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?