Necessary Upgrades and Enhancements to OnBase Electronic Document Management System

Necessary Upgrades and Enhancements to OnBase Electronic Document Management System Print All

Initiative Title	Necessary Upgrades and Enhancements to OnBase Electronic Document Management System
Submitted in Previous Year(s)	No
Critical Information, Notes, Justification, Rationale	While submitted by the Admissions Office, this PBIE request is forwarded to the college community as the culmination of a year-long study by a Document Imaging Task Force, comprised of members from Admissions, Bursar, Financial Aid, Registration, IT, and the Newburgh Campus. The primary piece to of this request is the purchase of a storage shelf to house a test environment for OnBase. The test environment provides both the technical and functional areas with a place to perfect processes, apply patches, and perform upgrades without impacting the live production environment. Once this test environment is created, offices can work to enhance current processes leading to greater efficiency and better service to the students we serve. The following justification was written by the IT department and reviewed and fully supported by the Task Force: SUNY Orange has implemented OnBase, Document Imaging Solution (Highland Software), to better manage documents and processes – ultimately cutting out time-consuming, manual tasks. Admissions, Financial Aid, Registration and the Bursar Office are currently invested in utilizing OnBase. OnBase not only allows us to reduce the amount of paper being handled and used by each area (sustainability) but helps departments to review information and make decisions more quickly for our current and prospective students. Recently the IT department was asked to treat OnBase Document Imaging with the same priority as the Banner Systems. Financial Aid, Admissions and Registration combined are scanning over 100 different form types, are sweeping in documents downloaded directly from the government, and share documents between Newburgh and Middletown. Work is constantly being performed to add new ways of taking student information and getting it “swept” into OnBase without much user intervention. This is all taking place without a test environment. The test environment provides both the technical and functional areas with a place to perfect processes, apply patches, and perform upgrades without impacting the live production environment. Since we are operating without a test environment to work through the upgrades in a proper fashion, we are currently two versions behind where we should be in our production environment. We are running version 7 and should be at version 9. It is likely version 7 will not be supported by the end of 2010. A test environment allows us the opportunity to work through training documents, setup new features, and make the system overall more useful without fear of bringing the production system down. We have several other areas of the college interested in using OnBase and many new features we would like to implement but it is not in the best interest of the college to proceed without a test environment. It Utilizing the functionality of the new data center in BT, we would like to implement the test environment utilizing virtual machines. Highland Software issued the following statement on their website showing support for virtualized environments: "Virtualization technology has quickly become an integral part of many data centers, and as next generation virtualization enhancements are added to operating systems and processors, is likely to be used more and more. Many organizations have successfully deployed OnBase Servers in virtual machine instances. Hyland Software uses virtualization extensively in its own operations. Hyland Software believes that virtualization is no fad, having existed for 35 years before becoming a significant PC-based technology, and expects that appropriate virtualization will continue to become standard practice in small and large data centers over the next few years. Virtualization provides compelling value in configuration management, high availability, and disaster recovery. With the exception of HASP support, all functionality and features of OnBase are expected to work identically on virtual machines as they do against physical hardware. The full virtualization support statement follows: "OnBase is designed to work on the Microsoft Windows Operating system. When OnBase is operated in a virtual environment such as Citrix, VMWare or Windows Terminal Server, there are limitations imposed by the environment, in addition to potentially subtle environmental differences. The Hyland Software QA Department runs testing on physical hardware and virtual environments. Hyland Software depends upon the suppliers of these virtual environments to validate that their software is equivalent to a physical machine. When it appears that an OnBase performance related issue is either caused by, or is unique to the virtual environment, organizations that have deployed an OnBase solution in a virtual environment may be asked to validate that the performance issue occurs in a non-virtual environment to facilitate troubleshooting. Since virtual environments utilize memory and other components of the o/s differently than a nonvirtual environment removing the virtual component can facilitate a more rapid resolution. Hyland Software strongly recommends that customers desiring to run their OnBase solution in one of these virtual environments thoroughly test their solution prior to putting it into production as each site has unique environmental considerations." We are also looking to again expand our license base so we can continue to expand access to other areas on campus.
Consequences of this initiative not being funded	Without the use of a test server, any testing of enhancements would be done in the "live" environment, potentially compromising the information currently stored in the system. To put this request into perspective, Banner currently has three testing environments (TEST, PPRD, CONV) in addition to the live environment that the campus uses on a daily basis.
Department Goals
Programs
Locations
Estimated Completion Date	02/18/2012
Will this initiative span multiple budget years?	No
Importance	Low
Funding Source	Request for Prioritization
Created	06/17/2013 5:03 pm
Updated	06/17/2013 5:03 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
STRATEGIC Priority IV: Develop and implement a College-wide Sustainability Plan.	Document imaging has already significantly reduced the amount of paper generated in the offices that currently scan documents. In addition, the system also: - Reduces paper storage space requirements - Saves copying costs by allowing multiple users to simultaneous access to same document - Reduces need for paper files: over a one year period, Financial Aid eliminated the need for 1,600 folders and Admissions eliminated 5,300 files - a significant reduction in paper used along with a large cost savings
STRATEGIC Priority V: Expand and enhance programs, services and operations to ensure the College is accessible to all members of an increasingly diverse community.	Enhancements to this system will continue to bring the Middletown and Newburgh campuses closer together with the immediate sharing of student information to all student services staff, regardless of location.

