FileNET to WebNow Conversion University of Michigan Administrative Information Services FileNET to WebNow Conversion Financial Unit Liaisons Mike Easter and Amie Robison 2/22/06

FileNET to WebNow Conversion February 22, University of Michigan Administrative Information Services Agenda  Background  FileNET Conversion Scope  Conversion Timeline  Communications  Impact on Users  Hardware/Sofware  Support and Services  Access Changes  Current FileNET Users

FileNET to WebNow Conversion February 22, Background  Enterprise-wide document imaging solution needed due to: Increasing need for imaging across campus to take advantage of electronic storage and access Increasing number of imaging systems and requests for imaging systems Opportunities to reduce costs by removing redundancies and taking advantage of economies of scale; better imaging service should also result  In June 2004, the University signed a contract with Perceptive Software, Inc. for the use of their Imaging Product, ImageNow/WebNow as the University’s enterprise solution

FileNET to WebNow Conversion February 22, FileNET Conversion Scope  37 million images will be converted from FileNet to ImageNow  Images currently housed include: t PO Vouchers t Journal Entries t Accounts Receivable documents t Other documents viewable by Financial Operations  central users  1,500 – 1,600 departmental users

FileNET to WebNow Conversion February 22, Conversion Timeline March 13 through June 30 – Use FileNET and WebNow to view documents  Users will be using both the FileNET and WebNow systems to view documents  Beginning March 13 t Use WebNow to view all new documents scanned t Use FileNET to view documents scanned before March 13 March 13 through end of May – Conversion of FileNET documents Target June 30 – FileNET is shut down and WebNow is used for viewing all documents

FileNET to WebNow Conversion February 22, Communications How will you know when the images have been converted?  MAIS and Michigan Business Services will send project updates via to current users at appropriate intervals  Michigan Business Services will post project status updates on their Web site  If specific document types are completely converted before June, users will be notified

FileNET to WebNow Conversion February 22, Impact on Users The FileNET user id and password will remain the same while FileNET is operational Users will view documents through a Web- based user interface (WebNow) available via Wolverine Access  To access WebNow, users must log in to Wolverine Access with their uniqname and UMICH (Kerberos) password  The look of the user interface will change, but our experience has shown a relatively easy transition  There are some minor changes in the way documents are organized and indexed

FileNET to WebNow Conversion February 22, Impact on Users Users will have access to all documents they did before the conversion (e.g., PO vouchers, journal entries, etc.) Users will be able to view new documents from selected Fund areas (excluding Sponsored Programs)  Documents available for viewing will vary by Fund Area  Most common type will be establishment documents

FileNET to WebNow Conversion February 22, Hardware/Software Client computers must have Java 1.5x plug in installed to use WebNow  System administrators notified of this change via communication  Your unit’s desktop support team should load it for you. Links to Java software (Windows and Mac) available at Michigan Business Services Web site:  Client computers with administrator rights will automatically download Java software the first time WebNow is access via Wolverine Access Client computers must have Java 1.5x plug-in installed to use WebNow  System administrators notified of this change via communication  Your unit’s desktop support team should load it for you. Links to Java software (Windows and Mac) available at Michigan Business Services Web site:  Client computers with administrator rights will automatically download Java software the first time WebNow is access via Wolverine Access

FileNET to WebNow Conversion February 22, Hardware/Software WebNow requires a high speed internet connection WebNow requires platform-compatible browsers that support Java 1.5x  Windows computers t Microsoft Internet Explorer 5.5 or later t Netscape Navigator 6.2 or later (not supported by the MAIS Help Desk) Mac computers t OS X.4 (Tiger) with Safari 2.0 as supported Web browser t If you have problems, connect to ImageNow via Citrix

FileNET to WebNow Conversion February 22, Support and Services Interchanges for Users  Tues, Feb 28, 10:30-noon, Rackham Amphitheater  Mon, Mar 13, 8:30-10:00, Ford Amphitheater  Tues, Mar 14, 1:30-3:00, Hale Auditorium  Mon, Mar 20, 8:30-10:00, Rackham Amphitheater WebNow documentation and job aides  Available on Michigan Business Services Website: MAIS Help Desk at 734/

FileNET to WebNow Conversion February 22, Access Changes Requesting Access to WebNow  Current FileNET users will be granted access to WebNow – no M1 forms are necessary  M1-FIN form will be revised 2/24/06  M1-FIN forms submitted after 2/24/06 will result in users receiving access to both FileNET and WebNow

FileNET to WebNow Conversion February 22, Access Changes Requesting Access for New Users  Submit M1-FIN form as usual  Checking the box to add WebNow access will result in access to both WebNow and FileNET  Access to FileNET will be granted within the normal turnaround time  Access to WebNow will be granted on March 13

FileNET to WebNow Conversion February 22, Access Changes Other Access Changes  Multiple logins not supported  Must use M1 process to request access; online user request form on Financial Operations Web site has been removed

FileNET to WebNow Conversion February 22, Current Users A list of Current FileNET Users who will receive access to WebNow has been prepared for Financial Unit Liaisons (separate handout)

FileNET to WebNow Conversion February 22, Preview of WebNow

FileNET to WebNow Conversion February 22, Questions?