IntroducingIntroducing PantherDocs PantherDocs

OverviewOverview

WhatWhat

WhereWhere

WhenWhen

WhyWhy

WhoWho

BackgroundBackground• Spring 2004Spring 2004 – – Imaging Committee FormedImaging Committee Formed

• RFQ – consulting servicesRFQ – consulting services• July 2005July 2005 – Awarded to Imerge Consulting – Awarded to Imerge Consulting

• Budget of $60,000 Budget of $60,000 • Business Case AnalysisBusiness Case Analysis

•Registrar & Financial Aid identified as Registrar & Financial Aid identified as areas with the greatest needareas with the greatest need

• Oct 2005Oct 2005 – Presented to Senior Management – Presented to Senior Management• Nov 2005Nov 2005 – Presented to District Board of – Presented to District Board of

Trustees Trustees • Dec 2005Dec 2005 – RFPs Issued to identify vendor – RFPs Issued to identify vendor

for imaging software and vendor to convert for imaging software and vendor to convert existing Student Records (aka Backfile)existing Student Records (aka Backfile)

Background Background (Continued)(Continued)

• Mar 2006Mar 2006 – At the conclusion of a competitive – At the conclusion of a competitive bid process the Imaging Committee bid process the Imaging Committee recommended purchasing the DocFinity recommended purchasing the DocFinity software suite from Optical Image software suite from Optical Image Technology (OIT), Inc.Technology (OIT), Inc.

Current Higher Education Clients Include:Current Higher Education Clients Include:The Pennsylvania State UniversityThe Pennsylvania State University

The Ohio State UniversityThe Ohio State UniversityVanderbilt UniversityVanderbilt University

The Florida State UniversityThe Florida State UniversityUniversity of ChicagoUniversity of Chicago

Shippensburg UniversityShippensburg UniversityAssociation of American Medical CollegesAssociation of American Medical Colleges

Connecticut Student Loan FoundationConnecticut Student Loan Foundation

Background Background (Continued)(Continued)

• June 2006June 2006 – Project approved by DBOT – Project approved by DBOT• Software contract awarded to OITSoftware contract awarded to OIT• Student Records conversion awarded to Student Records conversion awarded to

Data Impact Data Impact • IT Technical Support Position ApprovedIT Technical Support Position Approved• Project Financial Impact for FY06-07: Project Financial Impact for FY06-07:

$818,200$818,200

Project TeamProject Team Define

Project LeaderChuck Zettler

Implementation TeamAlex Calderon, Microcomputer SpecialistJennifer Devine, Project AnalystAmy McDonald, IT Business AnalystBob Voelker, IT Document System AnalystDavid Bodwell, Director of Financial AidEd Mueller, Acting College RegisterJim Just, Imerge Consulting Mike Merker, Dir IT InfrastructureMolly Spangler, OIT Project Manager, Consulting and TrainingGeoff Schlakman, Dir IT Enterprise SystemsPaula Souza, Campus Registrar – Boca RatonNancy Simmons, Server and DatabaseTracy Montagnino, IT Systems AnalystChuck Zettler, Dir IT Project Management, Reporting & Business Analysis - Chair

Campus User TeamsCampus RegistrarCampus Coordinator of Financial AidCampus Computer Resource ManagerDeans of Student ServicesEx-officio Campus Team Resources

College RegistrarDirector of Financial Aid

Sponsoring CommitteeResponsible for overall project direction, staff resource allocation and policy decisions. Reports to the VP/Provosts Freddie Bennett, Dean of Students Glades CampusKen Ray, Dean of Students Boca Raton CampusPenny McIsaac, Dean of Students Lake Worth CampusScott MacLachlan, Dean of Students Palm Beach Gardens Campus, ChairTony Parziale, Chief Information Officer

IT SteeringChuck Zettler, Director IT Project Management, Reporting and Business Analysis, ChairGeoff Schlakman, Director IT Enterprise SystemsMike Merker, Dir IT InfrastructureJennifer Devine, Project Analyst

Current StatusCurrent Status

• July 2006July 2006 – Hired Bob Voelker – Hired Bob Voelker • IT Document System AnalystIT Document System Analyst

• Aug 2006Aug 2006 – Executed Software Licensing – Executed Software Licensing AgreementAgreement

• Sept 2006Sept 2006 – Organized project teams – Organized project teams• Developed Project Plans for install of Developed Project Plans for install of

software and conversion of Student Folderssoftware and conversion of Student Folders

• Oct 2006Oct 2006 – Installation of Doc Finity – Installation of Doc Finity SoftwareSoftware• Initial testing of equipmentInitial testing of equipment• Began Student Records Conversion of Grade Began Student Records Conversion of Grade

Sheets and Historical TranscriptsSheets and Historical Transcripts

Future Future (Next 7 Months)(Next 7 Months)

• Oct 2006Oct 2006 – System Install – System Install • Administrative training (IT staff and Key Administrative training (IT staff and Key

Users) on the Docfinity System’s document Users) on the Docfinity System’s document retrieval, scanning and workflowretrieval, scanning and workflow

• Nov 2006Nov 2006 – Continue training and – Continue training and begin Application Developmentbegin Application Development

• Dec 2006Dec 2006 – Continue application – Continue application development and begin conversion development and begin conversion of Student Folders with File of Student Folders with File NumbersNumbers

Future Future (Continued)(Continued)

• Jan 2007Jan 2007 – Application Testing – Application Testing • Application testingApplication testing• Desktop deployment of software, Desktop deployment of software,

monitors and scannersmonitors and scanners• Feb 2007Feb 2007 – Full System Testing – Full System Testing

• End User TestingEnd User Testing• Conversion of Alpha Student FoldersConversion of Alpha Student Folders

• Mar 2007Mar 2007 – End User Training – End User Training

•Apr 2007Apr 2007•9 Apr 20079 Apr 2007 – Registrar – Registrar•30 Apr 200730 Apr 2007 – Financial Aid – Financial Aid

Go-LiveGo-Live

What does this meanWhat does this mean to me? to me?

• Approximately 35 scanning Approximately 35 scanning stations throughout Registrar & stations throughout Registrar & Financial Aid offices on all Financial Aid offices on all campusescampuses

• Documents will be scanned at the Documents will be scanned at the point of entry point of entry

• Workflow will be installed Workflow will be installed (automated process to move (automated process to move documents from point of entry to documents from point of entry to the person who will take action on the person who will take action on the documents)the documents)

Bob Voelker & Alex CalderonBob Voelker & Alex CalderonScanner DemonstrationScanner Demonstration

How will informationHow will informationbe communicated to me? be communicated to me?

• Amy McDonald is managing Amy McDonald is managing communication & trainingcommunication & training

• Newsletters & Campus MeetingsNewsletters & Campus Meetings• Campus Financial Aid Coordinators Campus Financial Aid Coordinators

& Registrars on the project team& Registrars on the project team• Two portable systems to solicit Two portable systems to solicit

staff input during development staff input during development phase phase

• Training Classes March 2007Training Classes March 2007

QuestionsQuestions

Thank You.Thank You.