Digital Imaging Project

Digital Imaging Team Process, Recommendations & Status

Patrick Thomas, Director Of Administrative TechnologyJohn Duff, Director of Enrollment and Student Records

Project Start

• Team formed

• Reviewed Products

• Discussed Objectives

• Prepared RFP

• Evaluated RFP

• Recommendations and Implementation

Product Review

• Investigated Possible Products

• Attended demonstrations of Matrix Imaging and SunGard Banner Xtender Solutions

• Attended conference call with Johnson County Community College – Xtender user

Objectives

• Developed basic understanding of Project• Documents Analysis

– Student Financial Services– Student Records and Admissions

• Reviewed document process flows in both areas• Developed conceptual framework for NSCC• Integrate Workflow into Project

– Workflow provides mechanisms to enhance communication, assist with automation and monitor bottlenecks in processes

Prepared RFP

• Prepared an RFP that kept NSCC needs and objectives in mind.

• Published RFP in May

• Deadline for Submittal was June, 2004

Evaluated RFP

• Received two submissions• Developed evaluation matrix• Made calls to references• Team unanimously selected SCT Banner

Xtender Solution– Lower cost– Banner Integration standard– Workflow could be extended throughout

enterprise– Long term maintenance minimized

Recommendations

• Team felt strongly that SCT Workflow would enhance success of Imaging Project

• Recommended that Workflow be started earlier than initially planned

• Recommended that Implementation begin with Student Financial Services and then continue with Student Records and Admissions

• Believes that college may want to consider add-on ICR (Intelligent Character Recognition) software at future point

Architecture

Implementation

• Implementation planned for Feb-Mar 2005

• Live date for Student Financial Services – March 2005

• Live date for Student Records and Admissions – April 2005

• Documentation developed by Sept. 2005

• Pilot evaluation – September 2005

Results

• Financial Aid and Student Accounts have indexed more than 20354 documents, many of which are multiple pages

• Enrollment and Student Records have indexed more than 23562 documents, again many are multi-paged

• More than 30 staff use imaging regularly

Hardware

• SAN Expansion $16,600• Servers BXS/BXW $17,600• 2 Departmental Scanners $13,800• 1 Small Scanner $1,300• 3 Workstations for Scanners• Dual Monitor Setup for Intensive Viewers

@$500 per Station• Total Hardware Costs approximately

$60,000

Hardware Configurations

Intensive User Departmental Scanner

Imaging Project

• Demonstration

User Perspective

• Functional user perspective (20 minutes)– Initial thoughts– Hurdles– Pros and cons – ICR is next step

Lessons Learned

• Change in process created institutional transformation faster than expected

• May have purchased higher end scanners than required

• Standardizing forms has been a challenge

What’s Next

• Automated indexing

• Incorporation of workflow

• Incorporation of other departments:– Disabilities– Finance – Advising

Imaging Project

• Questions?