Procuring a document imaging system

1. Procuring a document imaging system Do’s and Don'ts of Implementing Document Imaging Derreck Pressley – Seattle University Derreck Pressley – Seattle University

2. About Seattle University • Founded in 1891 in Seattle, WA • Jesuit Catholic institution • 7,800 students within seven schools/colleges, plus a law school • 1,400 faculty and staff members • Outsourced IT department

3. Commitment to sustainability • Recycling program established in 1988 with 58% of campus waste recycled, composted or reused today • 50 acre campus maintained organically and without pesticides and herbicides since 1998 • Four LEED Gold Buildings • Carbon neutral heating and cooling 2012 • Went live with document imaging 12/2010 in the Enrollment Services Division

4. Enrollment Services Go Live Timeline • Graduate Admissions (Dec. 2010) • Enrollment Services Operations (Dec. 2010) • Registrar Office (Mar. 2011) • Undergraduate Admissions (Sept. 2011) • Student Financial Services (April 2012)

6. Ramp-Up

7. Why do you want document imaging? • To save space • To be more sustainable • To streamline processes • To fix processes

9. Deciding on a Vendor • Reasons for moving to document imaging should guide this decision • If you use an ERP contact them to see which product they recommend • Contact peer institutions to see what they recommend • Review at least 3 vendor presentations before making a decision • Be sure to review functionality of each product • Beware of the WOW factor!

10. Contract negotiations • Contact as many clients of the chosen vendor as possible • Always get best price prior to signing a contract • Develop plan for growth of system (licenses) • Ensure the person negotiating the contract is aware of the must have components

11. Implementation

12. Implementation • Develop and articulate goals • Decide when (and which office) to implement • Develop implementation team • Contact other vendor clients • Functional users should speak with their counterparts as well • Document current processes • Recommend this done by functional users

13. Implementation • Don’t focus as much on what the tool can or can not do, but on how you want your process to work. • Document all decisions and rationale behind decisions • Record minutes for all implementation meetings • Keep all documentation in a central location each team member can access • Always keep everyone on the same page.

15. Implementation • Scheduling implementation and testing • Keep functional users up to date on major changes as you design new processes • There can be only one implementation leader.

20. Testing/Training

21. Testing and Training • Check standardization of machines • Understand who will maintain/manage system; this person/s should lead training • Do as much as possible before contract period ends with consultants • Determine where and how this training will be conducted • Recommend at least two months of testing & training • Even if everything up to this point has gone perfectly it can all come crushing down here

22. Rollout

23. Rollout • Develop communication strategy for any effected offices • Communication should come from the highest official possible • Manage expectations • Cross your fingers and pray

26. This is the end… Derreck Pressley Associate Registrar, Systems Seattle University pressled@seattleu.edu