Presented by: James Curry
Whipping YOUR Imaging into Shape: Managing a Project for Success
Presented by: James Curry Executive Director, OSA, Pace University
Ground Rules Please turn off your cell phone/pager If you must leave the session early, please do so as discreetly as possible Please avoid side conversation during the session
Thank you for your cooperation! AACRAO Philadelphia 2012
Session ID: 097
Introduction The Purpose of this presentation: To provide you with an overview of Pace University’s Student Services BDMS imaging implementation. To illustrate the tools we used to complete a successful implementation. Explain how to use “The Perfect Storm” to gain community and executive support. To learn how we can assist you with your implementation. AACRAO Philadelphia 2012
Session ID: 097
Benefits: From this session we hope you obtain the information you need to develop and implement your own imaging project. It’s virtually paperless It’s green It’s efficient It’s the 21st Century
AACRAO Philadelphia 2012
Session ID: 097
Getting to Know You . . . Jim Curry 25 yrs in Higher Education Student Services Enrollment Management Assistant Dean Director Executive Director
Matt 5 years in Higher Education Enrollment Management Registrar AACRAO Philadelphia 2012
Session ID: 097
Survey Functional? Technical? Funky Tech??
AACRAO Philadelphia 2012
Session ID: 097
Tools of the Trade . . . Vision and Goals Executive Support Planning Horse Power
Tools defined . . . Vision and Goals –
•
• • •
Mission Statement – the What? Scope – defines start and end points What’s in the middle matters . . . .
Executive Support • WIIFM?? Prove the value proposition – larger than you
•
Planning • Who’s Important? • What’s the Business Cycle? • Plan for Success!
•
Horse Power • Define community • Sell your vision (be conscientious of who likes what brand) • Live Long and Prosper – Let the community speak for you
•
AACRAO Philadelphia 2012
Session ID: 097
Project Summary 6 Months 17 Scanning Stations 5 Campuses 69 Staff Members $170,000
Implementation Summary Define Stakeholders Define Timeline Develop High Level Project Plan Define Document Types Establish Security Definitions
Laying the Foundation Define Stakeholders • Define Timeline •
AACRAO Philadelphia 2012
Session ID: 097
Stakeholders – Who are they? Executives
•
Operational Community
•
Consumers of Information
•
AACRAO Philadelphia 2012
Session ID: 097
Define Timeline
AACRAO Philadelphia 2012
Session ID: 097
Architect The Plan Develop High Level Project Plan Develop Business Process Flow Define Document Types Establish Security Definitions
AACRAO Philadelphia 2012
Session ID: 097
Develop High Level Project Plan
4/2/12 AACRAO Philadelphia 2012
Session ID: 097
Develop Business Process Flow
4/2/12 AACRAO Philadelphia 2012
Session ID: 097
Define Document Types
4/2/12 AACRAO Philadelphia 2012
Session ID: 097
Establish Security Definitions
4/2/12 AACRAO Philadelphia 2012
Session ID: 097
The Perfect Storm . . . Information System – People's activities that support operations, management and decision making Informatics – humancomputer interaction, information technology, areas of mathematics (especially category theory), and social sciences. Organizational Information Management The management of information from one or more sources distributed to one or more audiences Operational Intelligence
AACRAO Philadelphia 2012
Session ID: 097
The Perfect Storm . . . Information System – People's activities that
support
Operations What are the operations? – Scan, Index, and Distribute the Academic Record Do they have dependencies? – Image Quality, Authenticity, Accessibility
Management Managing to get your system to help you with your tasks. Managing to connect your documents with your system FOR your
AACRAO Philadelphia 2012
Session ID: 097
The Perfect Storm . . . Informatics –
Humancomputer interaction Going from paper to screen Imaging Station Design
Information technology PC processing speed and memory Dual Screens Server Space
Areas of mathematics (especially category theory) Helping people make sense of how information is organized, why and how to obtain it Categorizing Document types
AACRAO Philadelphia 2012
Session ID: 097
The Perfect Storm . . . Organizational Information Management
Management of information from one or more sources Incoming Admissions Files and the “Handoff” Processing and Adding Student Services Mail
Distributed to one or more audiences What do the departments get to see? What does the student get to see? What about the Directors and Executives? (Cohort Information)
AACRAO Philadelphia 2012
Session ID: 097
The Perfect Storm . . . Operational Intelligence Monitor business activities Quantitative Anecdotal
Detect situations related to inefficiency Maintaining a processing baseline Average number of pages scanned Average number of pages indexed
Define Opportunities Different Campuses? Different Offices? Speed up document processing by removing dependence on interoffice
AACRAO Philadelphia 2012
Session ID: 097
Did We . . .? provide you with an overview of our BDMS imaging implementation. illustrate the tools we used to complete a successful implementation. Show you how to use “The Perfect Storm” to gain community and executive support. Hear how we can assist you with you implementations.
AACRAO Philadelphia 2012
Session ID: 097
How can we help you?
