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Digital Imaging Project. Digital Imaging Team Process, Recommendations & Status. Patrick Thomas, Director Of Administrative Technology John Duff, Director of Enrollment and Student Records. Project Start. Team formed Reviewed Products Discussed Objectives Prepared RFP Evaluated RFP - PowerPoint PPT Presentation
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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?