Implementing Electronic Document Management in a Community College Setting
description
Transcript of Implementing Electronic Document Management in a Community College Setting
Implementing Electronic Document Management in a Community College
Setting
Recommendations for Success
Chuck Zettler, Director of Information Technology Project Management, Palm Beach Community College
October 29, 2008
Overview
Environment Challenges and Objectives Project Timeline Conducting a Technology Needs Assessment Project Analysis Methodology Results Recommendations for Success What to Look for in a Vendor
Palm Beach Community College
Serves one of the largest counties in Florida
Approximately 47,000 students Comprehensive community college Urban, multi-campus environment One hour drive b/w some campuses Two failed attempts at implementing
EDM
Challenges
(Continued)
Challenges
4 million mission-critical documents — paper format only
Located in Hurricane Alley Separation of campus locations Objectives:
– Reduce paper – Provide Web self service– Retain some paper-based processes (Continued)
Challenges (Continued)
Paper-based processes – Hindered services– Made work distribution cumbersome (multiple
campuses)– Required numerous phone calls to verify information– Led to customer service inequities
Unstructured information (PDFs, emails, web pages, scanned images) — not organized or managed
Objectives
Disaster recovery (three hurricanes in two years)
Remote, simultaneous Web access to information
Improved efficiency Ability to retrieve, track,
share, revise, and distribute documents within / throughout all campuses (Continued)
Objectives (Continued)
Improved privacy measures Distribution of work via automated workflow Quicker turnaround time for students and
staff Reduced incidence of lost/misplaced files Enhanced student and administrative
services– Scan documents at the point of receipt
Project Timeline
March 2004 – Formed college-wide committee
December 2004 –RFQ for consulting services
January 2005 – Analysis and planning contract awarded to IMERGE Consulting
(Continued)
Project Timeline (Continued)
October 2005 – Business Case/Value Proposition: Student Services
November 2005 – Financial commitment from Board of Trustees
December 2005 – Issued RFP for EDM system
(Continued)
Project Timeline (Continued)
November 2006 – Contract awarded to Optical Image Technology for implementation of DocFinity suite
April 2007 – “Go Live”– Registrar & Financial Aid
June 2008 – “Go Live”– Human Resources
2009 – Accounts Payable 2010 – Academic Departments
Conducting a Technology Needs Assessment
Identify – Problems– Current state
– Future state
– Gap Analysis
Create roadmap to the future
(Continued)
Conducting a Technology Needs Assessment (Continued)
Involve stakeholders Document your processes Establish realistic timeline Be sensitive to effects of change Match technology requirements to needs of
users– Point of entry scanning
Process Analysis: Identify the following:
Desired outcome of each flow
People involved in each flow
Decisions that affect processes (and the people who make them)
Assets needed– Images– COLD reports– Data from other systems – Etc. (Continued)
Process Analysis (Continued)
Identify time constraints (for flows or individual steps)
Designate reporting metrics
Map work distribution– Business requirements– Business rules
Results
Multi-Phase Implementation– Phase I: Student Services
Admissions & Registration Financial Aid
– Phase II: Business Services Human Resources & Payroll Purchasing, Receiving and Accounts Payable Contracts & Reporting
– Phase III: Academics(Continued)
Results (Continued)
Phase I – Student Services– Installed scanners college-wide– Developed workflow applications for:
Registration & Admissions Financial Aid
– Year 1 Scanned over 500,000 documents Went from a 4-week backlog at some campuses
to 1 day turnaround college-wide(Continued)
Student Services Scan Station
Registrar – Transcript Workflow
XXXXXXXXX WILSON, WOODROW
XXXXXXXXX SMITH, SUSAN
XXXXXXXXX WATERS, JEFFREY
XXXXXXXXX COOLDEGE, CALVIN
XXXXXXXXX BROWN, CHARLES
XXXXXXXXX MONK, THELONEUS
XXXXXXXXX KOTULA, ERICA
XXXXXXXXX HADEN, MARTIN
XXXXXXXXX CAMPBELL, AMANDA
XXXXXXXXX THUMMA, JAMES
