North Dakota State Board of Higher Education
Building a Cost-Effective IT System
Maximizing Results through Efficiencies
April 30, 2012
North Dakota State Board of Higher Education
Linda Baeza Porter, NDUS
Admissions Business
Analyst
Paula Berg, DCB Registrar
Kaylyn Bondy, WSC
Registrar/Records
Jon Bronken, NDSU IT
Pam Braaten, MaSU
Registrar
Viet Doan, NDSU
Enrollment Services
Sandy Fried, BSC
Records/Admissions
Lisa Haman, MiSU IT
Pat Hanson, UND
HR/Payroll
Jeff Jacobs, BSC Fin Aid
Dan Johnson, LRSC
Registrar
Jody Klier, VCSU
Admissions/Records
Rohit Kulkarni, UND Fin
Aid
Tom Leno, BSC Registrar
Sharon Loiland, UND
Controller
Angie March, WSC IT
Kathy Meyer, DSU
Registrars Office
Karen Reilly, NDSCS
Admissions/Records
Merideth Sherlin, NDSU
Admissions
Toofawn Simhai, LRSC IT
Teri Thorsen, NDUS
Director of Financial &
HRM Systems
Kristi Wold-McCormick,
NDSU Registrar
Who is in the workgroup?
It is the process of capturing documents as electronic
images
Documents are electronic files or files captured by
scanning
Captured documents can be stored, retrieved, and
managed in a document imaging system
It is possible to enable workflows that streamline tasks
such as purchase requisitions and admissions
What is document imaging?
How does it work?
Aid in records management (retention) by reducing
physical storage and safeguarding in case of disaster
Improve efficiency and effectiveness of daily tasks
through the implementation of digital workflow
Ability to integrate with existing NDUS IT Services
including: PeopleSoft, Active Directory, and Office 365
Documents are available anywhere, anytime through a
secure, searchable, online interface
What are the benefits of document imaging?
ImageNow is the predominantly used document imaging software in the North Dakota University System
Current users of ImageNow:
UND, NDSU, BSC, MiSU, NDSCS, and WSC
287 current licenses, over 900 users, dozens of applications
Wide use of workflows
System in use for over 5 years by all institutions
No imaging system:
DCB, DSU, VCSU, LRSC, and MaSU
All have expressed interest in document imaging but have held back due to lack of funding and human resources
What is currently in use?
UND NDSU BSC MiSU NDSCS WSC
ImageNow
Servers
2 2 2 2 1 1
Client 153 50 17 7 9 9
WebNow 5
CaptureNow
Adrenaline
24 13 8 6 2 4
CaptureNow
ISIS II
1
Kofax VRS 3
Document
Control Suite
yes
What are the existing licenses?
UND NDSU BSC MiSU NDSCS WSC
iScripts yes yes yes yes
eForms yes yes yes
Content
Server
yes
Business
Insight
yes
Conversion
Module
yes
Envoy yes
Mail Agent yes yes
User
Replication
yes
What are the existing licenses?
CIO Council
Discussions about possibilities of hosted system
ConnectND Campus Advisory Committee (CAC)
Many discussions about broader use, expanded
licensing, and hosted system
Document Imaging Workgroup
Important not to lose efficiencies gained through workflow
Must incorporate document imaging with current business
processes
Previous discussions on document imaging
Academic and Student Affairs Councils
Question whether a system-wide implementation would
be more efficient than existing implementations
Must ensure business continuity in a system-wide
solution vs. existing implementations
Should consider advantages for those who have already
invested heavily in document imaging
Previous discussions on document imaging
Option 1 – Centrally hosted instance for all 11
institutions
Hosted by NDUS
Hosted by the vendor
Option 2 – Centrally hosted instance for most NDUS
institutions, local instance for others
Option 3 – Local instance for all 11 institutions
What are the implementation options?
Cost savings
Maximize servers, storage and staffing capacity (hosting)
Maximize licensing value
Maximize available functionality
Easier to manage growth
Improve security of systems and reduce risk of data
loss
Standardize procedures and documentation
Help address past audit findings and recommendations
Why host centrally?
Integrate with other NDUS systems including Active
Directory, PeopleSoft, Office 365, etc.
Share knowledge and expertise
Facilitate sharing information within and among the 11
campuses
Create common workflows while being able to
customize to individual campus needs
Examples: purchase requisitions, admissions
Integrate workflows within campuses
Why host centrally?
Licensing
Cost to maintain current institutional licenses (287) –
Approximately $160,000/year
Users have varied yet limited functionality
Cost to purchase new individual licenses is $1,560 plus
annual maintenance cost ($312)
What are the costs?
Server/Hosting costs
WSC, BSC, NDSCS, MiSU – $1,000 – $1,500/year
NDSU – $18,000/year
UND – $16,000/year
Staffing costs
UND - $125,000/year
Total Cost
Licensing: $160K + Server/Hosting: $38K + Staffing: $125K
$323,000 Total Annual Cost
What are the costs?
ImageNow Functionality
Currently Used
iScript
Replication Agent
Database Connector
WebNow
CaptureNow
Conversion Module
Document Control Suite
eForms
Content Server
Recognition Agent
Business Insight
Envoy
Available for Purchase
IntelliCapture
Message Agent
Retention Policy Manager
Output Agent
Direct Print
Fax Agent
Bar Code Recognition
Mobile Application
eAuthorize
Reflect
Interact with
Outlook
SharePoint
Determine a cost effective solution for
Licensing (including necessary functionality)
Server/Hosting Environment
Staffing
Create a funding model
Prepare recommendation for SBHE Oversight
Committee
What’s next?