How we implemented image now lessons learned
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How we Implemented Image Now Lessons Learned. Session #30529 March 21, 2012. Your Presenter. Jennie Bayless Assistant Director of Admissions, Operations Missouri University of Science and Technology Functional lead W orking with PeopleSoft 13 years

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How we Implemented Image Now Lessons Learned

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How we Implemented Image Now Lessons Learned

Session #30529

March 21, 2012


Your Presenter

  • Jennie Bayless

  • Assistant Director of Admissions, Operations

  • Missouri University of Science and Technology

  • Functional lead

  • Working with PeopleSoft 13 years

  • In the admissions office for 18 years

  • Working with ImageNow since 2009


Overview

  • We implemented ImageNow in July 2009 and had a very different implementation than the PS project.

  • This presentation will cover the lessons learned and hopefully help you not make the same mistakes


Missouri University of Science and Technology

  • Mid-sized school of around 7200 students

  • Part of four campus University of Missouri System

  • Purchased ImageNow in 2005 as a system


Missouri S&T and Oracle

  • Have been live with Oracle for almost 12 years

  • Have admissions, student records, student finances, financial aid, HR, purchasing all live and on all four campuses


Applications

  • Roughly 10,000 applications a year

  • On undergraduate side need transcripts and test scores

  • On graduate side need transcripts, test scores, statement of purpose, three letters of recommendation and a resume

  • LOTS OF PAPER!


Overview

  • We had a very different process to implement ImageNow than we did with PeopleSoft

  • Very happy that we are on imaging but it was a hard process to get there and it could have been easier

  • Want to make sure you don’t make the same mistakes we did


Topic Slides

  • Will be going over how we made the decision

    • Justification

    • Cost savings

    • Implementation strategy

  • Actual Implementation

    • Crossover

    • Upgrades


Justification


Imaging is a time saver

  • There is nothing to file

  • No more – drop everything and go to the file room to look for a document

  • Regional people don’t have to wait for us to fax them something

  • More eyes on the data makes the data more correct


Implementation

  • Same division that implemented PeopleSoft implemented ImageNow

  • Took a very different approach

  • Had two meetings, the team wrote the scripts and then we were live

  • Didn’t have a test environment


Implementation

  • Had worked with 30 departments across the four campuses and hospital before they worked with us. Did one other admissions office in those 30

  • Assumed we were similar in our processes but we are really four unique campuses when it comes to admissions and student records.


Things would have done differently

  • Taken a slower approach

    • Found out better way to train/test

    • Been more involved in the setup process

  • Pushed for a test environment

    • When we upgraded this caused problems because users couldn’t test

    • When upgrade happened things broke


Things to consider

  • How long are you going to keep materials?

    • Three months from time of scanning seems to be very common

    • Heard of some schools – the day after scanning

  • If you are going to keep a while – where and how to file these so you can find them if needed

    • Date scanned order seems to be very common


Screen Shots


Remember…

  • If someone can lose a piece of paper, they can find a way to link the document to the wrong record

  • Your staff won’t be sitting around doing nothing, imaging just is a different activity for them

  • Need to find alternatives when power outage or network is down


Questions?


Contact

  • Jennie Bayless

    • Assistant Director, Admissions

    • Missouri University of Science and Technology

    • [email protected]

    • 573-341-4372


This presentation and all Alliance 2012 presentations are available for download from the Conference site atwww. heug.orgwww.psugonline.orgwww.federalusersnetwork.com

Presentations from previous meetings are also available


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