ImageNow & Imagine Services

Meeting Agenda

•  Introductions •  ImageNow & Imagine Services •  Current Customers / Implementations •  Document Lifecycle •  ImageNow 6.5.1

•  Some areas and components

•  Hands on demo

Intro – Research and Content Technologies

•  Research Technologies –  Environments, Museums, Collections –  Informatics, CollectionSpace, Bamboo

•  Content Management Technologies –  Domains

•  Document Imaging (fax, scan, email) •  Document Management •  Business Process Management / Workflow •  Content Integration •  Records Management •  Web Content Management

–  Services •  Imagine (ImageNow) •  Calshare (Sharepoint) •  Drupal •  Research Hub (Alfresco)

Cost of Managing Paper

Each document costs you: •  $20 in labor to file

•  $120 in labor searching

•  $1 per document to store

•  $5 per document to retrieve … and on average, 5% of documents are lost

•  25 hours to recreate

Source: EMC 2010

The Paper Management Problem

Common Challenges •  Need for greater cost control

•  Processes are inefficient as they are run today

•  Information incomplete / inaccurate / inaccessible / misplaced

•  Difficulty of enforcing compliance

Source: EMC 2010

ImageNow and Imagine Services

•  ImageNow – SOFTWARE PRODUCT- PSI •  Digitally captures documents •  Electronic routing •  Design and model workflow •  Collaborative decision-making tools •  Archiving and retention •  Disposal •  Web Services Integration

•  Imagine - SERVICE •  Hosting and Management for ImageNow product on campus •  Business analysis (workflow, data, integration) •  Design and deployment •  Training, support & user group

Current Customers and Implementations

•  Accounts Payable •  Controller’s Office •  Residential and Student Services Program

•  Billing and Payment Services •  Controller’s Office

•  Re-imbursement Tracking and Approvals (Travel System) •  Controller’s Office

•  Correspondence Tracking •  Chancellor’s Office

•  Student Records & Transcripts •  Office of the Registrar •  University Extension

ImageNow helps manage every step of the document lifecycle

Document Lifecycle

Capture Options

email

scanning

faxing

Import electronic docs

print to “tiff”

web services

ImageNow Object

Repository

Capture - Infrastructure

Indexing Options

OCR/Content Search

Manual entry

Barcodes

Scripted Indexing

Database lookup

Screen Scraping

Capture – Implementation

Imagine Queue

Original Document Document in Imagine with meta data

Process – Screen Scraping

PeopleSoft - BFS Imagine Metadata

Process - Design

Process – cont’d

Document Management Tasks

Thumbnails

Annotations

Document History

What is involved?

  Views   Document and approval history   Custom meta data fields   Thumbnails of documents

  Electronic Routing   Parallel workflows   Ad-Hoc workflows

  Collaborative Decision Making   Tasks   Annotations

  Integration

Process & Collaboration

Workflow / Inbox Creating a new task

All Tasks List

Access – Levels of Security

  Project e.g. AP, Billing & Payment Services, etc.

  Document Types e.g. Invoices, 1099, Grade Change, etc.

  Workflow Queue e.g. Invoices, Transcripts, Scan, etc.

  Individual Users

  Roles

Access – cont’d

Roles and individuals can also be restricted to specific activities

Protect

Records & Information Management •  Physical Record Tracking •  Document Retention •  Document Holds •  Document Disposal – Notification & Approvals •  Automated Disposals •  Archiving of Electronic Records

Capture

Share / Manage

Retain

Destroy

Archive

Desktop Access

Fat Client (Windows)

Web Client (Mac accessible)

Imagine Services

•  Scope and Plan

•  Analysis and Design

•  Implement Preparation and Verification

•  Training, Deployment and Support

•  Campus User Community

What benefits can you expect?

  Financial   Reduced document handling and business

processing costs   Fast return on investment

  Improves Productivity   Business process optimization & automation   Leverage automation to speed processing   Synchronize your documents, databases and

processes   Improve distribution of corporate content

  Reduces risks   Ensure document management and compliance

processes   Improve data accuracy and reduce manual errors

…

Hands on Demo

Imagine Service Status

  Funded through June 2012

  Redeveloping Financial Model

  Seeking   Partnerships and Customers for Business Case   Advisory and Governance

  OE Proposal in Development

  Resources

  Imagine User Group   http://imagine.berkeley.edu

Contact   imagine@lists.berkeley.edu   patrickm@berkeley.edu