Documentum Management & Imaging System Overview

Transcription

1 Documentum Management & Imaging System Overview Introduction The University of Tennessee is in the process of purchasing an electronic document management system (EDMS) that will enable Graduate Admissions to process graduate applications faster. This system has two main components. The first component, Documentum, will act as an electronic filing cabinet for all documents received by and processed through Graduate Admissions. It will also serve as a workflow manager by routing documents through the Graduate Admissions business processes to the appropriate departments and back to Graduate Admissions. The second component, Kofax Ascent Capture, is scanning software to image documents associated with a graduate application. Enrollment Services will have Documentum licenses for the departments with graduate programs to access Graduate Admissions application documents. Documentum Documentum automates and controls the creation, review, approval, distribution, and archiving of documents created by Graduate Admissions. Documentum has several key features: Search Engine: Allows users to search for documents by the document s indices (name, student number, etc.). Wild card searches and date range searches are also allowed. Document Level Security: Some users will have full access to all documents within their college, while others will only have access to documents within their department. Version Control: Enables tracking of major and minor document versions. A new version of a file will be created every time a change is made to a document. If need be, older versions of a file could be accessed. Library Services: Provides check in/out capabilities that protects documents during editing and enforces user specific versioning. Workflow: Defines and automates business processes associated with creating and distributing documents. Documentum s workflow component will route documents around for approval inside the Documentum system. Each user will have an inbox that shows all the files that need to be looked at. Once the user has completed the step required by the workflow manager, the files are sent to the next step in the workflow process. Event Notification: Sends to a user (or group of users) whenever a certain event occurs within a workflow queue. Scanning Products Two Kofax products will be implemented to enable Graduate Admissions and departments that process graduate admission paperwork to scan all documents into the Documentum system. The first, Ascent Capture, will be used in Graduate Admissions to capture images of all incoming documents for Graduate Admissions. The scanned 1

2 images will be indexed and stored for later retrieval by Documentum. The second, Ascent Ricochet, is a browser-based extension of Ascent Capture software. Departmental staff can use the browser-based software and a networked-based multifunction peripheral (MFP) to scan documents into a designated workflow. A MFP is a scanner, copier, and printer all rolled into one piece of equipment. Options for Departmental Program System Implementation Departmental programs have several options as to how they implement this system for their benefit. Option 1: Minimal Participation without Capital Outlay Department would have to slightly alter its application process. The program contact would use Documentum to retrieve Graduate Admission s Application Package via website. The contact would print all necessary documents from the website, incorporate them into the program s application paper file, and process the paper file as usual. All documents would still be kept in filing cabinets located within the department. This process would be similar to the following: 1. Program contact would retrieve application paperwork from the Graduate Admissions Office via Documentum website. 2. Program contact would print all paperwork needed from Documentum website to complete a departmental application. 3. Program contact would route program application file to department s Admission Committee where the committee would accept/deny application. 4. After Admissions Committee s decision has been made, committee chair would log into Documentum website and submit decision. 5. Graduate Admissions Office would complete the process for accepting/denying the application. Advantages a. Minimal change to program s current processes. b. No cost. Disadvantages a. Program files would still be in paper format and require storage space in file cabinets and Records Management. b. Department would not have any equipment to scan documents if Documentum became the central document repository for other applications (e.g. IRIS, etc.). Option 2: Maximal Participation without Capital Outlay Department would handle all of its application processing electronically. The program contact would use Documentum to retrieve Graduate Admission s Application Package via website and the department would contract UT s Scanning Service Bureau to scan and index all of the program s admission related documents. The Scanning Service Bureau would scan and release all documents into a Documentum workflow queue for the program. The process would be similar to the following: 2

3 1. Department would deliver program application documents to the Scanning Service Bureau where the documents would be scanned, indexed, and released into a Documentum workflow queue. 2. When Graduate Admissions application file is complete, program contact would be notified via that the application documents were ready to be retrieved via Documentum website. 3. Once the application documents are checked for program requirements and completeness, all application documents would be routed electronically through Documentum to the department s Admission Committee. The committee would accept/deny application. 4. After Admissions Committee s decision has been made, committee chair would log into Documentum website and submit decision. 5. Graduate Admissions Office would complete the process for accepting/denying the application. Advantages a. With program files existing in an electronic format, a program workflow queue could be implemented. All documents would be routed electronically through the program s admission process. b. Scanning Service Bureau charges are a set fee. (quantity of documents scanned x scanning rate per image) Disadvantages Department would not have any equipment to scan documents if Documentum became the central document repository for other applications (e.g. IRIS, etc.). Option 3: Maximal Participation with Minimal Capital Outlay Department would handle all of its application processing electronically. The departmental program contact would use Documentum via a website to retrieve Graduate Admission s Application Package. All of the program s application paperwork would be scanned using a networked multifunction peripheral (MFP), indexed, and released into a Documentum workflow queue. The MFP has scanning/copying/faxing functions rolled into one device. The process would be similar to the following: 1. Program staff would scan all paperwork associated with applications using a MFP. Using Kofax Ascent Ricochet, the images would be indexed and released into a Documentum workflow queue. 2. When Graduate Admissions application file is complete, program contact would be notified that the application documents are ready to be retrieved via Documentum website. 3. Once the application documents are checked for program requirements and completeness, all application documents would be routed electronically through Documentum to the department s Admission Committee. The committee would accept/deny application. 4. After Admissions Committee s decision has been made, committee chair would log into Documentum website and submit decision. 3

