Document Imaging SBHE Recommendation

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Claud Roberts
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1 North Dakota State Board of Higher Education Maximizing Results through Efficiencies Document Imaging SBHE Recommendation Building a Cost-Effective IT System June 14, 2012 What is Document Imaging? It is the process of capturing documents as electronic images Documents are electronic files or files captured by scanning Captured documents can be stored, retrieved, and managed in a document imaging system It is possible to enable workflows that streamline tasks such as purchase requisitions and admissions

2 How Does it Work? What is currently in use? ImageNow is the predominantly used document imaging software in the North Dakota University System Current users of ImageNow: UND, NDSU, BSC, MiSU, NDSCS, and WSC 287 current licenses, over 900 users, dozens of applications Wide use of workflows System in use for over 5 years by all institutions No imaging system: DCB, DSU, VCSU, LRSC, and MaSU All have expressed interest in document imaging but have held back due to lack of funding and human resources

3 Previous Discussions Background information presented to, and feedback received from: Academic Affairs Council Administrative Affairs Council CIO Council Student Affairs Council ConnectND Campus Advisory Committee SBHE Efficiencies Oversight Committee Recommendation presented to SBHE Oversight Committee at their May 31, 2012 meeting Three Options Considered Option A Purchase 13 additional licenses bringing system total to 300, maintain current level of functionality Option B Purchase 13 additional licenses bringing system total to 300, expand functionality Option C Subscription model for 300 users and expanded functionality Addresses need to expand number of users and functionality Provides for efficient use of license pool

4 ImageNow Functionality Option A iscript Replication Agent Database Connector WebNow CaptureNow Conversion Module Document Control Suite eforms Content Server Recognition Agent Business Insight Envoy Mail Agent IntelliCapture Message Agent Retention Policy Manager Output Agent Direct Print Fax Agent Bar Code Recognition Interact with Copiers Reflect Mobile Interact with Office 365 ImageNow Functionality Options B & C iscript Replication Agent Database Connector WebNow CaptureNow Conversion Module Document Control Suite eforms Content Server Recognition Agent Business Insight Envoy Mail Agent IntelliCapture Message Agent Retention Policy Manager Output Agent Direct Print Fax Agent Bar Code Recognition Interact with Copiers Reflect Mobile Interact with Office 365

5 Annual Hosting Cost Current Institutional Cost ($) Proposed Centralized Cost ($) Year 1 Year 2 Year 3 Server/Hardware 25,580 23,016 23,016 23,016 Storage 3,026 3,026 3,026 3,026 Staffing 328, , , ,716 Professional Services 56,666 56,667 56,667 TOTAL 194, , Server/hardware and storage costs are annualized for 5 years. Storage is based on current usage. Cost estimate is calculated at $1.32/Gb per year based on a high-end storage solution. Year-to-year growth in storage is not estimated. Professional Services needed for a phased migration over 3 years. Proposed System staffing - 1 FTE Application Admin FTE Server Admin. Years 1-3 do not include institutional staffing for maintenance of institutional specific processes. No annual salary increase estimates applied. Recommended Model Centrally Hosted at the NDUS/UND Data Center Licensing - Subscription Model (Option C) Allows access to expanded functionality desired by institutions Reduces the upfront costs of expansion Funding NDUS responsible for annual system operation and administration costs within existing SITS budget Institutions responsible for annual subscription and storage costs All campuses would participate at a minimum number of licenses In first year, campuses would pay costs equivalent to current costs; subsequent years based on usage

6 Recommended Model Responsibilities: NDUS system maintenance, administration, security, implement policies and procedures, create standard workflows and processes, governance Institutions create and customize institutional specific workflows, adhere to System policies and procedures, train end-users, maintain documentation, troubleshoot process specific issues Annual Cost - Institutions License Storage Total Current NDSU 52, ,792 52,792 UND 70,000 1,320 71,320 71,320 BSC 14, ,037 14,737 MiSU 10, ,614 10,764 DSU 5, ,000 0 LRSC 5, ,000 0 NDSCS 10, ,264 10,364 VCSU 5, ,000 0 WSC 5, ,000 4,700 MaSU 5, ,000 0 DCB 5, ,000 0 SITS 78, ,240 26,000 Total 264,240 3, , ,677 License cost based on current annual maintenance costs for existing users, minimum 5 licenses for others. Current for NDSU is based on estimated cost in FY13 due to increased licenses. Storage is based on current usage. Cost estimate is calculated at $1.32/Gb per year based on a high-end storage solution. The actual cost may range from $0.33 to $1.32 per Gb per year.

7 Implementation Steps Expand infrastructure in preparation for migration System will be housed in the NDUS/UND Data Center Define policies, procedures, and governance Upgrade current instances to a common version Build new applications/processes in the expanded system Phased migration of current instances to the expanded NDUS infrastructure

Unified Communications

North Dakota State Board of Higher Education Maximizing Results through Efficiencies Unified Communications Building a Cost-Effective IT System May 31, 2012 Unified Communications Evolution: Telecommunications