PRODUCTVIEWS USERPROGRAMS with Colleen Alber Document Knowledge Transfer

Ongoing development Easy add-on to existing OnBase system Native functionality & complements Solid return on investment

Policy and Procedure Administration

Make Money Support Compliance Efforts Improve Business Operations Minimize Organizational Risk

So, what’s the problem?

Employees Required Reading

Employees

Distribution is unorganized. Tracking is a challenge.

Distribution is unorganized.

PRODUCTVIEW Documents revised, employees added Many documents and many employees Departments have varied requirements Enforce deadlines and expiration What’s the problem?

DOCUMENT KNOWLEDGE TRANSFER Distribute a document

Reading Group Administrator Document or Employees Reading Group M Document Knowledge Transfer

Users M New employees are automatically given all required reading! Reading Group M User Group

Client right-click menu option Knowledge Transfer | Add to Reading Group Reading Group Configuration Auto Assign Doc Type Workflow Action Doc - Assign This Document to Reading Group Client right-click menu option Knowledge Transfer | Add to Reading Group Reading Group Configuration Auto Assign Doc Type Workflow Action Doc - Assign This Document to Reading Group

PRODUCTVIEW File Types Any file format can be stored in OnBase and utilized with DKT! This even includes AVI, MPG, MP3, etc!

PRODUCTVIEW Notifications Send customized notifications when documents are added to DKT! Greatly enhanced in 9.0!

PRODUCTVIEW Document Added Document Approved Document Rejected Customized Notifications New in 9.0

PRODUCTVIEW Document Comment Comment added by Reading Group Administrator! New in 9.0

DEMO Add document to reading group

DOCUMENT KNOWLEDGE TRANSFER Approve a document

Reading Group Administrator Management Approval Group M M Document or Employees Reading Group M or

Users M Approval Group M

Native DKT Approval Group No Approval Allow or Require Approval Any or All to Approve Multiple Approval Groups per Reading Group Native DKT Approval Group No Approval Allow or Require Approval Any or All to Approve Multiple Approval Groups per Reading Group

DEMO Approve document prior to distribution

Distribution SolutionDistribution Solution with Document Knowledge Transfer “DKT helps us consistently distribute documents so we don’t worry about being out of compliance.” Kim Kelly Allina Hospitals and Clinics Reduce the Cost of ComplianceReduce the Cost of Compliance

Tracking is a challenge.

PRODUCTVIEW Resolve non-compliance Identify delinquency Consistently track enterprise wide Prove complete compliance What’s the problem?

DOCUMENT KNOWLEDGE TRANSFER Reading Group Administration

Reading Group Administrator or Management Approval Group M M Document Employees Reading Group M or Administrative View

Manage Reading Group membership Manage Approval Group membership Add Required Reading documents Track Required Reading Status User Level Document Level Manage Reading Group membership Manage Approval Group membership Add Required Reading documents Track Required Reading Status User Level Document Level

Department Manager Administrative View

Delinquency (System) Notifications Completely configurable  days delinquent  message sent Send to delinquent Employee Send to Manager (or other) Send to Compliance Administrator Delinquency (System) Notifications Completely configurable  days delinquent  message sent Send to delinquent Employee Send to Manager (or other) Send to Compliance Administrator

Delinquency NotificationsDelinquency Notifications

Require All Pages Viewed Enable Deadline Date Enable Document Expiration Allow Documents to be Approved Allow Documents to be Rejected Require All Pages Viewed Enable Deadline Date Enable Document Expiration Allow Documents to be Approved Allow Documents to be Rejected

DEMO User and Document Administration

DKT $8,000 Client Access (20 x $1,200) $24,000 Web Server$10,000 DKT $8,000 Client Access (20 x $1,200) $24,000 Web Server$10,000

PRODUCTVIEW 200 Employees (20 Concurrent Clients) 1 Concurrent $1, x $1,200 = $24, x $1,200 = $48,000 Client Access DKT Web Access* Unlimited Employees (Unlimited Clients) Enterprise DKT Web Access $10,000 *Requires OnBase Web Server

Unlimited number of employees – fixed price.

DKT $8,000 DKT Access (Unlimited CALs) $10,000 Web Server$10,000 DKT $8,000 DKT Access (Unlimited CALs) $10,000 Web Server$10,000

$28,000 (with Web Server) 500 employees = $56 per employee 1000 employees = $28 per employee $18,000 (without Web Server) 500 employees=$36 per employee 1000 employees=$18 per employee $28,000 (with Web Server) 500 employees = $56 per employee 1000 employees = $28 per employee $18,000 (without Web Server) 500 employees=$36 per employee 1000 employees=$18 per employee

As the number of employees increases, so does ROI.

How much time do you spend… Printing? Mailing? Tracking? How much time do you spend… Printing? Mailing? Tracking?

