreased staffing requirements
  • Reduced financial risk from regulatory infractions with improved accountability
  • Increased data quality with automatic data cleansing and validation
  • Accelerated delivery of data and documents to back-end systems
  • Improved service levels with immediate access to data and faster response times
  • Better return on investment in current systems through easy integration with existing applications and database

eForms

BPM, eForms for educationA large educational institute has hundreds of forms for their organizational processes, including student applications, financial aid forms, time sheets, HR forms, time-off requests, grant application and other forms exist in different formats, some on paper, some electronic. It is difficult for students and employees to find the right form, and once found they need different applications to open and fill out the forms. To process the forms, students and employees print and submit them via expensive overnight mail. The overall process is time consuming, inefficient, expensive and error prone. Plus, there is no way to track progress in real time.

By using LiquidOffice you can design eforms, decide where they’re going to be presented in the system and decide who has access to them. Students access forms via the Web, and employees fill out and submit the forms from their desktop and track the sign-off process in real time. The organization saves millions of dollars annually on the cost of printing, mailing and maintaining paper forms. LiquidOffice is a powerful Web-based business process management solution for creating, deploying and automatically managing the routing, tracking and approval processes for electronic forms. LiquidOffice is simply the fastest way for organizations to put all of their corporate forms online to automate the critical processes they drive. LiquidOffice manages every aspect of a form’s life-cycle within your organization, right from the creation, deployment, approval and tracking.

As a full-featured BPM solution, LiquidOffice offers educational institutions substantial ROI opportunities by reducing costs, increasing productivity and eliminating errors. Using LiquidOffice, organizations have achieved a 75 percent reduction in the costs associated with shipping, paper, supplies and storage. LiquidOfficeoffers the following features and benefits:
  • Automated collection and processing of paper and digital forms facilitate a faster and more accurate response to student and faculty request
  • Rapid deployment for eForms through an intuitive point-and-click designer tool, making it easy to convert existing forms and create new forms, add intelligence and publish
  • Advanced support for tracking, routing and electronically signing online forms
  • A central repository offers easy and secure access to all corporate forms
  • LiquidOffice integrates with TeleForm to incorporate paper document capture with eforms and offers a connector to the MaxxVault document management system for secure archival, retrieval, collaboration and disposal.

ConTest: Exam Processing

ConTest is a modern and scalable exam processing, analysis and quality management solution, with a key focus on the optimization and overall monitoring of quality assurance of the exam process.  Based on ‘best practices’ and market demands, ConTest represents a new concept to streamline this process and made it future proof.  Quick availability of final grades, more transparency, easy report creation and support for internal and external quality assurance processes are just some of the key benefits of ConTest.  To support this, ConTest facilitates all 5 stages of exam / test processing and it works with TeleForm.

  1. Exam Preparation
  2. Distribution
  3. Data Collection
  4. Reporting
  5. Revision

Contact Jazz for details on how ConTest might be a fit for your school, you can reach him at jazz@connectis.ca or 905.695.2200 x1006

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  • Connectis Group
  • 600 Bowes Rd. Unit 32,
    Concord, ON,
    Canada L4K 4A3
  • 905.695.2200 x1 or 888.707.8221
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  • It took a while to find a company that could really implement our document automation needs. We hooked up with Connectis, they’re specialists and took the time to understand our requirements on the first call and put together a license and services package that did the job.  I will definitely seek out their advice when I need them again.

    M.K. National Bank of Cda
    Project Manager
  • Now that TeleForm and LiquidOffice are working together, we’ve been able to transform our traditional paper intensive capture process to an automated electronic one.  Key information is automatically read from paper and electronic forms faster and more accurately than we could before, reducing cycle times by as much as 75%.  We’re pleased with Connectis’ implementation and support services and the software’s performance and scalability.

    A.G. Ottawa Heart Research Institute
    IT Administrator
  • Thanks to you & your team for the great & professional support extended during the RightFax Fax over IP project & MFP integration with RightFax. It’s a pleasure to work with a firm which not only understands & manages our requests, but also adds value through knowledge & experience.  I must say it’s nice to deal with a company that has such friendly support.

    G.G. Spicers Cda
    RightFax Administrator
  • Connectis implemented a solution that automated the processing of delivery notices and invoicing.  We reduced data entry labor and saved lots of admin time, which we are now able to divert to more productive tasks and have substantial cash flow benefits.  The Proof of Delivery automation reduced the number of staff needed, saved us lots of admin time and reduced our risk exposure.

    D.D. Parmalat Dairies
    National Manager Route Accounting

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      • Document Capture Software
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      • Virtualized Fax & FoIP
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      • Cloud Solutions
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      • Patient Onboarding
      • Employee Onboarding & Time Sheets
      • Loan Onboarding & Applications
      • License, Tax & Registration Forms Processing
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      • Work Orders & Requisition Processing
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