The Paperless University

1
The Paperless University

• Enterprise Document Imaging

2
General Benefits of Document Imaging

• Instant Document Retrieval
• Access from the Users Application
• Fewer Lost Files
• Extended User Collaboration Campus-wide
• Long Term Storage/Archiving
• Enhanced Business Processes
• Document Security
• Storage Savings

3
Imaging 101

• Three basic parts to imaging
• Scan
• Index
• Retrieve
• Also.
• Workflow

4
Imaging Products

• ImageNow (PVI)
• Use ImageNow to capture documents, link them to
  and retrieve them from your business software,
  distribute them via print, e-mail, or fax, and
  automate your review and approval processes via
  ImageNow Workflow.
• Client/server based product for power users
  (people who scan or index, workflow users,
  annotations)
• WebNow (PVI)
• Retrieving, searching, routing, updating, sharing
• In many areas, majority of staff will use WebNow
  (read only users)
• Scanning station
• Scanner
• PC workstation
• CaptureNow license (PVI), software to capture
  scanned documents, 2 versions of sw, need to
  select appropriate version for your needs

5
Funding Model
6
Why ImageNow?

• OSF successfully implemented ImageNow products,
  creating a paperless financial aid process that
  saves 700,000 pieces of paper each year and
  approximately 250,000 in costs
• In 2002, ImageNow products were showcased in a
  series of demos and educations sessions to
  determine if it should be purchased on an
  enterprise basis. Response very positive.
• Late 2002, implementation planning begins,
  contract signed, pilot projects selected (OTR
  TC, OFAR Duluth)

7
Pilots

• January 2003, production server purchased and
  configured, security needs addressed
• Hired Implementation Specialist
• Planning done with pilot groups, pre-planning
  survey, review document types, existing business
  processes, user types
• Vendor consultants on-site for one week with each
  pilot project
• OTR TC, replacing existing imaging system
  (needed to be live immediately), scanner
  configuration, data conversion, creating
  workflow, training staff.
• OFAR Duluth, 2 projects (Financial Aid,
  Registrar), scanner configuration, creating
  workflow (starting with workflow from OTR and OSF
  TC), barcodes, patch codes. Spent next month
  learning product, enhancing workflow, reworking
  processes, training staff.

8
On-going Implementations

• Next 6 implementations have been selected
• Admissions (in progress)
• HRMS (in progress)
• SPA and AHC (early planning)
• Graduate school (early planning)
• Time from planning to implementation estimated 4
  weeks
• Implementation Specialist has eliminated the need
  for vendor consulting in most cases
• Most of the effort (90) is on the business side
  (not the technical side) documenting business
  processes, gathering documents, etc.

9
Demo

• Log in to ImageNow
• Retrieving imaged documents
• Search panel
• PeopleSoft
• Indexing schemes
• Manipulating images
• Features available to look at documents, such as
  zoom, resize, rotate, paging through multiple
  pages
• Scanning documents
• Manually entered index fields
• Using PeopleSoft to index
• Barcodes
• Workflow
• WebNow

10
Workflow Example Duluth Financial Aid
11

• Questions?????
• For more information contactBecki
  McDonaldProject ManagerOffice of Information
  Technology612-626-2027
• Greg Filipovich
• Implementation Specialist
• Office of Information Technology
• 612-624-4238