ENTERPRISE DKT WEB ACCESS Unlimited Client Access

No individual Client licenses required Provides only DKT functionality Browser based – no local install Works with NT Authentication

Enterprise DKT Web AccessEnterprise DKT Web Access

Reading Group Viewer

Approval Viewer

Now you can… Require Authentication (re-enter password) Capture Rejection Reason Use right-click menus consistently:  Navigate (Previous Page, Next Page)  Scale (Zoom In, Zoom Out, Fit Width)  Notes (View only)  Print  Send To (File, Envelope) Now you can… Require Authentication (re-enter password) Capture Rejection Reason Use right-click menus consistently:  Navigate (Previous Page, Next Page)  Scale (Zoom In, Zoom Out, Fit Width)  Notes (View only)  Print  Send To (File, Envelope) OnBase 9.0 New in 9.0

DEMO Enterprise Document Knowledge Transfer Web Access

Complementary Modules

EDM SERVICES Revise policies and procedures

Reading Group Administrator or Management Approval Group M M Document Employees Reading Group M or Administrative View v2.0

Users M Document revisions are automatically distributed! Reading Group M User Group

WORKFLOW Enhance the solution with

Reading Group Administrator or Management Approval Group M M Document Employees Reading Group M or Administrative View v2.0

1. Native DKT Approval Group No Approval Allow or Require Approval Any or All to Approve Multiple Approval Groups per Reading Group 2. Route Approval via Workflow Specify order of individual approvers Track changes and include comments 3. Route via Workflow, send to DKT Approval Supervisors approve prior to employees 1. Native DKT Approval Group No Approval Allow or Require Approval Any or All to Approve Multiple Approval Groups per Reading Group 2. Route Approval via Workflow Specify order of individual approvers Track changes and include comments 3. Route via Workflow, send to DKT Approval Supervisors approve prior to employees

Document Expiration Document automatically removed from Reading Group Workflow Notification alerts to begin policy renewal process again Document Expiration Document automatically removed from Reading Group Workflow Notification alerts to begin policy renewal process again

DEMO DKT with EDMS and Workflow

REPORT SERVICES DKT Reporting

Reading Group Administrator or Management Approval Group M M Document Employees Reading Group M or Administrative View v2.0 Report Services

Entire Organization CTO Report Services Reports

Active documents per reading group De-activated documents per reading group Approval documents per approval group Documents pending approval per approval group Rejected documents per approval group Delinquent Readers: by user, by reading group, all Reading Group Administrative View Active documents per reading group De-activated documents per reading group Approval documents per approval group Documents pending approval per approval group Rejected documents per approval group Delinquent Readers: by user, by reading group, all Reading Group Administrative View

DEMO Report Services

Tracking SolutionTracking Solution with Document Knowledge Transfer “DKT makes it easier to track and audit compliance with required reading.” Tamera Vaughan Gallatin Steel Company Reduce the Cost of ComplianceReduce the Cost of Compliance

SOLUTION COMPONENTS What do I need to make this happen?

Document Knowledge Transfer - $8,000 OnBase Client and Web Clients Users require Client licenses Enterprise Document Knowledge Transfer Web Access (DKT Reader) - $10,000 Requires DKT and Web Server licenses Does NOT require individual Client licenses Web Server - $10,000 Includes DKT StatusView portlet Document Knowledge Transfer - $8,000 OnBase Client and Web Clients Users require Client licenses Enterprise Document Knowledge Transfer Web Access (DKT Reader) - $10,000 Requires DKT and Web Server licenses Does NOT require individual Client licenses Web Server - $10,000 Includes DKT StatusView portlet

Non-Office Employee – shared workstation consumes a single Client license SharePoint Employee – Web Part only consumes license when employee opens a document to acknowledge it Non-OnBase Employee – Enterprise Web Access does not consume a Client license Non-Office Employee – shared workstation consumes a single Client license SharePoint Employee – Web Part only consumes license when employee opens a document to acknowledge it Non-OnBase Employee – Enterprise Web Access does not consume a Client license

EDM Services - $5,000 For revisions of policies and procedures Workflow - Varies For a more robust approval process Report Services - $5,000 For enterprise wide reports and proof of compliance EDM Services - $5,000 For revisions of policies and procedures Workflow - Varies For a more robust approval process Report Services - $5,000 For enterprise wide reports and proof of compliance

DKT

Enables organizations to rapidly distribute documents to employees and easily audit reading status for compliance, legal, regulatory or educational purposes.

Reduces time and cost of distribution Creates a more efficient process Tracks required reading status Assures reading compliance

Ongoing development Easy add-on to existing OnBase system Native functionality & complements Solid return on investment

The entire organization can quickly, easily and cost effectively use DKT!

Advanced Session This Thursday 06/24/2010 2:00 PM EST

Thank you! Colleen Alber