Blog Archive - Registration Gateway

Pleasant Valley School District (PA) Registers Students and Onboards Employees with Registration Gateway and Human Resources Gateway from SRC Solutions, Inc.

Simplifying processes throughout Pleasant Valley School District is a goal well on its way to being achieved.

Pleasant Valley School District (PVSD) in Monroe County, PA, is comprised of 4 schools that cater to about 4,822 students. PVSD has partnered with SRC Solutions to improve efficiency in the student registration and HR onboarding processes. Registration Gateway and Human Resources Gateway have been a breath of fresh air to two outdated and manual processes.

As Superintendent of PVSD, one of Carole Geary’s primary responsibilities is as the liaison between the School Board and the faculty while exemplifying that the students and their families’ wellbeing are district’s highest priority. School districts have goals and PVSD is no different. SRC Solutions is excited to be a part of a process of exceeding district goals. From improving student performance by identifying opportunities for early intervention during the registration process or constantly collecting and disseminating accurate contact information for improved family communication, Registration Gateway solves district challenges.

With the amount of information that has to be collected for student registration, automation is becoming a necessity and that was the case for PVSD. Utilizing Registration Gateway, PVSD was able to turn the first, time consuming step of this procedure, parent data entry and collection, into an automated, auto-corrected, time-saving process. With the aforementioned step simplified, registrars at PVSD simply review and approve the student registration which then triggers immediate and automated data flow into PVSD’s SunGard eSchoolPLUS Student Information System.

“All parents must register with Online Enrollment. The parents either complete the registration information online before arriving at the registration office or they complete this part of the process at a work station located in the registration office prior to seeing the registration secretary. This also allows us to serve more people on a given day making the process more timely for staff and convenient for parents.”

-Carole Geary, Superintendent of Pleasant Valley School District

Patrick Maher, CEO and founder of SRC, has personally seen to the implementation and management of PVSD’s online solutions. He had this to say. “SRC Solutions is not a company that disappears from the scene once the product has been purchased and installed; technical support is there for each of our customers for the entire duration of the relationship. PVSD is a perfect example of an organization that sees the value of working with a partner like SRC that can provide solutions to increase efficiency in many areas of the district.”

“The tech support is one of the best things about Registration Gateway.” Along with the tech support, Geary’s believes that the saving of time for both parents and staff and the guarantee that all entered student data is clean, complete, and automatically organized are what sets SRC Solution’s Registration Gateway apart from other registration software.

Above and beyond student registration, SRC Solutions’ Human Resources Gateway has improved the process of human resource management for Pleasant Valley School District, in a way very similar to that of the student registration process. HR Gateway by SRC Solutions is a paperless, configurable, web-based portal that streamlines the intake of data as well as the retention and distribution of documents related to onboarding new employees. By collecting and storing employee information digitally, HR Gateway creates a streamlined office environment where storage, file access and security problems are things of the past.

About SRC Solutions, Inc.
SRC Solutions’ flagship product Registration Gateway has had a long and successful partnership with K12 school districts. Being a technology leader is nothing new to SRC Solutions. Going all the way back to 2008, Registration Gateway was one of the first Online Enrollment solutions to offer real-time data integration to Student Information Systems.

How Electronic Cumulative Folders can Save a School District Thousands of Dollars a Year

A paperless solution is the singular answer to a myriad of paper-based problems. 

With an average cost of $0.02 per sheet of paper, it’s a common misconception that the paper route is the cheapest way to run an office. For some offices with very low paper needs, this may be true, but for offices that have to keep an excessive amount of paper on file, more than just the cost of paper has to be taken into account. That $0.02 adds up so quickly, that the original price of the single piece of paper isn’t nearly as shocking as the end result. For example, if a public school district has 5,000 students (as at least 701 American school districts do), and each student has 20 pieces of paper in their file, the total cost of paper in those files is $2,000. Now let’s say the school secretary has to make two copies of each piece of paper in every student’s file: one for their teacher and one to send home to their parents. The total cost is now $6,000 in just paper. And where are those files kept? Manila folders, which cost on average $10 per box of 100. So let’s calculate the cost for 2 folders per student (since the school nurse, the teachers, and the school nurse probably all need folders as well) – $1,000.

