RPIC-ISTS-Webinars-Planning Migration OnBase · healthcare and financial services solutions OnBase...

Last Updated Wednesday, February 7, 2018

Planning your Migration to OnBase by HylandThere are many things to consider when evaluating or planning a migration from Perceptive Content (ImageNow) to OnBase by Hyland.

OnBase Webinar Series

February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 2

� Recordings Available Now at rpic.com/Webinars� An Introduction to OnBase by Hyland

� Comparing Perceptive Content and OnBase Parts 1 & 2

� Coming Soon to #WebinarWednesday� OnBase Modules & Features Overview

� OnBase Supplier Portal

� OnBase Outlook Client

Meet your Speaker


John Marney Manager, Solution Delivery

� Over seven years of ECM and OCR design and implementation, majority of experience in back office healthcare and financial services solutions

� OnBase Certified Installer

Agenda


� About RPI Consultants

� Migration Considerations� Perceptive Content to OnBase by Hyland

� Migration Strategies

� Migration Project Planning

� Summary & Questions

About RPI ConsultantsRPI is a comprehensive professional services organization with over 18 years of experience designing, implementing, and supporting ERP, ECM, and Advanced Data Capture solutions.

About RPI Consultants


� 80+ Full-time Consultants, Project Managers, & Technical Architects

� Offices located in Baltimore, Tampa, and Kansas City, MO

� Technical Strategy & Architecture, Expert Installations & Upgrades

� On-demand Product Support & Solution Managed Services

� Business Process Analysis & Workflow Design, Solution & Product Enhancements

Migration ConsiderationsDisclaimer: RPI Consultants is working closely with Hyland on all migration planning, paths, and automation, and considerations and recommendations included in this presentation are valid as of the date it is presented. Contact RPI Consultants for the latest information.

Migration Considerations


� Software Licenses / Installation � Does your organization already own OnBase by Hyland?

� Document Conversions

� Workflow / Process Migration

� Custom Integrations & Development



Document Conversion Overview

� Tasks, Folders, Drawers, Keywords, and Document Types will be re-created in OnBase

� Export documents from Perceptive Content with Index Keys and Custom Properties

� Import documents into OnBase using index data / data file



Document Conversion Questions and Planning

� Do I need all my Documents?� In some cases, organizations may choose to leave the legacy system in place for

historical records and only scan new documents into the new system

� Do I need to retain Document Annotations?� In order for Annotations to be retained, documents may need to be run through

Perceptive Output Agent to flatten images

� Do I need to retain Document Metadata or Workflow History? � Converted documents will not natively retain data such as created user/date, tasks

dates, or workflow history, such as queues and workflow users



Document Conversion Recommendations

� Implement and Execute Retention Policies� Minimizes documents to be converted by removing records that are allowed to be

deleted by the retention policy

� Remove Duplicate Documents and Unnecessary Records� Analyze opportunities to remove duplicate documents, trim unnecessary pages, or

eliminate archived documents that are no longer necessary

� Reduce Document File Sizes � Convert larger format files such as PDF to compressed file types like TIF



Workflow Migration Overview

� All Workflow process will need to be rebuilt in OnBase by Hyland

� Annotations, Routing Rules, eForms, and iScripts will need to be recreated

� OnBase offers more features and configuration options for less custom development



Workflow Migration Questions and Planning

� Do you need all your Workflow processes? � Occasionally, workflow processes or sub processes were built to accommodate

requirements that were no longer necessary and haven’t been used

� What custom scripts or eForms can be built within OnBase? � OnBase has many features that reduce reliance on custom iScripting or eForms

� Where do you want to manage your approval matrix? � OnBase offers an Approval Manager, but you can also use your ERP



Workflow Migration Recommendations

� Schedule a Solution Health Check, perform Solution Optimization � Health Checks can help identify technical and solution optimizations that will simplify

your implementation and migration

� Process all Documents in Workflow � Make sure you have a plan in place to process all remaining documents in workflow

prior to migration

� Documentation, Documentation, Documentation� Full documentation of all workflow processes, automation, and custom development

will help reduce risk and ensure accurate migration expectations



Custom Integrations & Development

� Custom development such as eForms and iScripts can not be automatically migrated

� URL based integrations for document viewing (i.e. WebNow) will change

� Inbound Web Service Calls will change

� ERP Lookups and Inserts, and Oubound Web Service Calls will likely not need to change



Complexity by Solution

Low Complexity More Complexity

Human ResourcesDigital Onboarding and Employee

File Management

OR

LearnMode-based Workflows

HealthcareEpic Integration without Document Conversion

OR

Direct Print / MEDITECH Solutions

Back Office / APInvoice Processing / Approvals with Intelligent Data Capture,

eForms, custom approval matrix, and ERP integrations

Migration Strategies Each client installation and implementation is unique and will generally always require some dedicated analysis and planning, and/or custom migration services.

Migration Strategies


Phased Approach All-at-once Legacy Archive

Migrate individual workflows and

relevant Drawers (documents)

Migrate all workflows and Drawers

(documents) concurrently

Migrate all workflows only for day

forward processing

Especially preferred for multiple

workflows and large implementations

Not recommended for large

implementations with multiple depts

Legacy documents remain in Perceptive

Content for archive only

Simplifies resource planning and

requirements

May require substantial resource

support for multiple departments

Minimizes resource requirements for

migration, but requires legacy support

� Consider starting with a Pilot project for a smaller workflow or solution to inform planning and expectations, then plan further migrations

Migration Strategies


� All migration projects are inherently risky and include disruption to end users and business owners, and increased technical effort

� User disruption can only be minimized by increasing technical effort and requirements (and vice versa)

� Identify your priorities and communicate clearly with IT and business users

Use

r D

isru

ptio

n

Technical Effort

Migration Project PlanningIn many ways, migration projects are the same as a brand new implementation. However, there are additional project planning considerations that should be made to ensure an easy and positive migration.

Migration Resource Planning


Migration Analysis

Technical / Solution Health Check

System Optimization

Planning & Readiness

Current State Documentation

License Procurement &

Installation

Design & Documentation

Future State Design & Documentation

Implementation & Testing

Product Configuration

Custom Development

System & User Testing

Training, Go Live, & Support

User Training

Cutover

Go Live Support

Transition to Support

Typical Implementation

Legacy Document Conversion

Legacy System Support, Maintenance, & Administration

Migration Resource Planning


RPI Services and Resource Augmentation

� End to End Migration and Implementation Services

� Technical Strategy and Architecture

� Project Management

� Migration / Conversion Analysis

� Planning and Migration Readiness

� Legacy System Support & Administration

� Future System Support & Administration

Summary & QuestionsThank you for attending #WebinarWednesday! Check www.rpic.com/ISTS-Webinars to find all upcoming webinars and recordings of past webinars. The recording of this presentation will be posted online and you will be provided a copy of the deck.

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