Brainware for Transcripts

Manually processing and transcribing student transcripts is time consuming and error-prone, creating delays and issues for student records requests. Brainware by Hyland is a powerful intelligent data capture and advanced OCR product that now includes a pre-packaged solution specifically for transcripts that automatically extracts important student and course data.

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Welcome to Webinar Wednesdays and thank you for joining our Brainwave for Transcripts webinar today. My name is Pitts. Today we’ll be talking about Brainware Intelligent Capture and what that looks like for a transcript solution.

A few housekeeping items, this webinar will be recorded and posted online to our website. The slide deck will be sent out to everyone who’s joined today and that will also be available online on the website as well.

There’s a moderator standing by to take your questions as we go through this webinar. So feel free to add them into the GoToWebinar interface and he’ll interrupt us and when it’s appropriate or we’ll just wait to the very end to have a Q&A; session together.

As I mentioned, this is part of Webinar Wednesdays here at RPI. We do this the first Wednesday of every month this is the last webinar for today. Next month in September we have a webinar around 7.2.3, so that’s the latest image now release. We’ll be going over some of the new features, talking through the learn read updates.

That’s one of the big significant things with this release. That’s at 11:00 on the 5th and then also on the 5th we’ll be doing an overview with Yoga Link, which is kind of our new Chrome extension that’s going to allow you to link documents straight out of the Chrome browser, so integrating with your app plans out of Google Chrome. Again, that’s at 1:00 as well. So next month.

As I said, my name is Pitts. I’m a senior solutions architect here at RPI, been working around this Perceptive Content platform for about six years now. So, a lot of ImageNow Brainware Hyland products. I have a lot of experience within the healthcare higher ed and then the AP solutions as well, and I love my dog Tofu.

Jim Fall:
Good afternoon, my name is Jim Fall and I’m a higher ed specialist here at RPI Consultants and have been working with a lot of colleges and universities throughout the US and Canada, and look forward to talking to you more about it.

Today’s agenda, and we’re going to talk about several different topics. One and we’ll give you a quick overview of RPI Consultants, set the stage with transcript processing where it is today with most colleges and universities. Then Pitts will do a deep dive down into the Brainware for Transcripts technology. Then we’ll hop into a detailed Brainware where demonstration.

Then summarize things with a client case study and a summary of features benefits and questions and answers.

Perfect. So a little bit about RPI Consultants. We’re a professional services organization with almost 20 years of experience now. Kind of working with ERPs ECMs. We’re made up of about 80 full-time consultants based out of Baltimore, Tampa and here we’re in Kansas City Missouri, we offer technical, strategy and architecture services.

So everything from your upgrades – installation, solution health checks, and even iScript developments. We can do all of that around the ECM platforms and more. So, we do a lot of that around perceptive content OnBase, Brainware, Kofax and of course the Infor products as well.

Jim Fall:
A little bit more about RPI Consultants. Our business is built around some key technology partnerships on the ERP side, Oracle, PeopleSoft, and Infor and with the ECM platforms. Hyland is a key partner for us and the developers of the Brainware for Transcripts products, which we’ll be talking about in more detail.

Give you a little bit of an overview of RPI Consultants and our experience in higher education. We’ve been in every department, every size of college and university throughout the US and Canada, 50-plus colleges and universities.

Whether you’re a small college with 1,600 students or a large Big 10 or PAC 12 university, we have solutions built for you. Today we’re going to dive down into the transcript processing solutions and with Brainware for Transcript product.

A little bit about transcript processing. Today in most colleges and universities it’s a manual process with time consuming data entry, a lot of multi-handling of transcripts from one department to the next. But it’s a critical step in the admissions process and how quickly you can process transcripts can determine how soon that you can bring the student that you want into your university.

Today, less than 40% of colleges and universities have some form of automated electronic transcript processing solution in place today. So, most people are just manually doing data entry, manually moving transcripts around that get handled multiple times across multiple departments and slows down the process of admitting the students that you want admitted.

Transcripts today, one of the challenges is that they come in a lot of different forms, whether it’s college transcript high school military each organization each university each high school has similar but very different transcript. It’s key to be able to have a solution that can handle any form of transcript in any shape and size.

Yep, and that brings us right into Brainware for Transcripts. So, Brainware for Transcripts is kind of Hyland’s approach to solving all of this manual processing that happens within the admissions department. It’s going to allow you to automate that manual transcript processing by leveraging the OCR technology and intelligently reading and extracting that data off of the transcripts for you.

So data such as course information, credits, grades, even where we’re going to … Brainware for Transcripts allows you to do is to kind of plug into any ECM, it’s ECM agnostic. You can use it as a standalone solution or fully integrated to the SIS or whatever ECM you guys are using at the moment.

Brainwave for transcripts is kind of built on the Brainware platform within a typical Brainware solution. Here on the left, we capture all those transcripts in automatically and then they go into an OCR stage. Within the OCR stage, this is where we get all of the metadata off of the documents itself and then we move it into a classification stage.

Within classification this is where we assign document types. The document types are assigned so that downstream they can follow their own set of rules. The document types were assigned based on that OCR data.

After classification we move into an extraction phase where we do pull that metadata that we get from the OCR step and those into specific keyword sets or whatever indexing metadata that we’re looking for. So this is where we extract all of the line information, all of the courses and the credits that might be a part of the transcript.

After the extraction we go into a validation step. This is kind of the final check. It allows us to validate all the data, whether that’s against SIS or just validating formatting of the data. So, Social Security numbers, date of births, just making sure that those values are exactly what we’re looking for before we move it into a workflow step or a visibility step at the end.

So the idea is it’s based on the Brainware, the typical Brainware solutions but then the transcript solution kind of drops in a pre-configured transcript solution all together within Brainware. So, we have prepackaged transcript templates and whatnot all inside of Brainware already. So it’s kind of it gets you a 90% of the way there and then that last 10% is just customizing it for the needs of the customer.

So as I mentioned kind of the first step after OCR is classification. Jim mentioned there’s all sorts of different transcripts out there. This Brainware for Transcript solution has a lot of that preloaded in there for us. So it kind of drops things into three main buckets here college transcripts, high school transcripts and military transcripts.

For each one there’ll be different sets of rules, so that is very context based so based on that OCR data and it is document agnostic. So the idea is that none of this is template base. We should be able to bring those in. Brainware will drop them into these three buckets for us based on the information on that transcript.

And, of course, if we need to add additional buckets we can do that as well. So something like an international transcript that might not fit those three categories, we can build a fourth one out there and then configure that to what you’re looking for specifically. So kind of after classification we go into the extraction phase.

So this extraction is where we’re going to pull that metadata and store that into index keys or custom properties or whatnot that we’ll need to push that into the ECM. So this is based on the classification so. Specific transcripts are different transcripts will need different information pulled from them. So it’s all contextual based on the document type itself. Again, no templates are really needed. We’re not using anchors, we’re not using zones.

It’s all based on that OCR data. Again, the Brainware for Transcripts pre-loaded solution comes with a lot of these sample subs for you. So you should take you a majority of the way there and everything else is really just customizing it for your needs.

After we do our extraction, we move into a validation set. This allows you to kind of reconcile all the data. What this what this is doing is doing lookups to the SIS or the ERP just to validate that data and I mentioned before, we’re validating a lot of the formatting of that data that comes out just