Enterprise Imaging University of Michigan Administrative Information Services Enterprise Imaging Financial Unit Liaisons Mike Easter 1/18/06

Enterprise Imaging January 18, University of Michigan Administrative Information Services Agenda  History - Enterprise Imaging Project t Background t Implementation Strategy t Conversions to Date  FileNet Imaging Conversion t Scope t Impacts t Timeline  Next Steps After FileNet Conversion

Enterprise Imaging January 18, Enterprise Imaging Background  Enterprise imaging solution needed due to: Increasing need for imaging across campus to take advantage of electronic storage and access Increasing number of imaging systems and requests for imaging systems Opportunities to reduce costs by removing redundancies and taking advantage of economies of scale; better imaging service should also result  In June 2003, the University signed a contract with Perceptive Software, Inc. for the use of their Imaging Product, ImageNow/WebNow as the University’s enterprise solution

Enterprise Imaging January 18, Enterprise Imaging - Phased Implementation Strategy Conversions Completed to Date :  Moved existing ImageNow installation from the Office of Financial Aid (OFA) to Michigan Administrative Information Services (MAIS) and upgraded to the most recent ImageNow application (admission applications and transcripts)  Initiated the imaging of HRAA personnel files for current, retired, and terminated employees. Scanning support moved from the central office to Michigan Business Services (MBiz).  Converted documents from the HighView Imaging system (centrally used Payroll and Benefits documents) Upcoming Conversions:  Convert documents from the FileNet imaging system (financial, accounts payable, and development documents)

Enterprise Imaging January 18, Enterprise Imaging Conversions to Date Moved Imaging from OFA to MAIS In February of 2004, server installation and support of ImageNow moved from OFA to MAIS. This effort impacted approximately 600 users, primarily in schools and colleges that utilize student applications, transcripts, and academic advising documents. This effort included changing the product hardware and database platform to be consistent with other applications supported by MAIS. ImageNow Upgrade Once ImageNow had been moved, it was necessary to upgrade to most current version of the application. Functionality contained in the new version, including increased security and Web access (WebNow), allowed us to better meet the requirements of existing and future imaging users and the goals of the enterprise imaging strategy.

Enterprise Imaging January 18, Enterprise Imaging Conversions to Date (cont’d) HRAA Back File ( Employee Personnel Files) July 1, 2005 the HRAA Back File project was rolled out. This project was to configure ImageNow and scan a large backlog of HRAA documents. This is ongoing with a goal of having all files imaged for the Ann Arbor, Flint, and Dearborn campuses before the roll out of eMploy. Imaging of the health systems files will follow. HighView Conversion (Payroll and Benefits) Between July and September 2005, images from the HighView imaging system were converted to the central ImageNow system. This conversion involved approximately 7 million images and impacted 150 – 200 central users. Imaged documents include timesheets, tax forms, and deduction information from Payroll and Enrollment, benefit change, and retirement forms from Benefits.

Enterprise Imaging January 18, FileNet Conversion Conversion Scope:  37 million images will be converted from FileNet to ImageNow  Images currently housed include: t PO Vouchers t Journal Entries t Accounts Receivable documents t Other documents viewable by Financial Operations  central users  1,500 – 1,600 departmental users

Enterprise Imaging January 18, FileNet Conversion How will the FileNet conversion impact users?  Users will continue to access the system through a web-based user interface called WebNow to view images. WebNow is available on Wolverine Access. t The look of the user interface will change, but previous conversion experience has shown a relatively easy transition for users t Some minor changes in the way documents will be organized and indexed  During the conversion period (6-8 weeks), users will need to access both FileNet and WebNow to view images

Enterprise Imaging January 18, How will the FileNet Conversion Impact Users? (cont’d)  A Java v.1.5X plug in will be necessary on each workstation to view files on WebNow  Access for existing users will be mapped. No new M1’s will be needed  Access process for new users will be forthcoming

Enterprise Imaging January 18, FileNet Conversion Upcoming Key Milestones and Projected Dates:  Initial Presentation to Unit Liaisons (1/18/06)  Formalize timeline ( January)  Communication and documentation t Communicate to departmental users (Early February) t Communicate to Sys Admins about Java Requirements (Early February) t Communicate to ULs about changes to access process (February) t Conduct interchanges (mid February)  Conversion – Users will access FileNet system for existing images and WebNow for all new images (3/5/06 – May)  FileNet shut down – WebNow used to view all documents (June) * Dates are current estimations

Enterprise Imaging January 18, Next Steps After FileNet Conversion  Explore opportunities with customers to enhance content, functionality and access to existing documents  Offer imaging services to additional University areas

Enterprise Imaging January 18, Questions Comments to: