How we Implemented Image Now Lessons Learned

1. How we Implemented Image Now Lessons Learned Session #30529 March 21, 2012

2. Your Presenter • Jennie Bayless • Assistant Director of Admissions, Operations • Missouri University of Science and Technology • Functional lead • Working with PeopleSoft 13 years • In the admissions office for 18 years • Working with ImageNow since 2009

3. Overview • We implemented ImageNow in July 2009 and had a very different implementation than the PS project. • This presentation will cover the lessons learned and hopefully help you not make the same mistakes

4. Missouri University of Science and Technology • Mid-sized school of around 7200 students • Part of four campus University of Missouri System • Purchased ImageNow in 2005 as a system

5. Missouri S&T and Oracle • Have been live with Oracle for almost 12 years • Have admissions, student records, student finances, financial aid, HR, purchasing all live and on all four campuses

6. Applications • Roughly 10,000 applications a year • On undergraduate side need transcripts and test scores • On graduate side need transcripts, test scores, statement of purpose, three letters of recommendation and a resume • LOTS OF PAPER!

7. Overview • We had a very different process to implement ImageNow than we did with PeopleSoft • Very happy that we are on imaging but it was a hard process to get there and it could have been easier • Want to make sure you don’t make the same mistakes we did

8. Topic Slides • Will be going over how we made the decision • Justification • Cost savings • Implementation strategy • Actual Implementation • Crossover • Upgrades

9. Justification

10. Imaging is a time saver • There is nothing to file • No more – drop everything and go to the file room to look for a document • Regional people don’t have to wait for us to fax them something • More eyes on the data makes the data more correct

11. Implementation • Same division that implemented PeopleSoft implemented ImageNow • Took a very different approach • Had two meetings, the team wrote the scripts and then we were live • Didn’t have a test environment

12. Implementation • Had worked with 30 departments across the four campuses and hospital before they worked with us. Did one other admissions office in those 30 • Assumed we were similar in our processes but we are really four unique campuses when it comes to admissions and student records.

13. Things would have done differently • Taken a slower approach • Found out better way to train/test • Been more involved in the setup process • Pushed for a test environment • When we upgraded this caused problems because users couldn’t test • When upgrade happened things broke

14. Things to consider • How long are you going to keep materials? • Three months from time of scanning seems to be very common • Heard of some schools – the day after scanning • If you are going to keep a while – where and how to file these so you can find them if needed • Date scanned order seems to be very common

15. Screen Shots

20. Remember… • If someone can lose a piece of paper, they can find a way to link the document to the wrong record • Your staff won’t be sitting around doing nothing, imaging just is a different activity for them • Need to find alternatives when power outage or network is down

21. Questions?

22. Contact • Jennie Bayless • Assistant Director, Admissions • Missouri University of Science and Technology • jbayless@mst.edu • 573-341-4372

23. This presentation and all Alliance 2012 presentations are available for download from the Conference site atwww. heug.orgwww.psugonline.orgwww.federalusersnetwork.com Presentations from previous meetings are also available