Introducing PantherDocs

Overview WhatWhereWhenWhyWho

Background Spring 2004 – Imaging Committee FormedSpring 2004 – Imaging Committee Formed RFQ – consulting servicesRFQ – consulting services July 2005 – Awarded to Imerge ConsultingJuly 2005 – Awarded to Imerge Consulting Budget of $60,000Budget of $60,000 Business Case AnalysisBusiness Case Analysis Registrar & Financial Aid identified as areas with the greatest needRegistrar & Financial Aid identified as areas with the greatest need Oct 2005 – Presented to Senior ManagementOct 2005 – Presented to Senior Management Nov 2005 – Presented to District Board of TrusteesNov 2005 – Presented to District Board of Trustees Dec 2005 – RFPs Issued to identify vendor for imaging software and vendor to convert existing Student Records (aka Backfile)Dec 2005 – RFPs Issued to identify vendor for imaging software and vendor to convert existing Student Records (aka Backfile)

Background (Continued) Mar 2006 – At the conclusion of a competitive bid process the Imaging Committee recommended purchasing the DocFinity software suite from Optical Image Technology (OIT), Inc.Mar 2006 – At the conclusion of a competitive bid process the Imaging Committee recommended purchasing the DocFinity software suite from Optical Image Technology (OIT), Inc. Current Higher Education Clients Include: The Pennsylvania State University The Ohio State University Vanderbilt University The Florida State University University of Chicago Shippensburg University Association of American Medical Colleges Connecticut Student Loan Foundation

Background (Continued) June 2006 – Project approved by DBOTJune 2006 – Project approved by DBOT Software contract awarded to OITSoftware contract awarded to OIT Student Records conversion awarded to Data ImpactStudent Records conversion awarded to Data Impact IT Technical Support Position ApprovedIT Technical Support Position Approved Project Financial Impact for FY06-07: $818,200Project Financial Impact for FY06-07: $818,200

Project Team Define Project Leader Chuck Zettler Implementation Team Alex Calderon, Microcomputer Specialist Jennifer Devine, Project Analyst Amy McDonald, IT Business Analyst Bob Voelker, IT Document System Analyst David Bodwell, Director of Financial Aid Ed Mueller, Acting College Register Jim Just, Imerge Consulting Mike Merker, Dir IT Infrastructure Molly Spangler, OIT Project Manager, Consulting and Training Geoff Schlakman, Dir IT Enterprise Systems Paula Souza, Campus Registrar – Boca Raton Nancy Simmons, Server and Database Tracy Montagnino, IT Systems Analyst Chuck Zettler, Dir IT Project Management, Reporting & Business Analysis - Chair Campus User Teams Campus Registrar Campus Coordinator of Financial Aid Campus Computer Resource Manager Deans of Student Services Ex-officio Campus Team Resources College Registrar Director of Financial Aid Sponsoring Committee Responsible for overall project direction, staff resource allocation and policy decisions. Reports to the VP/Provosts Freddie Bennett, Dean of Students Glades Campus Ken Ray, Dean of Students Boca Raton Campus Penny McIsaac, Dean of Students Lake Worth Campus Scott MacLachlan, Dean of Students Palm Beach Gardens Campus, Chair Tony Parziale, Chief Information Officer IT Steering Chuck Zettler, Director IT Project Management, Reporting and Business Analysis, Chair Geoff Schlakman, Director IT Enterprise Systems Mike Merker, Dir IT Infrastructure Jennifer Devine, Project Analyst

Current Status July 2006 – Hired Bob VoelkerJuly 2006 – Hired Bob Voelker IT Document System AnalystIT Document System Analyst Aug 2006 – Executed Software Licensing AgreementAug 2006 – Executed Software Licensing Agreement Sept 2006 – Organized project teamsSept 2006 – Organized project teams Developed Project Plans for install of software and conversion of Student FoldersDeveloped Project Plans for install of software and conversion of Student Folders Oct 2006 – Installation of Doc Finity SoftwareOct 2006 – Installation of Doc Finity Software Initial testing of equipmentInitial testing of equipment Began Student Records Conversion of Grade Sheets and Historical TranscriptsBegan Student Records Conversion of Grade Sheets and Historical Transcripts

Future (Next 7 Months) Oct 2006 – System InstallOct 2006 – System Install Administrative training (IT staff and Key Users) on the Docfinity System’s document retrieval, scanning and workflowAdministrative training (IT staff and Key Users) on the Docfinity System’s document retrieval, scanning and workflow Nov 2006 – Continue training and begin Application DevelopmentNov 2006 – Continue training and begin Application Development Dec 2006 – Continue application development and begin conversion of Student Folders with File NumbersDec 2006 – Continue application development and begin conversion of Student Folders with File Numbers

Future (Continued) Jan 2007 – Application TestingJan 2007 – Application Testing Application testingApplication testing Desktop deployment of software, monitors and scannersDesktop deployment of software, monitors and scanners Feb 2007 – Full System TestingFeb 2007 – Full System Testing End User TestingEnd User Testing Conversion of Alpha Student FoldersConversion of Alpha Student Folders Mar 2007 – End User TrainingMar 2007 – End User Training

Apr 2007Apr Apr 2007 – Registrar9 Apr 2007 – Registrar 30 Apr 2007 – Financial Aid30 Apr 2007 – Financial Aid Go-Live

What does this mean to me? Approximately 35 scanning stations throughout Registrar & Financial Aid offices on all campusesApproximately 35 scanning stations throughout Registrar & Financial Aid offices on all campuses Documents will be scanned at the point of entryDocuments will be scanned at the point of entry Workflow will be installed (automated process to move documents from point of entry to the person who will take action on the documents)Workflow will be installed (automated process to move documents from point of entry to the person who will take action on the documents)

Bob Voelker & Alex Calderon Scanner Demonstration

How will information be communicated to me? Amy McDonald is managing communication & trainingAmy McDonald is managing communication & training Newsletters & Campus MeetingsNewsletters & Campus Meetings Campus Financial Aid Coordinators & Registrars on the project teamCampus Financial Aid Coordinators & Registrars on the project team Two portable systems to solicit staff input during development phaseTwo portable systems to solicit staff input during development phase Training Classes March 2007Training Classes March 2007

Questions

Thank You.