Introducing WebNow for Viewing Document Images

1. Introducing WebNow for Viewing Document Images 2006 User Interchange Dates: Thu Feb 16 1:00 – 2:30 pm Suite 18 Wolverine Tower * Mon Feb 20 8:30 – 10:00 am Ford Amphitheater Mon Feb 20 1:30 – 3:00 pm Hale Auditorium Tue Feb 28 10:30 – noon Rackham Amphitheater Wed Mar 1 10:30 – noon Suite 18 Wolverine Tower * Mon Mar 13 8:30 – 10:00 am Ford Amphitheater Tues Mar 14 1:30 – 3:00 pm Hale Auditorium Mon Mar 20 8:30 – 10:00 am Rackham Amphitheater * Financial Operations Staff Only

2. Introducing WebNow • Today’s Agenda • Background Information • Phased Implementation • Project Timeline • Communications • Impact on Users • Hardware/Software Considerations • Accessing WebNow • WebNow Demo • Support and Services

3. Background Information • Enterprise-wide imaging solution needed due to: • Increasing need for document imaging across campus • Increasing number of departmental imaging systems • Opportunities to reduce costs by removing redundancies and taking advantage of economies of scale • In June 2004 the University signed a contract with Perceptive Software Inc. for an enterprise-wide site license for the use of their imaging product called ImageNow and it’s Web-based companion, WebNow

4. Phased Implementation • Completed Conversions • Moved existing departmental ImageNow system from the Office of Financial Aid (OFA) to Michigan Administrative Information Services (MAIS) and upgraded the hardware and software • Michigan Business Services began imaging the backlog of personnel files • Converted documents in the Highview Imaging System (Payroll, Benefits) • Upcoming Conversions • Convert documents in the current (FileNET) imaging system (financial, accounts payable, and development documents) to ImageNow

5. Project Timeline * • March 13, 2006 through June 2006 – Using FileNET and WebNow to View Documents • Users will be using both the FileNET and WebNow systems to view documents • Beginning March 13 • Use WebNow to view all new documents scanned • Use FileNET to view documents scanned before March 13 • March 13, 2006 through end of May 2006 – Conversion of FileNET Documents • Target June 2006 – FileNET is shut down and WebNow is used for viewing all documents * Dates are current estimations

6. Communications • How will you know when the images have been converted? • MAIS and Michigan Business Services will send project updates via emails to current users at appropriate intervals • Michigan Business Services will post project status updates on their website • If specific document types are completely converted before June, we will notify users

7. Impact on Users • Users will view documents through a web-based user interface (WebNow) available via Wolverine Access • The look of the user interface will change, but our previous conversion experience has shown a relatively easy transition for users • Some minor changes in the way documents are organized and indexed • System access for existing users (as of Feb 24) will be automatically updated to use the WebNow system • After Feb 24, new users will have to fill out a M-1 form (see your Financial Unit Liaison for more information)

8. Impact on Users • You will have access to all the documents you did before the conversion (e.g. PO vouchers, journal entries, etc.) • You will be able to view new documents from selected Fund Areas • Documents available for viewing will vary by Fund Area • Most common type will be establishment documents • Your FileNET user id and password will remain the same while the FileNET system is operational

9. Hardware/Software Considerations • Client computers must have Java 1.5x installed to use WebNow • No administrator rights? Have your desktop support team load it for you. Links to Java software (Windows and Mac) are available from the Michigan Business Services’ website at http://mbiz.bf.umich.edu/documentimagingsvcs/event.cfm • Client computers with administrator rights will automatically download Java software the first time WebNow is accessed via Wolverine Access

10. Hardware/Software Considerations • WebNow requires a high speed internet connection • WebNow requires platform-compatible browsers that support Java 1.5x • Windows computers • Microsoft Internet Explorer 5.5 or later • Netscape Navigator 6.2 or later (not supported by the MAIS Help Desk) • Mac computers • OS X.4 (Tiger) with Safari 2.0 as the supported Web browser • If you have trouble, can connect to ImageNow via Citrix

11. Accessing WebNow • WebNow is accessible via Wolverine Access • Use your Uniqname and UMICH (Kerberos) password to log in • If you don’t know your Kerberos password or need to obtain one, contact the ITCS Accounts Office http://www.itd.umich.edu/help/faq/uniqnames/get.html • How you search for documents (search screen and applets) • WebNow demo • WebNow Reference Manual (handout)

12. WebNow Demo • Let’s take a peek!

13. Support and Services • WebNow documentation and job aides • Available on Michigan Business Services’ website at http://mbiz.bf.umich.edu/documentimagingsvcs/event.cfm • If you receive a message that you are not an authorized user when trying to log into WebNow on March 13 or later • If an existing FileNET user, contact the MAIS Help Desk at 936-7000 • If a new user, have your Financial Unit Liaison fill out a M-1 form for you

14. Support and Services • If you get a blank screen when trying to access WebNow via Wolverine Access • Java 1.5x is not installed on your computer • Contact your desktop support staff and ask them to install the software • Links to the software are available on Michigan Business Services’ website at: http://mbiz.bf.umich.edu/documentimagingsvcs/event.cfm • If you experience any other problems, please contact the MAIS Help Desk at 936-7000

15. Any Questions?