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?