While this example uses basic math to prove a point – the actual research, done by Mandy Haggith, an environmental activist with a specialty in tree preservation, states that the average U.S. office worker uses 10,000 pieces of paper a year. So let’s go back to the basic math, and say that this public school with 5,000 students has 20 administrators, 227  teachers (which would serve 22 students per classroom), and 5 secretaries, and 2 nurses, and they each only use 1,000 pieces of paper a year. The total cost of paper usage for one year, based on Haggith’s research, would be $5,800, and keep in mind that this example touts a relatively small school district and a small number of employees. 

The price of paper includes a lot more than just the cost of the reams.  Let’s not forget about refill printing supplies, acquiring and accommodating filing cabinets, folders, extra storage space at a warehouse for old files, and of course, paying for the labor involved with making copies, filing, locating misplaced files, and re-creating lost documents. The cost of toner alone for a laser-jet printer is around $75 a cartridge, which will print around 2,000 pages – meaning for the example at hand an office would need to spend at least $9,525 a year on just the toner for the staff’s printing needs (254 employees). Let’s hope those printers don’t break down and cost more money in repairs.

Storage is a much heftier expense. A five drawer filing cabinet of fine quality can cost an office around $500.  “The average filing cabinet uses 15.7 square feet, and the current U.S. average cost of office space is $15–$20 per square foot, so you’re paying roughly $236–$314 per filing cabinet solely for the real estate it consumes. Current estimates show that 50–70% of space in an office is still dedicated to filing and storage of documentation,” (McCorry, 2009). Studies also show that over 45% of the files in those cabinets are duplicated information, and 80% is never accessed again. These files are simply detained in case of legal liability and compliance. And when those files are needed in order to respond to a lawsuit or to adhere to a FERPA situation (for a school district), often the searcher finds that the necessary documents have been misplaced or misfiled. A study conducted by Deloitte & Touche found that U.S. managers spent an average of three hours a week looking for paper that had been misfiled, mislabeled, or lost. IDC Research estimated that the typical enterprise with 1,000 workers wasted $2.5 to $3.5 million per year searching for information and re-creating lost documents. The point we’ve been getting at is that not only are these exorbitant storage costs easily erased, so are the mistakes and mishaps that come along with paper files. The redundant amount of copies upon copies that are printed for records and distribution can exist safely and accessibly in a single place within paperless filing software – like Electronic Cumulative Folders.

This math in this graphic comes from an example student count of 5,000 students.

A paperless solution is the singular answer to a myriad of paper-based problems. Online filing systems, like Central Records Gateway from SRC Solutions, Inc., equipped with Electronic Cumulative Folders s eliminates the issues mentioned, and many more for the price of $3.00 per student, employee, or case folder. Let’s go back to our first example, the small school with 5,000 students. Suddenly the cost of paper, copies, printer needs, storage space, and staff labor comes to a mere $15,000, total by replacing all the supplies and manual labor associated with a paper-based system with an automated digital filing system. Our sample school here would have saved $12,076 by paying the cost of Central Records Gateway instead. The ROI keeps on rising when you realize that the paper, folders, and staff time ($12,800) would be saved each and every year after the implementation of Electronic Cumulative Folders. Eliminate the cost of paper files, the cost of copying paper to distribute within the office and to parents or clients, eliminate the time and effort it takes staff to file documents and then dig them back up, eliminate the frequency that the office must repair printers and replace their toner and ink, and eliminate the cost of storage space inside and outside the office with Electronic Cumulative Folders. This solution can be utilized by more than just school offices, it can also serve the needs of any HR department, law office, and other types of business offices. Schedule a demonstration today by emailing sales@src-solutions.com.

Registration Gateway