Q&A
AACRAO Philadelphia 2012
Session ID: 097
Thank You! James Curry – [email protected] Executive Director, OSA, Pace University Matthew Connell – [email protected] Director, Student Systems Please complete the class evaluation form AACRAO Philadelphia 2012
Session ID 097 Session ID: 097
Presented by: James Curry Executive Director, OSA, Pace University
Ground Rules Please turn off your cell phone/pager If you must leave the session early, please do so as discreetly as possible Please avoid side conversation during the session
Thank you for your cooperation! AACRAO Philadelphia 2012
Session ID: 097
Introduction The Purpose of this presentation: To provide you with an overview of Pace University’s Student Services BDMS imaging implementation. To illustrate the tools we used to complete a successful implementation. Explain how to use “The Perfect Storm” to gain community and executive support. To learn how we can assist you with your implementation. AACRAO Philadelphia 2012
Session ID: 097
Benefits: From this session we hope you obtain the information you need to develop and implement your own imaging project. It’s virtually paperless It’s green It’s efficient It’s the 21st Century
AACRAO Philadelphia 2012
Session ID: 097
Getting to Know You . . . Jim Curry 25 yrs in Higher Education Student Services Enrollment Management Assistant Dean Director Executive Director
Matt 5 years in Higher Education Enrollment Management Registrar AACRAO Philadelphia 2012
Session ID: 097
Survey Functional? Technical? Funky Tech??
AACRAO Philadelphia 2012
Session ID: 097
Tools of the Trade . . . Vision and Goals Executive Support Planning Horse Power
Tools defined . . . Vision and Goals –
•
• • •
Mission Statement – the What? Scope – defines start and end points What’s in the middle matters . . . .
Executive Support • WIIFM?? Prove the value proposition – larger than you
•
Planning • Who’s Important? • What’s the Business Cycle? • Plan for Success!
•
Horse Power • Define community • Sell your vision (be conscientious of who likes what brand) • Live Long and Prosper – Let the community speak for you
•
AACRAO Philadelphia 2012
Session ID: 097
Project Summary 6 Months 17 Scanning Stations 5 Campuses 69 Staff Members $170,000
Implementation Summary Define Stakeholders Define Timeline Develop High Level Project Plan Define Document Types Establish Security Definitions
Laying the Foundation Define Stakeholders • Define Timeline •
AACRAO Philadelphia 2012
Session ID: 097
Stakeholders – Who are they? Executives
•
Operational Community
•
Consumers of Information
•
AACRAO Philadelphia 2012
Session ID: 097
Define Timeline
AACRAO Philadelphia 2012
Session ID: 097
Architect The Plan Develop High Level Project Plan Develop Business Process Flow Define Document Types Establish Security Definitions
AACRAO Philadelphia 2012
Session ID: 097
Develop High Level Project Plan
4/2/12 AACRAO Philadelphia 2012
Session ID: 097
Develop Business Process Flow
4/2/12 AACRAO Philadelphia 2012
Session ID: 097
Define Document Types
4/2/12 AACRAO Philadelphia 2012
Session ID: 097
Establish Security Definitions
4/2/12 AACRAO Philadelphia 2012
Session ID: 097
The Perfect Storm . . . Information System – People's activities that support operations, management and decision making Informatics – humancomputer interaction, information technology, areas of mathematics (especially category theory), and social sciences. Organizational Information Management The management of information from one or more sources distributed to one or more audiences Operational Intelligence
AACRAO Philadelphia 2012
Session ID: 097
The Perfect Storm . . . Information System – People's activities that
support
Operations What are the operations? – Scan, Index, and Distribute the Academic Record Do they have dependencies? – Image Quality, Authenticity, Accessibility
Management Managing to get your system to help you with your tasks. Managing to connect your documents with your system FOR your
AACRAO Philadelphia 2012
Session ID: 097
The Perfect Storm . . . Informatics –
Humancomputer interaction Going from paper to screen Imaging Station Design
Information technology PC processing speed and memory Dual Screens Server Space
Areas of mathematics (especially category theory) Helping people make sense of how information is organized, why and how to obtain it Categorizing Document types
AACRAO Philadelphia 2012
Session ID: 097
The Perfect Storm . . . Organizational Information Management
Management of information from one or more sources Incoming Admissions Files and the “Handoff” Processing and Adding Student Services Mail
Distributed to one or more audiences What do the departments get to see? What does the student get to see? What about the Directors and Executives? (Cohort Information)
AACRAO Philadelphia 2012
Session ID: 097
The Perfect Storm . . . Operational Intelligence Monitor business activities Quantitative Anecdotal
Detect situations related to inefficiency Maintaining a processing baseline Average number of pages scanned Average number of pages indexed
Define Opportunities Different Campuses? Different Offices? Speed up document processing by removing dependence on interoffice
AACRAO Philadelphia 2012
Session ID: 097
Did We . . .? provide you with an overview of our BDMS imaging implementation. illustrate the tools we used to complete a successful implementation. Show you how to use “The Perfect Storm” to gain community and executive support. Hear how we can assist you with you implementations.
AACRAO Philadelphia 2012
Session ID: 097
How can we help you?
Q&A
AACRAO Philadelphia 2012
Session ID: 097
Thank You! James Curry – [email protected] Executive Director, OSA, Pace University Matthew Connell – [email protected] Director, Student Systems Please complete the class evaluation form AACRAO Philadelphia 2012
Session ID 097 Session ID: 097