4 5. Graduate Admissions Office would complete the process for accepting/denying the application. Advantages a. With program files existing in an electronic format, a program workflow queue could be implemented. All documents would be routed electronically through the program s admission process. b. Cost for scanning equipment would be minimal. c. Department/College would have scanning equipment in place if Documentum became the central document repository for other applications (e.g. IRIS, etc.). Disadvantages Scanning would be slow. MFPs only scan around 10 images per minute. Also, MFP s do not scan both sides of a piece of paper at the same time (known as duplexing). Option 4: Maximal Participation with Maximal Capital Outlay Department would handle all of its application processing electronically. The department would set up its own dedicated scanning site where several programs would scan, index, and release application documents into Documentum. Program contacts would use Documentum via a website to retrieve Graduate Admission s Application Packages. The process would be similar to the following: 1. Departmental staff would scan all paperwork associated with applications using Kofax Ascent Capture at the department s centralized scanning site. This process would include indexing documents by name, student ID, etc. After scanning, the documents would be released into a Documentum workflow queue. 2. When Graduate Admissions application file is complete, program contact would be notified that the application documents are ready to be retrieved via Documentum website. 3. Once the application documents are checked for program requirements and completeness, all application documents would be routed electronically through Documentum to the department s Admission Committee. The committee would accept/deny application. 4. After Admissions Committee s decision has been made, committee chair would log into Documentum website and submit decision. 5. Graduate Admissions Office would complete the process for accepting/denying the application. Advantages a. Several programs within a department/college could use the scanning equipment. b. With program files existing in an electronic format, a program workflow queue could be implemented. All documents would be routed electronically through the program s admission process. c. Department/College would have scanning equipment in place if Documentum became the central document repository for other applications (e.g. IRIS, etc.). Disadvantages 4

5 Cost would be greater than $5,000 to implement. Recommendations for Departmental Scanning Listed below are equipment/software setup recommendations for low and high volume scanning. To calculate scanning needs, count the number of pages associated with an application. A document with information on front and back should be counted as 2 images. Then, multiply this number by the number of applications received by the department. Low Volume (under 2,000 images per month) A department with a low volume of documents associated with its graduate application process may consider scanning all paperwork into Documentum using a MFP and the Ascent Ricochet software. This would require: 1. Networked multifunction peripheral (MFP) with scanning capabilities 2. Client computer system that meets specifications listed in Exhibit A. 3. Server download for Ascent Ricochet High Volume (over 2,000 images per month) For departments that have a high volume of documents associated with its graduate application process, the department may consider setting up a scan station to image all application paperwork. This would require: 1. Kofax Ascent Capture software. 2. Computer system that meets the Ascent Capture software specifications (listed in Exhibit B). 3. Scanner that is compliant with Ascent Capture software. This scanner should also be able to scan images per minute in duplex mode and have an automated document feeder (ADF) that holds up to 50 pages. 4. Small computer system interface (SCSI) card or a Kofax Adrenaline Card. The Kofax Adrenaline Card will improve the quality of the images and information captured by the scanner by performing sophisticated image cleanup, image enhancement, and recognition at the time of scanning. 5. Cable for SCSI/Adrenaline card. 5

