Image Document Management UMES. Why Image Documents?

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Magdalene Boyd
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1 Slide 1 Image Document Management at UMES Slide 2 Why Image Documents? Massive Paper Storage Problem Increasing Cost for Paper and Filing Supplies Enhance Administrative Services Meet Efficiency and Effectiveness Objective Slide 3 Lets Go Paperless!!

2 Slide 4 Mission The Mission of Administrative Computing is to make optical use of information technology in administrative service activities that supports the University of Maryland Eastern Shore primary mission of learning, inquiry and engagement. Administrative Computing oversees the security and integrity of the data and applications critical to the operations of the university. Administrative Computing help ensures that administrative services are aligned with the strategic directions of the university. Vision Statement To increase effective administrative services by implementing administrative computer systems with state of the art technology for planning tools, report tools, self service features and network social communications. Slide 5 Reporting Structure and Roles Administrative Computing is a department of Information Technology and Commercialization Division. Our Division is lead by a Vice President whom reports directly to the President of the University. The Administrative Computing department consists of the following individuals with their roles. Director Oversee the operation of university administrative technology services. Develop plans, manage budgets and purchase computer equipment/software, Performs as a project manager for implementing new systems. System Analyst Performs as the security officer for providing user access. Analyzing and troubleshoot computer applications. Data Base Analyst Manages all aspect of server administration and data base management for all administrative systems. IT Programmers II Develops computer programs of reports and online pages. Administrative Assistant/End User Trainer performs administrative activities of the department. Maintain the Help Desk. Perform end user training.

3 Slide 6 Roles and Services The role of Administrative Computing is to manage the planning, development, deployment, integration and maintenance of the administrative systems that support the core business processes of the university. Administrative Computing works primarily with the university's student information, financial, human resources, auxiliary enterprise, and image management systems. AC provides the following services: AC delivers application development, maintenance and operational services to the business process owners. AC advises and assists in the implementation of new administrative systems in which the Director performs as the project manager who plans and oversees the success of the project. Facilitate business on campus by providing image software solutions which promote paperless and streamlined processes. Slide 7 Goals and Objectives AC goals are to continue to enhance administrative services, develop social network features, provide record management, and implement a data warehouse for measuring & monitoring purposes. Administrative Computing is continuous enhancing administrative services by developing customized pages and reports to fulfill business requirements. Enhancing Administrative Services by implementing new systems with to keep abreast of new technology. Create marketing and recruiting automated processes. Create self service features for students to perform administrative activities online. Create automated advisement techniques for advisors. Assist staff with automated techniques for day to day business automated processes. Create online social network systems to improve the relationship that facilities the exchange of professional conversation with and amongst university community especially the students. Create a online portal with social network links. Develop tracking system for attendance, tutoring and counseling services. Implement an Image management system that allows the university to maintain effective record management solutions. The image system has the ability to organize electronic documents while boasting efficiency in any document-intensive process throughout the organization. Develop scan stations in department areas. Integrated workflow processing for image documents. Develop electronic e-forms to be used in business process. Develop a reporting repository of information that will allow the university to make analytic solutions. Implement information dashboards of critical business indicators for analyzing, monitoring and decision making purposes. Create institutional research data bank for historic reporting.

4 Slide 8 Threats The University of Maryland Eastern Shore is facing budget cuts which causes delay and elimination of projects and researches. Additionally, employees are required to excise their second round of furlong days which lower moral which lowers work performance. Enrollment is declining from previous semesters which is a nationwide concern. Opportunities UMES can create partnerships with local schools and organizations to expose students to new academic opportunities. Also the university, can continue the tradition of Historically Black University, which is to enrich African American students and their communities. Trends The organization is looking toward developing more health professional curriculum such as pharmacy, physician assistant. Slide 9 The Project Plan Identify Funding Source Review and Approve Image Document System Integrate Student Administrative System with Image Document System Implement Image Document System throughout UMES

Slide 10 Funding Source Title III Grant Enhancing Student Administrative Services Implementing an Web base Student Administrative System PeopleSoft/Oracle Implementing an Image Document System -

5 Slide 10 Funding Source Title III Grant Enhancing Student Administrative Services Implementing an Web base Student Administrative System PeopleSoft/Oracle Implementing an Image Document System - ImageNow Implement a Data Warehouse - istragety Enhance other Administrative Systems COCO, ARMS, etc. Upgrade Servers and Desktop Computers - Dell Creating Documentation & Training Materials (End User Trainer) Building an Executive Management System Slide 11 Project Team Kickoff Meeting Review alternate Image Document Systems Conduct Pre-planning Sessions Financial Aid Student Records Admissions Human Resources Office of the President

6 Slide 12 Office Set-up Conduct Pre-planning Sessions with Perceptive Software, Inc. 2 to 4 sessions/office Scan station set-up Security & File structure set-up End User Training Slide 13 Image Document Implementation Project Team established in January 2005 Installed the Image Document System (ImageNow)-July 2005 Live in 2005: Financial Aid Student Records (Registrar) Admission Live in 2006: Office of the President VP for Administrative Affairs VP for Technology & Commercialization Slide 14 Image Document Implementation Live in : Human Resources Purchasing Information Technology Human Ecology Auxiliary Enterprises Henson Center Physical Plant VP for Student Life & Enrollment Management Public Safety Title III Office Comptroller s Office: Accounts Payable Graduate Studies Dining Services

7 Slide 15 Image Document Implementation Live in 2009: Comptroller s Office: Accounts Receivable Public Relations Institutional Research June 2009 Upgrade Sunflower Version 6.3 Slide 16 Instant Results Scanning archive and current documents Using workflow technology routing student documents to various individuals Posting documents via , fax or scanner Electronic retrieval of image documents

8 Slide 17 ImageNow Scan Station Slide 18 Image Document Management Environment Fax Decision Maker Electronic Files Scan Batch Queue Decision Makers Decision Makers File> Print.. Print Print

9 Slide 19 Image Document Management Infrastructure Microsoft Exchange Server PeopleSoft System End user Workstation Fax board The University of Maryland Eastern Shore Network ImageNow Scanning Workstation ImageNow System Human Resource End user Workstation Slide 20 ImageNow Sign-On Page

10 Slide 21 ImageNow Bath Grid Slide 22 ImageNow Document Search Slide 23 ImageNow Document Viewer

11 Slide 24 Work Flow Financial Aid Workflow Diagram Registrar s Workflow Diagram Slide 25 President s Office. USM General UMES Offices MISC Chancellor Board of Regents System of Maryland MEAC Middle States OCR Administrative Affairs Academic Affairs Student Affairs Bowie State College Park Etc.

Slide 26 Learnmode Technology Slide 27 Future Implementation Plans ImageNow Future Office Implementations Center for International Education Institutional

12 Slide 26 Learnmode Technology Slide 27 Future Implementation Plans ImageNow Future Office Implementations Center for International Education Institutional Advancement Academic Offices The remaining Offices Integrate Online Forms with ImageNow - Major Change Form - Graduation Application - Daily Business Forms - ETC.

13 Slide 28 Financial Aid Workflow Technology Verification Letters Award Letters Student Requests Slide 29 Key to Success Devoted Project Manager Dedicated Team Members Dedicated Scanners Dedicated Technical Staff & Trainer Slide 30 Questions & Answers

ImageNow & Imagine Services

ImageNow & Imagine Services Meeting Agenda Introductions ImageNow & Imagine Services Current Customers / Implementations Document Lifecycle ImageNow 6.5.1 Some areas and components Hands on demo Intro