How we
Implemented
Image Now
Lessons Learned
Session #30529
March 21, 2012
Your Presenter
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Jennie Bayless
Assistant Director of Admissions, Operations
Missouri University of Science and Technology
Functional lead
Working with PeopleSoft 13 years
In the admissions office for 18 years
Working with ImageNow since 2009
• We implemented ImageNow in July 2009 and had a
very different implementation than the PS project.
• This presentation will cover the lessons learned and
hopefully help you not make the same mistakes
Missouri University of Science and
Technology
• Mid-sized school of
around 7200 students
• Part of four campus
University of Missouri
System
• Purchased ImageNow in
2005 as a system
Missouri S&T and Oracle
• Have been live with
Oracle for almost 12
years
• Have admissions, student
records, student finances,
financial aid, HR,
purchasing all live and on
all four campuses
Applications
• Roughly 10,000 applications a year
• On undergraduate side need transcripts and test
scores
• On graduate side need transcripts, test scores,
statement of purpose, three letters of
recommendation and a resume
• LOTS OF PAPER!
• We had a very different process to implement
ImageNow than we did with PeopleSoft
• Very happy that we are on imaging but it was a hard
process to get there and it could have been easier
• Want to make sure you don’t make the same
mistakes we did
• Will be going over how we made the decision
– Justification
– Cost savings
– Implementation strategy
• Actual Implementation
– Crossover
– Upgrades
Justification
Imaging is a time saver
• There is nothing to file
• No more – drop everything and go to the file room to
look for a document
• Regional people don’t have to wait for us to fax
them something
• More eyes on the data makes the data more correct
Implementation
• Same division that implemented PeopleSoft
implemented ImageNow
• Took a very different approach
• Had two meetings, the team wrote the scripts and
then we were live
• Didn’t have a test environment
Implementation
• Had worked with 30 departments across the four
campuses and hospital before they worked with us.
Did one other admissions office in those 30
• Assumed we were similar in our processes but we
are really four unique campuses when it comes to
admissions and student records.
Things would have done differently
• Taken a slower approach
– Found out better way to train/test
– Been more involved in the setup process
• Pushed for a test environment
– When we upgraded this caused problems
because users couldn’t test
– When upgrade happened things broke
Things to consider
• How long are you going to keep materials?
– Three months from time of scanning seems to be
very common
– Heard of some schools – the day after scanning
• If you are going to keep a while – where and how to file
these so you can find them if needed
– Date scanned order seems to be very common
Screen Shots
• If someone can lose a piece of paper, they can find
a way to link the document to the wrong record
• Your staff won’t be sitting around doing nothing,
imaging just is a different activity for them
• Need to find alternatives when power outage or
network is down
Questions?
Contact
• Jennie Bayless
– Assistant Director, Admissions
– Missouri University of Science and Technology
– jbayless@mst.edu
– 573-341-4372
This presentation and all
Alliance 2012 presentations
are available for download
from the Conference site at
www. heug.org
www.psugonline.org
www.federalusersnetwork.com
Presentations from previous meetings are also available