1. Enterprise Content Management
(ImageNow)
Vicky Mikula 11/01/2016

2. Agenda Introductions Service Description Value Proposition Metrics
Cost
Security
More Information
Q&A

3. Introductions Service owner: Vicky Mikula
Service manager: Donivan Patwell
Other service delivery team members :
Xiaoshan (Susan) Li
Chris Brown
John Romag

4. Service Description Service name: Enterprise Content Management (ECM)
Product(s):
Lexmark’s Perceptive Content (ImageNow)
Brief text description:
ECM (ImageNow) provides a central service for document storage, workflow automation, processing, archiving and retention.
Availability:
Solutions are built and deployed by professional services and/or CIT. Solutions are can cover colleges, departments, units or business processes at Cornell, Weill or Qatar.
Development and deployment of solutions is performed by professional services and/or CIT.
Solutions are utilized mainly by administrative offices (Staff & Faculty).
Fees:
Project and setup fees – yes
Local scanners - yes
Production operational fees – no
Service tier:
One

5. Value Proposition Improved business processes Automated data entry
Electronically scan, capture and store digital images of documents
Improved business processes
Automated data entry
Multiple options for loading images (scan, , import, drag and drop)
Convert documents (e.g. tif, jpeg, pdf)
Annotation and redaction tools
Record Lifecycle Management
Integrations with systems such as PeopleSoft, SAP
Use of optical character recognition (OCR) – recognition of characters through scanned images – document data can be lifted from scanned image, validated and stored.

6. Value Proposition Customer Impact and Key Benefits
Reduces costs associated with paper, printing, copying, distribution
Reduces or eliminates paper
Frees up valuable physical office space and allows remote access to documents
Prevents loss of physical documents and digitized documents are preserved during catastrophes such as fire, flood.
Improved workflow - automatically route documents to individuals or groups based on defined actions.
Improved processing due to ability to share, collaborate on and exchange documents electronically and using automation.
Automated notifications and reminders
Off-site storage backup
Automated retention policies
Eliminates duplicate copies of documents across departments
Improves security and protection of documents

7. Metrics - Production Solutions
End of FY16 Q4:
Undergraduate Admissions – Application Processing
Financial Aid and Student Employment – Financial Aid Processing
College of Veterinary Medicine - Cornell University Hospital for Animals (CUHA) Medical Records (small and large animal)
Procurement Card (PCard) Receipt Processing
Academic Diversity Initiatives
Weill Cornell Medical College - Travel & Expense Repository
Weill Cornell Medical College - Payment Request Repository
As of FY17 Q1:
Weill Cornell Medical College  - Accounts Payable (AP) Invoice Automation
CU Electronic Student Records
Cornell Commitment Office

8. Metrics FY16 Q4 FY 16 Q2 Metrics Number of solutions 7
Total Number of documents
9,462,748
Quarterly number of document
340,039
Availability
99.9%
Changes (upgrades, patches, etc.)

9. Metrics FY16 Q4

10. Metrics FY17 Q1 (as of 9/30/2016) FY 16 Q3 Metrics (as of 9/30/2016)
Number of solutions 10
Total number of documents stored
(Admissions annual purge process – reduced number of total documents stored from Q3)
7,959,143
Quarterly number of new documents
(Onboarded CUESR – converted ~700,000 documents from Fedora into ImageNow)
1,064,391
Availability
99.9%
Changes (upgrades, patches, etc.)

11. Metrics FY17 Q1 (as of 9/30/2016) *
*Fedora conversion into ImageNow

12. Costs Cost to deliver the service: FY 16 Total Cost $820,000
(order of magnitude –
rounded to nearest thousand)
$820,000
Hardware & Software
$365,000
Labor
$395,000
Staff Support*
$40,000
Administrative Overhead*
* Calculated as 5% of hardware/software and labor

13. Costs Unit Cost of O&M: $0.08/document (~10M documents)
Fee for Service: No
Cost for Solution Design, Development and Deployment:
Department/Unit Fees for scanners:
Cost of scanner: $500-$1500
Cost of ImageNow scanner license: $1500 license cost and $300/annual maintenance fee
Fees for Professional Services/Deployment: Yes
Shamrock Consulting starts at $175/hour
(unit cost of O&M = total cost/total documents)

14. Security What risks does use of the service mitigate?
Financial loss
Reputational harm
Information security
How does the service mitigate risks?
Images are stored in a secure environment rather than paper copies in file cabinets, desks, drawers etc.
Less chance of documents being lost or misplaced.
Audit capabilities – who viewed, when and how often.
Approved storage of documents containing confidential data
Automated retention policies
Access controls and document tracking

15. More Information Service web page: Service catalog entry:
Service catalog entry:
Service quarterly report:
Service level expectations:
Coming soon….

16. Questions?