Avrio Corporation has developed many useful ECM solutions for Higher Education.   Admissions and Records Offices benefit from Avrio’s capture, data processing and workflow solutions that can be used to automate paper form, student record, transcript data and special admissions data processing. Additionally, Financial Aid departments benefit from solutions that automate financial aid and scholarship application processing as well as both financial aid and scholarship award management.

Admissions and Records Departments process numerous forms, including major/minor declarations, curriculum substitutions, course/term withdrawals, leaves, international student tracking, time conflicts and student course permits.  These forms are initially filled out by students, and manually distributed to departments for timely processing and approvals.  Paper forms present a number of challenges to the Admissions and Records Departments.  Forms are often illegible, incomplete, misfiled and not submitted or processed in a timely manner. 

Avrio Corporation’s ECM solution uses electronic forms, BPM and ECM solutions to ensure that the right form is applied to the right process, and that all forms are processed quickly and accurately.  Electronic forms replace illegible handwriting found on paper forms with typed text, and configurable validation rules ensure that all required information is obtained from students.  Avrio also uses email notifications to ensure that recipients receive forms in a timely manner and to automatically escalate tasks to the appropriate resources when they are not processed by responsible teams.  Once Admissions teams complete their designated process, work is automatically routed to the next participant in the workflow process, eliminating lag time and loss of information inherent to the movement of paper documents.  To ensure authentication of form processing, Avrio utilizes eSignatures that ensure authorized users perform specific functions.  eForms and content management tools automatically index and store data in a secure repository for future reference.

Folders are created when students apply for admission, and paper records are continually added to them during the student’s academic career.  Multiple departments often need to access these folders to either retrieve information or add new content, which presents a number of challenges.  Examples include the fact that multiple departments can’t access paper folders simultaneously, folders can be misplaced and paper documents misfiled, access to sensitive information is available to anyone who accesses the folder, and archiving folders can be a tremendous manual effort. 

Avrio’s ECM solutions create electronic student record files that can be simultaneous accessed by authorized department users.  The system allows paper forms to be converted to electronic forms, which automate the capture and storage process throughout the department.  Additionally, security authorization levels can be set to prevent unauthorized access to sensitive information.   Finally, data is automatically archived for future reference.

Another higher education challenge involves transcript data capture.  The process of collecting class descriptions, credits and grades from each transcript and entering this information into Student Information Systems can be tedious, error-prone and time consuming.

Avrio uses advance capture solutions to allow transcript data to be automatically extracted and inputted into the organization’s Student Information System, saving costs and minimizing errors. This cutting edge technology eliminates the requirement  to manually create Zonal Optical Character Recognition templates for each separate organization (e.g., High School, Community College, etc.), and therefore can be applied to all transcripts received. Once entered, the documents are automatically archived in the content management repository.

Specialized admissions’ processing for graduate students, athletes and international students generally requires a more hands-on approach than standard admissions processing.  Specialized admissions processing involves participation from departments that are not part of the standard admissions team, such as coaches, athletic directors and designate admissions directors.  Additionally, documents that are used in special admissions processing are not used in standard admissions processing.  This presents a challenge in that standard practices not always followed, required participants are not aware of processes that ensure timely processing and documents that must be manually filed are difficult to receive.

Avrio automates specialized admissions processes by ensuring that special admissions groups are able to adhere to standard admissions best practices.  Participants receive email notifications with links to processing assignments. Automated escalation processing is applied when assignments are not completed in a timely manner.  Once a participant completes their assignment, work is automatically routed to the next participant, eliminating the lag time and loss of information inherent in the movement of paper documents.  Avrio also leverages content management and electronic document images to ensure that admission work items can be sent to multiple approval users simultaneously to facilitate the process.

Admissions and Records teams are responsible for setting and enforcing policies and procedures, which are often created on non-structured media (emails, word documents, etc) that is difficult to access.

Avrio’s ECM solution performs full text capture and retrieval to assist A&R departments in locating all content related to a specific topic.  Electronic documents can also be versioned and then stored in the content repository.   As polices and procedures change over time, the content management system tracks versions with associated dates and authors for easy retrieval.

Avrio provided key management and technical assistance to the California State University at Fullerton in their effort to develop a thin-client FileNet eForms and eProcess products, integrating FileNet Image Services, Content Services, and Report Manager with Cal State's legacy systems and Oracle Data Warehouse. See Full Success Story