Action Steps

Action Step	Responsible Party	Order
Purchase additional user licenses for expanded use of system	IT Department	1
Setup Workflow functionality with consultant assistance	IT Department and Document Imaging Task Force	2
Install Virtual Printer and Document Image Processor	IT Department and Continuum (supplier)	3
Create Test Environment	IT Department and Continuum (supplier)	4
Purchase and Install Storage Shelf and Server Blades	IT Department	5

Expected Outcomes

Outcome	Order
Increased functionality in OnBase within key areas	1
Electronic document flow between offices for greater efficiency	2

Assessment Methods

Method	Description	Other Method	Responsible Party
Other	Enter other assessment method	Survey of scanning office department chairs regarding degree of enhanced efficiency	Director of Admissions and Recruitment

Resources

INITIAL YEAR COST:	$61,370.00
RECURRING COST:	$0.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
Storage Shelf and Server Blade for Test Environment	$30912.00	Newburgh Campus Information Technology, CIO Office Wellness Center Financial Aid Bursar Records and Registration Admissions and Recruitment Academic Advising
TOTAL:	$30,912.00 / $0.00

Facility

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Supply

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Staffing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Training

Need	Cost (Initial/Recurring)	Supporting Departments
Consulting and Configuration of Software	$3800.00	Information Technology, CIO Office Financial Aid Bursar Records and Registration Admissions and Recruitment
TOTAL:	$3,800.00 / $0.00

Marketing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Other

Need	Cost (Initial/Recurring)	Supporting Departments
OnBase Virtual Print Driver and Document Image Processor	$10658.00	Information Technology, CIO Office Financial Aid Bursar Records and Registration Admissions and Recruitment
Workflow and Additional General User Licenses	$16000.00	Newburgh Campus Information Technology, CIO Office Wellness Center Financial Aid Bursar Records and Registration Admissions and Recruitment
TOTAL:	$26,658.00 / $0.00

Prioritization

Level 5 Level 5 Cabinet Middle States	Level 4 Level 4 PBIE Committee	Level 3 Level 3 Academic Affairs and Student Services, Provost, VP Office Administration and Finance, VP Office Board of Trustees Chief Diversity Officer Institutional Advancement, VP Office President, Office of Student Services, VP Office SUNY Orange Foundation Sustainability Workforce Development, Strategy & Innovation, VP Office	Level 2 Level 2 Alumni Relations and Special Events Athletics Business Math Science and Technology, AVP Office Business Office CAPE Career and Internship Services Communications Office Enrollment Mgt and Student Financial Services, AVP Office Facilities Food Tech Grants Health Professions, AVP Office Hudson Valley Educational Consortium Human Resources, AVP Office Information Technology, CIO Office Institutional Planning Assessment and Research Lab School Learning & Student Success, AVP Office Liberal Arts, AVP Office Marketing Newburgh Campus Phi Theta Kappa Security Student Engagement and Completion, AVP Office	Level 1 Level 1 Academic Advising Academic Support Middletown Academic Support Newburgh Academic Technology Accessibility Services Admissions and Recruitment Arts and Communication Behavioral Sciences Biology Bursar Business Capital Projects Center for Student Involvement Center for Teaching and Learning Clinical Laboratory Science Computer Science and Technology Criminal Justice Cultural Affairs Custodial and Grounds Dental Hygiene Deployment & Operations Diagnostic Imaging Education Educational Opportunities Program Educational Partnerships English Enrollment Support Services Environmental Health and Safety ESL CAPE Financial Aid Global Studies Governance Honors Program HVAC Information Services & Network Infrastructure Interdisciplinary Studies Liberty Partnership Program Library Mail and Copy Services Maintenance Mathematics Movement Science Nursing Occupational Therapy Payroll Physical Therapy Records and Registration Science Engineering and Architecture Student Services - Data Management Student Services Central Student Services Newburgh Campus Student Support Initiatives Testing Center TRiO Student Support Services Unused Wellness Center Work Force Development CAPE	Initiative Title	Department
		Notes View	1	1 Notes View	Necessary Upgrades and Enhancements to OnBase Electronic Document Management System $61,370.00 / $0.00	Admissions and Recruitment

Level 1 (Admissions and Recruitment)

While submitted by the Admissions Office, this PBIE request is forwarded to the college community as the culmination of a year-long study by a Document Imaging Task Force, comprised of members from Admissions, Bursar, Financial Aid, Registration, IT, and the Newburgh Campus.

Level 3 (Student Services, VP Office)

I would like to commend the Document Imaging Committee for their work on this very important initiative. I have been informed by Mike Roe that this initiative has been addressed by IT and no longer needs to be ranked.

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
No results found.