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University of Calgary

University of Calgary. Microdea. Keystone. Electronic Document Management *Re-engineering the Admissions Process*. Background dream: replacing paper file with electronic file recent feasibility study technology has matured

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University of Calgary

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  1. University of Calgary Microdea Keystone

  2. Electronic Document Management*Re-engineering the Admissions Process* Background • dream: replacing paper file with electronic file • recent feasibility study • technology has matured • potential to have greatest positive impact of any “systems” development project • Need a pilot…a place to start

  3. Electronic Document Management*Re-engineering the Admissions Process* Goals: • eliminate paper chase • eliminate duplicate files & lost files • improve feedback to applicants • improve efficiency • get infrastructure in place then expand to other offices

  4. Electronic Document Management*Re-engineering the Admissions Process* • Initial Implementation • replace hardcopy file in R.O. with electronic file • 2 scanning stations in R.O. (now 3 plus 1 in GS and 1 in MD) • ~ 40 “Windows users” in R.O & Faculty Offices • ~ 50 view-only users via web browser (now 300!)

  5. Electronic Document Management*Re-engineering the Admissions Process* • Description • much more than just a scanning system • electronic annotation • workflow & sharing documents • electronic capture of: • email • computer correspondence • word processing • electronic transcripts

  6. Electronic Document Management*Re-engineering the Admissions Process* • Integration with SIS • Will work with existing SIS • SIS and electronic documents displayed side by side • Student ID number cross-validation • one security sign-on • user-friendly interface

  7. Electronic Document Management*Re-engineering the Admissions Process* Before EDMS…..

  8. Electronic Document Management*Re-engineering the Admissions Process* After EDMS…...

  9. Electronic Document Management*Re-engineering the Admissions Process* • Benefits • dramatically change admissions processing…… • transcripts to faculties faster • improve workflow & service • photocopy savings ~$20,000 • improved efficiency 10-30% • earlier offers of admission & higher acceptance rates

  10. Electronic Document Management*Re-engineering the Admissions Process* • Benefits (cont) • space savings • scalability • all faculty offices • other applications • future customization • integrate faculty offices’ unique documents • eliminate duplicate files all over campus

  11. Next Step - Workflow

  12. Black and White Image

  13. Gray Scale Image

  14. Document Backup System

  15. System Components 2 x Dell PowerEdge 2650 Servers • Dual XEON 2.8 Ghz Proc’s • 4 GB RAM • 2 Hard Drives Mirrored for OS (16 GB) • 3 Hard Drives RAID5 for Data (275 GB) 2 x Dell PowerVault 220S Direct Attach Storage • 7 Ultra320 SCSI Hard Drives RAID5 (820 GB) • Expansion available up to 3800 GB per Enclosure Software Windows 2000 Server NSI Double-Take for Windows MS SQL2000 Server Microdea Synergize

  16. System Software MS SQL Server

  17. System Replication EDMSRV1 Production EDMSRV3 Standby - Development Data Repository Near Real Time Mirror over TCP/ IP

  18. System Backup EDMSRV1 Production Nightly Backup to TAPE Data Repository

  19. System Storage Profiling EDMSRV1 Production Allows for a smaller more manageable Database Current Read and Write Access Data Repository 2004 Fall Read Access Only 2004 Spring Read Access Only Point in Time Data Index Archiving

  20. System Recovery Times EDMSRV1 Production EDMSRV3 Standby - Development • Manual Failover 1 Hour • Data Loss < 1 Minute • Bare Metal Restore 4 Hours • File Restore Time < 15 minutes

  21. Microdea IncEnterprise Electronic Document Management Solution www.microdea.com

  22. Introduction Synergize by Microdea An Electronic Document Management, and Document Imaging Solution used to increase productivity, reduce internal costs, and provide Superior Return on Investment

  23. Who is Microdea Inc. • A highly successful Document Management and Imaging solution vendor founded in 1995 • Successfully installed in over 150 customer sites • The developers of the massively scalable Synergize Enterprise • Awarded by the Chamber of Commerce for Business and Product Excellence • Non Reseller status

