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| Universidad CES |
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CES University implemented DocuWare in order to improve the registration and admissions process, bring it online via their website, and to develop a better standard of customer service
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| Pays: |
Colombia |
| Secteurs: |
Education |
| Applications: |
Service Clients, Gestion des archives
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Having a high level of national and international recognition, CES University’s academic focus includes medicine, dentistry, biology, veterinary medicine and zoology, as well as law. It also offers postgraduate courses such as clinical medicine and clinical dentistry, including master's degrees and doctorates. Since the second semester of 2008, applicants have been able to enroll via the university's website. The university's main campus is in Medellín, Colombia, where all of its academic services are based. Branch campuses are located in Sabaneta, Envigado, Girardota and in other parts of the country.
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| Exigences et contexte de mise en œuvre |
Documents
For each student enrollment, the system generates a form. Documents like reports, ICFES certificates (entrance exam, etc), qualifications and so on are attached. These documents then become part of the student's record or résumé. They are stored at the university and are active while the student remains at the institution and become inactive or withdrawn once they have graduated or leave the institution.
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Work Process
Before DocuWare was installed, applicants wishing to register and enroll for classes stood in line for hours at the campus Admissions and Registrations office. Two staff members spent an average of six hours a day registering students. With this constraint, new applicants often had disappointingly, long wait times.
The documents submitted by each applicant were stored in physical folders and sent to the assigned staff interviewer as the final step to enrollment. Following the interview, they were stored at the Admissions and Registrations office. As an applicant becomes a student, additional documents were generated and added to their folder increasing the University’s liability due to physical manipulation, alterations, lost documents or unauthorized access. Eventually all documents were sent to the Centro de Administración Documental or document administration center responsible for record keeping.
Solution Requirements
The university was allowing students to enroll via its website but had difficulty managing the different documents since it had no control over their method of capture, quality or size. It needed a solution that would simplify the process, allow for the different document types and could be easily integrated into its website.
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| Solution |
SUMMAN, the document management integrator working with Authorized DocuWare Partner, Microfilmaciones de Colombia S.A., offered a solution for the Admissions and Registrations office using DocuWare, integrated document management software.
With their new system, as soon as a student registers on the website, DocuWare takes control of the data establishing the student record. The applicant can then go to the University to submit the necessary documents, which are scanned using a Fujitsu Fi6140 scanner and immediately returned to the student. By filling in a single index field in DocuWare, these scanned images are linked and associated with the student’s record.
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The electronic student record can be accessed for review immediately, depending on the profiles/rights defined by the DocuWare administrator, without any physical manipulation of the documents. By means of an electronic document workflow, the student records are then sent to the assigned interviewer. He or she conducts the interview using the Admissions and Registrations application and can view the applicant's documents via a link to DocuWare. Afterwards, the student record is sent to the assigned faculty and a certificate is issued that is printed directly to DocuWare. This is then automatically attached to the résumé and sent to the Admissions and Registrations office for payment of fees.
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| Détail des avantages |
User Benefits
Admissions and Registrations staff can now deal with applicants and students more efficiently, making the best possible use of their time. With shorter lines to wait on, everyone’s attitudes have improved. DocuWare’s user friendly interface has contributed to rapid acceptance of the new electronic document management process.
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Department Benefits
With electronic student records, required documents, regardless of document type, can easily be gathered and securely stored. Returning originals immediately solves a major paper storage problem and frees up time and money that had been previously spent handling paper files. Through the new streamlined process, collection of enrollment fees is also better controlled.
Corporate Benefits
The most important benefit provided to CES by DocuWare is the ability to influence the quality of the registration and enrollment process by reducing the time required from hours to minutes. In addition, it provides secure information handling, improved customer service and optimizes staffing resources.
Without a doubt, DocuWare shares and promotes the mission of CES as a university. Aside from educating honest, liberated, autonomous, ethical, scientific and highly competent students, CES also administers their information. DocuWare is the tool that allows it to go a step further, offering an innovative and efficient service, satisfying the expectations of its students and guaranteeing that the promised services are provided.
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| Témoignages clients |
Beatriz Helena Guzmán Arismendy,
Director of Admissions and Registrations at CES:
"Given the amount of advanced technology available, it seemed ridiculous to have to spend so much time enrolling applicants, knowing that the enrollment process could be improved if only we could find the right tool. Now, with the help of DocuWare, we are able to make good use of our human resources and spend less time on manual work. In addition, we can also make the appropriate checks on enrollments and efficiently provide applicants with suitable advice. We have taken an important step forward that is in accordance with the principles and philosophy of the university. I believe that the implementation of the DocuWare document management system has been the right decision."
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| Objectifs |
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Reduce student enrollment time to minutes |
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Manage and monitor the enrollment process including payment of fees |
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Immediately return original documents to students |
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Eliminate physical storage of paper documents |
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| Avantages |
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Streamlined processes enable better customer service |
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Efficient document control and management allows for quicker fee collection |
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Secure document storage |
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Electronic documents eliminate paper handling fees and frees up human resources |
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