procuring a document imaging system
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Procuring a document imaging system. Derreck Pressley – Seattle University. About Seattle University. Founded in 1891 in Seattle, WA Jesuit Catholic institution 7,800 students within seven schools/colleges, plus a law school 1,400 faculty and staff members Outsourced IT department. - PowerPoint PPT PresentationTRANSCRIPT
PROCURING A DOCUMENT IMAGING SYSTEM
Derreck Pressley – Seattle University
About Seattle University
Founded in 1891 in Seattle, WA Jesuit Catholic institution 7,800 students within seven
schools/colleges, plus a law school
1,400 faculty and staff members Outsourced IT department
Commitment to sustainability
Recycling program established in 1988 with 58% of campus waste recycled, composted or reused today
50 acre campus maintained organically and without pesticides and herbicides since 1998
Four LEED Gold Buildings Carbon neutral heating and cooling 2012 Went live with document imaging
12/2010 in the Enrollment Services Division
Enrollment Services Go Live Timeline
Graduate Admissions (Dec. 2010) Enrollment Services Operations
(Dec. 2010) Registrar Office (Mar. 2011) Undergraduate Admissions (Sept.
2011) Student Financial Services (April
2012)
Ramp-Up Implementation
Testing/Training Rollout
4 stages of document imaging
purchase & implementation
Ramp-Up
Why do you want document imaging?
To save space To be more sustainable To streamline processes To fix processes
Deciding on a Vendor
Reasons for moving to document imaging should guide this decision
If you use an ERP contact them to see which product they recommend
Contact peer institutions to see what they recommend
Review at least 3 vendor presentations before making a decision Be sure to review functionality of each
Contract negotiations
Contact as many clients of the chosen vendor as possible
Always get best price prior to signing a contract
Develop plan for growth of system (licenses)
Ensure the person negotiating the contract is aware of the must have components
Implementation
Implementation Develop and articulate goals Decide when (and which office) to
implement Develop implementation team Contact other vendor clients
Functional users should speak with their counterparts as well
Document current processes Recommend this done by functional
users
Implementation
Document all decisions and rationale behind decisions Record minutes for all implementation
meetings Keep all documentation in a central
location each team member can access
Always keep everyone on the same page.
Tuesday, December 6, 2011 – 9:00 – 10:30am
Solution Demonstration
Is there a way to associate notes/comments with a document?
o Yes, demonstrated the notes section as well as the Text and Sticky Notes annotations to add or edit notes Is there funding for hardware upgrades?
o No specific budget for this implementation, however Lindy and address any funding needs she deems necessary for the success of this project with Marilyn
Registrar’s Office staff is having issues with computer crashes on older computers running ImageNow and Datatel (or other programs) simultaneously.
o Older desktop and laptop computers have had issues with the newer technology of webnow; the technical specs for each computer should be reviewed with OIT. Java must be updated on all computers for WebNow to work.
Staff members with different sized monitors already have difficulty using a combo of one small monitor and one large one. Could we purchase additional monitors so everyone can have two large monitors?
o No specific budget for this implementation, however Lindy and address any funding needs she deems necessary for the success of this project with Marilyn
How will we handle:
A student in Lauren’s alpha sees John on a walk-in basis
o One option would be to filters setup on the SFS drawer or counselor queue that would allow a counselor to restrict the information to just the students in their alpha, but allow them the flexibility to view the documents without the filter to see other counselors’ students.
o Another option would be to create a workflow super queue for the counselors each had their own subqueue. Then a counselor could route a file to another counselor that needed to see that file.
John gives the student a loss appeal form and asks that it be turned in with other documents
o This option would work for the above scenario as well: create a workflow super queue for the counselors each had their own subqueue. Then a counselor could route a file to another counselor that needed to see that file.
How will we handle documents with multiple students (scholarship recipients, for instance)
o Demonstrated how you can filter a view based upon the document types; or create a specific view to group several document types together
Will/could there be a tag/link to both a student and a program?
o Will work with Lauren to get a better sense of the issue, however each document must be linked to a student
Implementation
Scheduling implementation and testing
Keep functional users up to date on major changes as you design new processes
Don’t focus as much on what the tool can or can not do, but on how you want your process to work.
There can be only one implementation leader.
Testing/Training
Testing and Training Check standardization of machines Understand who will maintain/manage
system; this person/s should lead training Do as much as possible before contract
period ends with consultants Determine where and how this training will
be conducted Recommend at least two months of testing
& training Even if everything up to this point has gone
perfectly it can all come crushing down here
Rollout
Rollout
Develop communication strategy for any effected offices
Communication should come from the highest official possible
Manage expectations Cross your fingers and pray
