How we implemented a document imaging solution

whinnycampingMechanics

Nov 5, 2013 (4 years and 1 month ago)

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HEUG (Higher Education Users Group)
Electronic
Document Imaging
Exploration

Below is a compilation of presentations and
a few other
documents posted to the HEUG website over the past
3 years.
The HEUG is an international organization consisting of Higher Education institutions that use
application software
from the Oracle Corporation. The HEUG has also entered into an Alliance with two other
user groups,
PSUG

(Public Sector User Group) and
FUN

(Federal Users Network) to sponsor annual
conferences and to share information on issues of common interest.


I elected not to post on the

HEUG
Campus Community list since document imaging has been a previous topic of discussion and the email threads
were too many to summarize.
One email is included because it contained information about Oracle’s imaging
solution

(an option we did not discu
ss)
. If there is a topic of interest, we can obtain a copy of the presentation
or white paper.

2012
HEUG Alliance Presentations,
Education Series
, and White Papers


Title:


How we implemented a document imaging solution

Topic:


General Interest, Tips and
Tricks (Presentation)

Group:


Missouri University of Science and Tech
n
ology

By,Date:

Jennifer Bayless, 3/26/12

Description:

Missouri University of Science and Technology has successfully implemented a document
imaging solution for admissions, records and
student
financial

assistance and has saved time and money in the
process. This session will let you know things to consider and look out for when implementing document
imaging.


Title:


Picture This! Integrating SharePoint document imaging libraries with P
eopleSoft

Topic:


Public Sector, Case Study (Presentation)

Group:


Lane County
-

Oregon

By,Date:

Mike Finch,
3/26/12

(also presented in 2011)

Description:

In this session, Lane County will present a case study on how we leveraged PeopleSoft,
SharePoint and Kofax to create a
well
-
integrated

document imaging solution.

Scan
-
time
-

Kofax can connect
to PeopleSoft to extract needed meta
-
data for invoices that ar
e being scanned into the system saving users
hours of data entry.

SharePoint storage
-

When the document is stored into SharePoint, PeopleSoft is notified
of what and where the document is stored.

PeopleSoft data updates to SharePoint
-

When data is upda
ted in
PeopleSoft, SharePoint search keys are updated to keep in
-
synch with PeopleSoft information.

Lane County
users are able to find their invoice images from either SharePoint searches or from PeopleSoft pages, queries
or any other data source.

Sessio
n
attendees

will see live demonstrations of the functionality and can receive
samples of the web service code and examples.


Title:


Hop on the AP streamline process improvement train

Topic:


Procurement to Pay
, Tips and Tricks (Presentation)

Group:


Uni
versity of South Florida

By,Date:

Claire Aldridge
, 3/26/12

Description:


Learn how the University of South Florida (USF) through the use of automation has significantly
increased efficiencies within the University Accounts Payable department (AP). Scannin
g and indexing invoices
in AP provides a single repository that controls data flow and supports electronic review for quality control.
This session will cover the following process improvements.

• How vouchers are processed through the correlation of the d
ata imaging system and the Purchasing
department data resulting in reduced processing time.

• How replacing a paper flow for the Payroll payments to using the XML upload of an excel spreadsheet that
create vouchers and improved processing time by half.


How going from a labor intensive manual Procurement Card process to create payments to an automated
process utilizing the PeopleSoft Integration Broker and the AP voucher build resulting in error reductions and
supports full audit compliance.


Title:


Best Practices for Information Sharing and Improving Collaboration Across Campus

Topic:


Vendors, Whitepaper

Group:


ImageSource

By,Date:

Lynne Butler, 2/3/12

Description:

This white paper addresses the challenges of sharing information
interdepartmentally and the benefits
of using a common content repository to manage business processes.


Excerpt from Email Thread, Imaging and Content Mgmt Solution, 1/29/2012, Chrity Bixler, CEO

The only reason I am including this email is because we dis
cussed several vendor solutions, but
Oracle Imaging was not on our list … this was part of an E
-
Business Suite topic. Denise

∙ We have been using Oracle I/PM since 1994 when it was Optika. We used it with our old student system Colleague, so therefor
e we
h
ad a lot of familiarity with the product.

∙ Oracle I/PM was Optika, then bought be Stellent in 2004, then bought by Oracle in 2005 or 2006, it was then renamed to I/PM
; aka
Image Process Management. Now they have bundled it under WebCenter so I am not sure

what the most recent name is…

∙ We use Oracle Document Capture and Oracle Distributed Document Capture (formerly Captivation) for our import side. It provi
des
more options for import then Markview did at the time.

∙ Oracle has since added a OCR solution (
they are using Brainware). We are not using that yet, but plan to use it in the near future.

∙ We were one of the first organization to use I/PM with Ebus suite. We worked very closely with Oracle (Sancho Pinto, Produc
t
Manager for Imaging) development du
ring our implementation.