XXXXXXXXX SHAFFER, CHAD
XXXXXXXXX MCDERMID, FRANCES
XXXXXXXXX JONES, ERIC
XXXXXXXXX SANDERS, GRAHAM
XXXXXXXXX FELDMAN, SYLVIA
XXXXXXXXX SCHWEITZER, ALBERT
XXXXXXXXX WILSON, WOODROW
XXXXXXXXX SMITH, SUSAN
XXXXXXXXX WATERS, JEFFREY
XXXXXXXXX COOLDEGE, CALVIN
XXXXXXXXX BROWN, CHARLES
XXXXXXXXX MONK, THELONEUS
XXXXXXXXX KOTULA, ERICA
XXXXXXXXX HADEN, MARTIN
XXXXXXXXX CAMPBELL, AMANDA
XXXXXXXXX THUMMA, JAMES
XXXXXXXXX SHAFFER, CHAD
XXXXXXXXX MCDERMID, FRANCES
XXXXXXXXX JONES, ERIC
XXXXXXXXX SANDERS, GRAHAM
XXXXXXXXX FELDMAN, SYLVIA
XXXXXXXXX SCHWEITZER, ALBERT
Transcript Process Steps
XXXXXXXXXX
THOMPSON, PERRY
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XXXXXXXXXX
THOMPSON, PERRY
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Results (Continued)
Can meet higher volumes during peak registration, hiring, and accounting cycles
Process information quicker, without adding additional staff
Create process integration between structured data and unstructured information
– Financial Aid Verification– Components can be submitted separately
(Continued)
Results (Continued)
Reporting tools can monitor:– Student document status at any given time – Processing levels of different campuses
Adjustments can be made to processing levels Overall improvements:
– Accurate gauge of productivity levels– Improved work distribution– Centralization of work activities– Improved productivity– Converted file rooms (Continued)
Results (Continued)
Implemented Point of Entry “Quick” Scanning– Streamlines student services– Imports student information
immediately – Reduces need for data entry– Paper documents are:
Scanned Assigned a document type Sent to file or used to initiate a
workflow process
Recommendations for Success: Project Planning
Plan, plan, plan Time spent:
– 85% in project analysis and planning
– 15% in execution
Followed college- accepted Project Methodology
Emphasized Design over Build
Initiator/Executive Sponsor, Project Manager & Business Analysts
Initiator/Executive Sponsor, Project Manager & Business Analysts
Project Manager, Business Analysts & Project Team
Project Manager, Business Analysts & Project Team
Project Manager, Business Analysts & Project Team
Project Manager, Business Analysts & Project Team
PBCC Project Management Process Steps
InitiateProject Initiation Worksheet Completed By Initiator & Executive Sponsor
Project Description Goals and Objectives Business Case Key Deliverables
Full Project Charter/Scope Completed by IT PM/BA & Initiator and Approved by Executive Sponsor & IT Director
Project Goals and Objectives Deliverables - Identify All In-Scope Items Key Milestones with Target Dates Assumptions and Constraints Known Risks Success/Acceptance Criteria- How will you measure success? Key Stakeholders Project Team Members with Roles & Responsibilities Systems Affected
Screened Ideas
PlanCreate the Project Plan - PM/BA
Work Breakdown Structure - Project Plan Communications Plan Risk Management Plan Resource Plan
Project Execution & Control
Manage to the Project Plan
Status Reports/Minutes Issues/Decision Log Change Management Log
CloseCloseout the Project Document Lessons Learned Report Project Success Document "Brought Forward" Items for Future Projects Release the Team
Approved Projects
Active Projects
Annual IT Project Roadmap IT Management Project Status Meetings Monthly Status Update Meetings with Key Business Owners
Project Portfolio MonitoringProject Portfolio Monitoring
Recommendations for Success: Assembling a Project Team
Involve executive managers, users from all stages of the process, and technical staff
Focus on shared objectives and trustSponsoring committee — senior managers
– Issues escalation – Resource management
Implementation team– End users – IT technicians
Project Team Define
Project LeaderChuck Zettler
Implementation Team
Chuck Zettler, Dir IT Project Management, Reporting & Business Analysis - ChairAlex Calderon, IT Microcomputer SpecialistDavid Bodwell, Director of Financial AidJennifer Devine, Project AnalystAmy McDonald, IT Business AnalystEd Mueller, Acting College RegisterJulie Reiman, Campus Fin Aid Co-ord – LW Geoff Schlakman, Dir IT Enterprise SystemsPaula Souza, Campus Registrar – BRBob Voelker, IT Document System Analyst Suzanne Watson, OIT Project Manager, Consulting and TrainingKevin Cojanu, IT Help Desk Manager
Training & Support -Campus TeamsAmy McDonald, ChairElla Cassidy, Registrar DistrictKevin Cojanu, IT Help DeskJanet Cosher, Financial Aid LWShirley Diah, Financial Aid BRJennifer Donn, Financial Aid DistrictIrene Johnson, Advisement LWRonnie Malave, Registrar PBGRoz McFarland, Registrar GladesCarol Oleska, Registrar LWFelicia Phair, Financial Aid PBGChristine Sheppard, Financial Aid BRKen Schwartz, Registrar LW
Cherly Philippeaux, Registrar BR
Sponsoring CommitteeResponsible for overall project direction, staff resource allocation and policy decisions. Reports to the VP/Provosts
Deans of Student Services Scott MacLachlan, Palm Beach Gardens, ChairFreddie Bennett, Glades Leonard Burton, Boca RatonPenny McIsaac, Lake Worth
Tony Parziale, Chief Information Officer
IT SteeringChuck Zettler, Director IT Project Management, Reporting and Business Analysis, ChairGeoff Schlakman, Director IT Enterprise SystemsMike Merker, Dir IT Infrastructure
Recommendations for Success: Setting the Project Scope
Choose a scalable solutionBegin with a manageable projectClearly define and document all deliverables
(Continued)
For ExamplePhase I: Registrar – Point of entry quick scan and three workflow applications
• Applications • Transcripts • Limited access documents
For ExamplePhase I: Registrar – Point of entry quick scan and three workflow applications
• Applications • Transcripts • Limited access documents
Recommendations for Success: Create Detailed Function and Requirements Documentation
Document as is process flows Create to be process flows Build prototypes Test and validate using actual end users Do not allow end user managers or technical
staff to impede results for end users Stay focused on process improvement
(Continued)
Recommendations for Success: Initial Implementation
Select small area to implement Keep scope narrow Motivate staff Recognize the need to adjust to change Set success criteria Celebrate success! Feed people! (Continued)
Recommendations for Success: System & Process Integration
Look for ability to– Integrate with legacy systems– Integrate with different departments and campuses– Pull data from administrative systems – Push data where it is needed
System and processes should:– Be well integrated – Support each other
(Continued)
Recommendations for Success: Roll-out and Support
Be prepared:
– Scale the roll-out so that it is manageable
– If you are moving from paper-based to online processes, have support channels in place
(Continued)
Recommendations for Success: Factors to Consider
Short-term needs vs. long-term goals
Departmental vs. enterprise-wide solution
Budget Timeline
Recommendations for Success: Check customer references
Look to organizations of a similar size Ask your vendor for references from:
– New customers– Implementing customers– Long-term customers
What to Look For in a Vendor
Questions to ask when choosing a technology vendor:– Customer install base size– Higher education experience– Financial status– Support levels– Product road map– Corporate culture– User group support
(Continued)
What to Look For in a Vendor
Technology road map Application APIs Licensing model Support and maintenance
costs Patch and upgrade schedule Availability of professional
services Compatibility with institution’s
technical standards and infrastructure
(Continued)
What to Look For in a Vendor
Total document management Strong web presence In-house development and integration of
software Open architecture/link with various 3rd-party
applications A truly integrated suite of ECM products
– We chose the DocFinity suite, by Optical Image Technology
(Continued)
ROI Considerations
Hard-dollar ROI– Money saved on physical storage space, space rental, filing
cabinets, and records management staff– Faster turnaround time
Soft-dollar ROI– Increased employee productivity/efficiency– Ability to process student materials more quickly– Increased student satisfaction– Improved document security and recovery
Questions:
Chuck ZettlerDirector of Information Technology Project Management Palm Beach Community Collegeph: 561.868.3240email: [email protected]