  24. Who are our customers? • University of Calgary, Retirement REIT • Hospital for Sick Children, Boston Medical Center • State of Vermont, Atlas Van Lines • Hamilton CAS, CCAS of Hamilton • RBC Insurance, Gore Mutual Insurance, Lombard Insurance, Pilot Insurance • CN Rail, CP Rail, Hyland Transport, Highway 9, Rainbow Transport • Royal Bank, CIBC, Citibank And many others …

  25. What is our solution? • An Enterprise Document Management Framework • Non Proprietary, completely Vendor Neutral EDMS • Specifically designed to seamlessly integrate with SIS and other key Higher Education systems • Low Risk Document Imaging & Workflow solution • Proven ability to support multiple departments simultaneously • Able to interoperate via open and documented APIs • Easy to use, highly secure, and dependable Partnership is the Key to Success

  26. Implementation Certainty • Time Proven Implementation Certainty Methodology mitigates risk of deployment • On Time, On Spec and On Budget implementations • Exceptional Industry Knowledge and Expertise • Collaborative Integration Ingenuity • Implementation and Support Team Depth • Teamwork and Customer Involvement • Checkpoints and Milestones Real World – Real Expectations Real Success

  27. 5th Department 4th Department 2nd Department 3rd Department Initial Department Synergize Enterprise Framework Synergize Enterprise Framework Synergize Enterprise Framework Synergize Enterprise Framework Synergize Enterprise Architecture Start with a single department Add the next department in phase 2 Add the next department in phase 3 Add the final departments in phase 4 All Departments can have separate repositories All Departments have separate security definitions and audit trails

  28. End User driven Functionality and Views Open and Documented API set Synergize Web Interface Synergize C/S Interface Document Audit Trail Workflow Audit Trail SIS Application Interface Third Party Web Portal Network extrapolated Scaleable Dependable Security Synergize Document Security Synergize API interface Synergize Data Repositories Individual Audit Trails for each repository Synergize Data Repository Architecture

  29. SIS Application Interface Synergize Web Interface Synergize C/S Interface Third Party Web Portal Document Enabled Enterprise Synergizeis Easy to Use and Manage • User Specified displays using drag and drop • Streaming technology minimizes network load Synergize is designed to be customer managed and maintained Discrete Repositories provides absolute security and privacy Separate databases and document stores

  30. Unlimited document feeds from scan stations, Form data extraction, Digital pens Automated electronic COLD feeds, Office, Fax, Email, Print Renditioning . . Document Enabled Enterprise Manage 100’s of millions of documents Unlimited retrieval stations campus-wide Synergizehas Enterprise Performance

  31. Transcript and Form Data Extraction Digital Pen WiFi Handheld E-Courier E-Forms Electronic Signature Synergizeleverages advanced technology

  32. Third Party Application Interface Third Party Web Portal Synergize Web User Interface Synergize C/S User Interface Load Balancing Servers Synergize Application Servers Document Enabled Enterprise SAN(s) Database Cluster Synergizeis Massively Scalable

  33. Third Party Web Portal SIS Application Interface Synergize Web User Interface Synergize C/S User Interface MS SQL Oracle DB2 Document Enabled Enterprise Synergizeis Non Proprietary & Vendor Neutral Bar Codes ISIS & Kofax SAN & NAS Active Directory & Novell XML – CORBA .NET IE/Netscape/Mozilla IIS/Apache TCP/IP HTML TIFF DCOM / COM

  34. Browser Win 9x/NT/W2K/XP Citrix / TS Document Enabled Enterprise Synergizehas Flexible Deployment Options Flexible licensing options Concurrent, Named Users, Subscription-Usage, Lease to own and Enterprise Licensing

  35. Perl, HTML, ASP, J2EE, XML and others SIS Application Interface PowerBuilder COM Java Visual Basic Open and Documented API set Synergize API interface Windows, COM API, Web Services, SOAP XML, HTTP Requests, .NET, others Document Enabled Enterprise SynergizeSupports Easy Integration

  36. Document Enabled Enterprise Synergizehas Integrated Workflow

  37. Jim Kallsen Senior Analyst Registrar’s Office University of Calgary Questions? Microdea Inc. sales@microdea.com www.microdea.com 905 842 4244 Visit Microdea in Booth 211 at CUMREC 2005

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