∙ We implemented this as part of our R12 upgrade. We were faced with either upgrading Markview ($$$$) or trying I/PM, which w
as
not yet proven with eBus. Our risk was mitigated by having Oracle involved and they really

wanted a su
ccess story…

∙ Post R12 upgrade and I/PM implementation, we have patched both ebus and I/PM and have not had a single hiccup. It is like t
he
energizer bunny it just keeps running. The technical staff now focuses on deploying I/PM and adding workflow, all w
hich benefits the
customer. It is very stable.

∙ Oracle I/PM has a very simple, eloquent interface with ebus. We eliminated several customizations in ebus. We use standard
Oracle
workflow with iexpense and invoice processing. Our customers find it easier
to use.

∙ The CFO loves it, we made him a really cool online Discoverer report with the check payments over $5k. Within the report, h
e can
click on a link and it pulls up the images of the invoice associated with the check he is approving. Before he had to

enter the
associated invoice number and navigate through Markview to see the invoice detail. It has saved him significant time for this

twice a
week task. All of wh
ich was captured in the ROI…. J


2011
HEUG Alliance Presentations,
Education Series
,
and
White Papers

Title:


Automating Your Admission Process with PS 9.0 and Document Imaging

Topic:


Admissions
,
Case Study

(Presentation)

Group:


Northern Illinois University

By,Date:

Crystal Garvey, 4/20/11

Description:

Northern Illinois University went live

in PS version 8.9 in September 2007, using many of the delivered
functionalities of PeopleSoft along with some minor modifications to drive our paperless admission workflow process in
the OnBase document imaging system. In February 2011 we will go live wi
th our upgrade to PeopleSoft version 9.0 using
these same processes. Come find out how we are leveraging delivered 3C trigger functionality to auto
-
assign admission
checklists, using a custom process to update checklists with org ids and to change the PS e
valuation status once all
admissions checklists are complete. See how these are used to drive an application through the workflow queues in
OnBase to create an automated admission process that allows us to minimally touch an application prior to being
deci
sion ready. Other topics that will be discussed are our implementation decision making process, our auto
-
decision
process, transfer credit evaluation and the pass to records.


T
itle:


Integrated Solutions for Effective Admissions Processing

Topic:


Admis
sions, Workshop

(Presentation)

Group:


Duke University

By, Date:

Wayne Thompson, 4/20/11

Description:

Duke’s Graduate Admissions process includes having 1500 faculty review admissions files


some of who
only need to read one or two files each year.

We repeatedly hear
that faculty
are

having difficulty using a number of
different systems to complete their work. While the imaging application worked extremely well for the administrative
part of the admissions process, we learned that it was important, a
s much as possible to have one main point of use for
faculty and this has now been developed utilizing tools from both PeopleSoft and the imaging system. A custom
PeopleSoft page has been developed, called the Admissions Center, that provides faculty and t
heir department
administrators immediate access to their applicant data (stored in PeopleSoft) and applicant documents (stored in
imaging system) and the ability to submit their recommended admission decisions and funding sources to the Graduate
School.

(
A similar presentation was also presented at SEARUG 10
-
25
-
11
(Application Processing Using Imaging).
)


T
itle:


Use Integration Technologies to View Document Images in PeopleSoft

Topic:


Technical, Case Study

(Presentation)

Group:


Duke University

By, Date
:

John Ney, 4/20/11

Description:

Duke University maintains documents related to Admissions applications in a separate document
imaging system. In order to eliminate a non
-
PeopleSoft tool (along with non
-
standard browser plug
-
ins) and reduce user
confusion,

we configured Integration Broker and developed custom PeopleCode functions which can retrieve a list and
subsequently view a document all within the PeopleSoft Internet Architecture.

The effort enables our users to focus on
reading documents rather than
trying to find them.

Title:


Solving the Complexities of Records Management with ECM

Topic:


HEUG Education Series, Presentation

Group:


HEUG
, Perceptive Software, Grand Rapids Community College

By,Date:

Nathan Hamilton, Mike Wessel, Mary Reed
,
8/10
/11

Description:

How GRCC deployed ImageNow to develop a for Accounts Payable, Financial Aid, Student
Records, Human Resources, General Counsel, Printing Services, and more.


Title:


How Innovative Community Colleges are using ECM to Work Smarter and Save Mo
ney

Topic:


HEUG Education Series, Presentation

Group:


HEUG

By,Date:

Sheri Bunch, 11/16/11

Description:

Houston Community College System (HCCS) shares learnings on how it integrated enterprise
content management (ECM) and DataCapture solutions seamlessly

into six colleges and across 22 campuses to
efficiently serve more than 80,000 students each semester. By using document imaging and workflow
technology solutions from Perceptive Software, HCCS can now easily managing the entire lifecycle of student
docum
ents.

By implementing ImageNow document management, document imaging and workflow, HCCS has
revolutionized the way it does business across their institution. In three years, HCCS saved almost $800,000,
and now can do four times as much work without adding

additional staff. They've also improved student
services, streamlined processes and enhanced collaboration among staff and departments.


Title:

Document Management


Document Creation and Management at the State of Tennessee

Topic:


Public Sector, Case S
tudy (Presentation)

Group:


State of Tennessee

By,Date:

Jeremy Gross, 4/5/11

Description:

This presentation will demonstrate and summarize the creation of Documents through the use
of the Document Management module as it is used by the State of Tennessee.