6 Cost for Implementing Departmental Scanning Listed below are costs associated with setting up departmental scanning. Most costs are estimates and costs listed at suggested retail price (SRP) are subject to change. Low Volume 1. There are several multifunction peripherals (MFP) on the market that have copy/scan/fax capabilities. The scanning capabilities are not as sophisticated as the scanners mention in the above section and these devices will only perform simplex scanning. This means that when a document is scanned, one side of the document is imaged and the document must be manually flipped before the image of the other side of the document can be captured. Hewlett-Packard (HP) makes networked model (HP3320N) that costs close to $800 when purchased through CompuCom. This model will only scan about 10 images per minute (depending on the resolution and color scale of the document). This MFP will be tested with the Ascent Ricochet software. 2. User s computer system must meet specifications listed for Ascent Ricochet client (Exhibit A). If a new computer has to be purchased, expect to spend $1, The user s computer must have the Ascent Ricochet download form the Graduate Admissions Ascent Ricochet server. This download is free. High Volume 1. Kofax Ascent Capture Scan Pack This product is sold depending on how many images per month you plan on scanning. Once you have used all of your scanning allotment for the month, you will have to wait until the next month to resume scanning. Also, there is an annual maintenance fee associated with purchasing this software. Typically, this fee is around 20% of the SRP. This product is also sold in packs of three (3) alike scan packages and there is a price break associated with this. Product Images per month Cost (SRP) Estimated Annual Maintenance Fee 1 pack 5K 5,000 $995 $199 1 pack 25K 25,000 $3,300 $660 1 pack 75K 75,000 $5,500 $1, Computer system that meets the Ascent Capture requirements listed in Exhibit A should cost around $1, A medium speed scanner should be able to scan images per minute in duplex mode. It should also have an automated document feeder (ADF), as well as, a flatbed. While the ADF would be used to scan batches of documents, the flatbed would allow the user to scan documents that are tattered, torn, or fragile. Any scanner purchased should be ISIS and TWAIN compliant and be compatible with Kofax Ascent Capture software. There are many scanners that meet the above requirements. The two that are listed below cost around $5,000. a) Fujitsu M9097D ($4, from CDWG 1/14/03) 6

7 b) Kodak 1500D ($4, from CDWG 1/13/03) A typical warranty for a scanner is usually 3 month of on-site care. There may be an additional 9 months depot, as well. Depot means that if a part covered under the warranty fails, the department would have to package the scanner and ship it to the depot for repair. This process could take a few weeks to a few months. Extended warranties can be purchased. An extended warranty can cost up to 70% of the cost of the scanner for a 2 year, on-site extension. Fujitsu has a program where scanner consumables are send to the customer and a technician comes onsite to clean the scanner at predetermined intervals (usually every 6 months). While the technician is cleaning the scanner, he gives the scanner operators a demonstration on cleaning the scanner. There may be other programs like this for different brands of scanners. 4. Small Computer Standard Interface (SCSI) cards vary in price from $90 to over $400. This card will be used to connect the scanner to the PC. The type of SCSI card needed will depend on the scanner. A Kofax Adrenaline card can be used in place of the SCSI card. The Adrenaline card will improve the quality of the images and information captured by the scanner by performing sophisticated image cleanup, image enhancement, and recognition at the time of scanning. There are several kinds of Adrenaline cards. Most likely, the Adrenaline 650 card would work best with the scanners mentioned in the above section. This card costs around $ A cable will be needed to connect the scanner to the PC. This cable may or may not come with the scanner. Depending on the type of cable needed, this cable will cost between $30 - $80. 7

8 Exhibit A: Ascent Ricochet Hardware and Operating System Requirements Hardware Requirements 1. Pentium III 900 MHz processor Mbytes of memory Mbytes of disk space for installation and working space X 768 SVGA display with 256 colors (or higher) 5. Microsoft Internet Explorer 5.5 (or higher) with default level settings 6. TCP/IP protocol 7. Internet or Intranet access to Graduate Admission s Ricochet Web Certified Operating Systems Windows 2000 Professional - SP 2 Windows 98 Second Edition Windows XP Professional Windows Me Windows NT Workstation Service Pack 6a 8

9 Exhibit B: Ascent Capture 5.51 Standalone Client Hardware and Operating System Requirements Hardware Requirements 1. Pentium class 500 MHz processor or higher MB of memory or higher MB of disk space or higher for installation and working space during processing monitor (or 1024 x 768 SVGA display with 24 bit color, small font) 5. Parallel port: Required for Ascent Capture hardware key 6. USB Port: For RecoStar Pro hardware key (optional) 7. Printer: 600 DPI (dots per inch) to support Separator Sheet Utility (optional) 8. NIC: 100 MB Certified Operating Systems Windows XP Professional Windows 2000 Professional with Service Pack (SP) 2 Windows 2000 Server with SP2 Windows NT Workstation with SP6a Windows NT Workstation with SP6a Windows ME Windows 98 Second Edition 9

10 Contact Information Program Workflow Analysis & Documentum Administrator: Angela Gibson IT Administrator II Enrollment Services 218 Student Services Building Phone: Scanning Service Bureau: Ethelene Russell Manager-Operations Administrative Systems Operations P217 Andy Holt Tower Phone: