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Digital Imaging Project

Digital Imaging Project. Digital Imaging Team Process, Recommendations & Status. Patrick Thomas, Director Of Administrative Technology John Duff, Director of Enrollment and Student Records. Project Start. Team formed Reviewed Products Discussed Objectives Prepared RFP Evaluated RFP

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Digital Imaging Project

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  1. Digital Imaging Project Digital Imaging Team Process, Recommendations & Status Patrick Thomas, Director Of Administrative Technology John Duff, Director of Enrollment and Student Records

  2. Project Start • Team formed • Reviewed Products • Discussed Objectives • Prepared RFP • Evaluated RFP • Recommendations and Implementation

  3. Product Review • Investigated Possible Products • Attended demonstrations of Matrix Imaging and SunGard Banner Xtender Solutions • Attended conference call with Johnson County Community College – Xtender user

  4. Objectives • Developed basic understanding of Project • Documents Analysis • Student Financial Services • Student Records and Admissions • Reviewed document process flows in both areas • Developed conceptual framework for NSCC • Integrate Workflow into Project • Workflow provides mechanisms to enhance communication, assist with automation and monitor bottlenecks in processes

  5. Prepared RFP • Prepared an RFP that kept NSCC needs and objectives in mind. • Published RFP in May • Deadline for Submittal was June, 2004

  6. Evaluated RFP • Received two submissions • Developed evaluation matrix • Made calls to references • Team unanimously selected SCT Banner Xtender Solution • Lower cost • Banner Integration standard • Workflow could be extended throughout enterprise • Long term maintenance minimized

  7. Recommendations • Team felt strongly that SCT Workflow would enhance success of Imaging Project • Recommended that Workflow be started earlier than initially planned • Recommended that Implementation begin with Student Financial Services and then continue with Student Records and Admissions • Believes that college may want to consider add-on ICR (Intelligent Character Recognition) software at future point

  8. Architecture

  9. Implementation • Implementation planned for Feb-Mar 2005 • Live date for Student Financial Services – March 2005 • Live date for Student Records and Admissions – April 2005 • Documentation developed by Sept. 2005 • Pilot evaluation – September 2005

  10. Results • Financial Aid and Student Accounts have indexed more than 20354 documents, many of which are multiple pages • Enrollment and Student Records have indexed more than 23562 documents, again many are multi-paged • More than 30 staff use imaging regularly

  11. Hardware • SAN Expansion $16,600 • Servers BXS/BXW $17,600 • 2 Departmental Scanners $13,800 • 1 Small Scanner $1,300 • 3 Workstations for Scanners • Dual Monitor Setup for Intensive Viewers @$500 per Station • Total Hardware Costs approximately $60,000

  12. Hardware Configurations Intensive User Departmental Scanner

  13. Imaging Project • Demonstration

  14. User Perspective • Functional user perspective (20 minutes) • Initial thoughts • Hurdles • Pros and cons – ICR is next step

  15. Lessons Learned • Change in process created institutional transformation faster than expected • May have purchased higher end scanners than required • Standardizing forms has been a challenge

  16. What’s Next • Automated indexing • Incorporation of workflow • Incorporation of other departments: • Disabilities • Finance • Advising

  17. Imaging Project • Questions?

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