The session will include the
creation of Contract Documents and Ad
-
Hoc Documents. The documents will be created with the user
answering a series of questions to build the desired document as well as documents built completely
automated. The set
-
up of the
Document Configurators (templates) and wizards (question series) will be
demonstrated, as well as how the state of Tennessee utilizes workflow for all contracts, even documents not
created within Document Management.


Title:

Revolutionizing HR Processes Step by Step With PeopleSoft HCM and ImageNow Integration

Topic:


HRMS, Case Study (Presentation)

Group:


Kansas State University

By,Date:

Jennifer Gehrt, 4/20/11

Description:

Kansas State University Human Resources has been u
sing ImageNow enterprise content
management solution for 8 years to manage documents electronically, improve internal efficiencies and
regain significant office space. Beginning in 2010, K
-
State HR began using ImageNow electronic workflow to
manage personn
el and payroll transactions in a near paperless environment. Learn details about their current
and future planned strategies for incremental evolving processes, utilizing simple ImageNow integration with
PeopleSoft HCM without customization. Hear about les
sons learned as they go through this process and how
they have managed the change. Learn how their staff has adapted to change and low
-
budget strategies
utilized to reduce their carbon footprint and while increasing effiencies in a de
-
centralized environme
nt.


2010

HEUG Alliance Presentations,
Education Series
, and White Papers


Title:


Integrated Imaging with Peoplesoft at TCU

Topic:


General Interest, Case Study

(Presentation)

Group:


Texas Christian University

By, Date:

Josh Harmon, Susie Davis
, 4/6/10

Description:

TCU has been using ImageNow with PeopleSoft for 8 years. This session will discuss how we use
ImageNow and PeopleSoft together to enhance our efficiency through work
-
flow and document retrieval as
well as reduced our physical storage needs. I
mageNow and PeopleSoft are used in Student Records, Financial
Aid, Human Resources, Admissions and Finance. Representatives from each department will explain how they
are using Imaging in their departmen
t in a panel style discussion.
We will cover how we
are using ImageNow
today. Functional and technical advantages as well as problems


Title:


Reduce Costs
&

Streamline Operations in Financials with Oracle Imaging
&

Process
Mgmt

Topic:


Oracle EBS, Oracle Application

(Presentation)

Group:


Oracle

By/Date:

S
teve Tapper
, 4/6/10

Description:

Learn how to increase the automation of Oracle Financials by using scanning and imaging
technologies to streamline high
-
volume operations. Oracle Document Capture and Oracle Imaging and Process
Management, offer productized

integration with Oracle Financials that digitizes paper documents such as
invoices and receipts and attaches them to automated workflows to decrease processing times. You can
achieve quick, measurable ROI by increasing efficiencies and reducing costs.


Ti
tle:


Go Beyond Imaging with Real
-
Time Integration to Automate the ISIR Verification Process

Topic:


Technical, Vendor

Group:


HEUG

By/Date:

Sheri Bunch
, 4/6/10

Description:

Are you being asked to do more with less? Do you need to show real r
eturn on each

dollar
spent?
Singularity by Hershey Systems is a leader in document management and work process automation
software for the Higher Education marketplace. This presentation will explore and explain the solutions
provided by integrating Singularity Archi
ve, Workflow and Online Forms with PeopleSoft to automate the ISIR
Verification process. The integrations discussed will speak to both “Image Enabling” the PeopleSoft screens as
well as integrating real
-
time data exchanges
-

leading to increased productivi
ty and re
al return on your
investment.
Hershey Systems Inc. has been a leader in document management software for Higher Education
since 1983. The originator of Transcript Process Automation and now the ISIR Verification Process, Hershey
released their fl
agship software suite in 2000 as a completely new, web
-
based document management and
workflow automation software suite. Since that release, hundreds of schools worldwide have realized the
increased efficiencies, cost savings, and student/staff satisfactio
n that come from using the Singularity System.
Stop your Financial Aid office "insanity" and join us to learn how Real
-
Time integration with PeopleSoft and
your Document Management solution can make your office more efficent! Prepare for the future demands

on
you and your time, and enable your Financial Aid department to go beyond imaging with Singularity!


Title:


ImageNow and PeopleSoft Intergration

Topic:


Project Plans, White Paper

Group:


Perceptive Software

By/Date:

Ben Keefe
, 7/10/10

Description:

Ins
tant document retrieval. Fewer lost files. Collaborationacross departments. Regulatory
compliance support for long
-
term storage and archiving. These are just a few of the benefits that are
achievable when integrating enterprise document management, imaging a
nd workflow software with your
PeopleSoft Enterprise applications.

Related Presentations on same date:

University of Missouri using ImageNow and PeopleSoft (CS
-
Financial Aid)

Georgia Institute of Technology


Accounts Payable and Procurement (ImageNow)
(Financials)

Florida International University uses PeopleSoft and ImageNow in Housing (CS Campus Community)