AOIS Tour: Features

AOIS Tour > Features


The key features include:
	Document Management
	Compliance Management
	Workflow Automation
	Generate Reports


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Document Management

The documents tab of AOIS is an easy-to-use electronic filing tree to store volumes of your organization's documents. Years of information can be stored in this easily-viewed, expandable file structure. From the AOIS documents tab you can view any document within three clicks. It has following elements:

Document Dashboard

Document Dashboard The Documents Dashboard lets staff view documents for a selected school.

Another Web Part displays an index of folders containing imaged documents as well as non-imaged documents (such as Word documents). Built on Microsoft’s standard 'folder-tree' system, users can click on a folder to view its entire contents.

Clicking on a non-imaged document launches the appropriate application and opens the selected document.

Document search Dashboard

Document Search Dashboard The Search Dashboard gives users the ability to search documents by specific text or predefined properties including by keywords or phrases, by charter school, by document name or type, or by school year.

This function makes searching the 500,000 AOIS archived documents say, for a Freedom of Information Act request – a quick and simple as opposed to daunting task. As with the Add Documents and Documents dashboards, basic image-viewer functionality is available: Documents can be enlarged, reduced, rotated, and printed.

Moreover, they can be attached to email messages or downloaded to a user’s hard drive.

Compliance Management

AOIS shows the school's current and historical compliance based on a pre-determined events calendar or a master calendar of reporting requirements. AOIS provides an at-a-glance view of an organizations compliance status. It has following elements:

Home Dashboard

The Home Dashboard is the main location where users automatically can see – via the
stoplight feature – whether or not a school is in compliance. The Charter School Selector Web Part provides a listing of all charter schools. Attached
to each charter school is the main phone number for that school as well as the stoplight feature, also known as a status indicator. This Web Part enables users to click on column headers to sort schools:

By green light (those in compliance)
By yellow light (those with one to two unresolved compliance problems)
By red light (those with three or more compliance problems)
Alphabetically

Charter School Dashboard

The Charter School Dashboard provides easy access to all information about your school. Users can access the stoplight function Web Part to quickly peruse compliance issues.
	Additionally, users can access a Web Part that shows a school’s compliance history for current and past school years – including documents’ due dates, and whether or not they were received on time and were accurate and complete. A green check indicates if a particular document was received on time and a red 'x' indicates if it was not received or was late. Users can click to open specific documents in this Web Part.

Users can create a note regarding a particular charter school (such as details of a phone conversation), as well as view notes created by other users; however, they cannot edit others’ notes. In some cases, only authorized users can read certain notes. Users can access basic contact information, such as a school’s mailing address, phone number, driving directions, and a photo of the school.

Finally, users can access compliance problems for their specific charter schools. Problems are separated into 'active' and 'resolved' categories.

Workflow Automation

Work Flow Diagram The Workflow Instructions section of AOIS facilitates the flow of documents in AOIS by automatically moving electronically processed documents to the next applicable user.

For example, when a document has been added to a directory, AOIS sends an email to applicable staff that a new document has arrived and is available to be viewed. If a document is the basis for initiating a compliance process, AOIS will send the appropriate staff member instructions essentially, a “best-practices” check sheet via an email message. These instructions show the staff member exactly how to process the document according to your standards, including determining if the document is on time, accurate, and complete. If the user clicks to accept the document, AOIS automatically records who accepted the document as well as the date and time of acceptance.

Built-in 'date ticklers' prompt applicable staff to take action on particular documents and keep the process moving to the next staff member. All documents are managed by Microsoft’s SharePoint portal server, which ensures that only one user at a time makes changes to a document.

Generate Reports

The Reports Dashboard helps track school performance and academic achievement by generating such reports as school mission statements, progress-against-goals reports, total school enrollment reports, and school facilities updates. In all, there are approximately 50 different reports that cover many of the standard reporting functions required by staff. This dashboard also lists unresolved issues for schools not currently in compliance. Additionally, from this dashboard, users can initiate mass e-mailings, such as notices to charter schools reminding them that a particular document is due.