University of Calgary Microdea Keystone Electronic Document

University of Calgary Microdea Keystone

Electronic Document Management *Re-engineering the Admissions Process* Background l l l dream: replacing paper file with electronic file recent feasibility study technology has matured potential to have greatest positive impact of any “systems” development project Need a pilot…a place to start

Electronic Document Management *Re-engineering the Admissions Process* Goals: eliminate paper chase l eliminate duplicate files & lost files l improve feedback to applicants l improve efficiency l l get infrastructure in place then expand to other offices

Electronic Document Management *Re-engineering the Admissions Process* Initial Implementation l replace hardcopy file in R. O. with electronic file – 2 scanning stations in R. O. (now 3 plus 1 in GS and 1 in MD) – ~ 40 “Windows users” in R. O & Faculty Offices – ~ 50 view-only users via web browser (now 300!)

Electronic Document Management *Re-engineering the Admissions Process* Description much more than just a scanning system l electronic annotation l workflow & sharing documents l electronic capture of: - email - computer correspondence - word processing - electronic transcripts l

Electronic Document Management *Re-engineering the Admissions Process* Integration with SIS l Will work with existing SIS l SIS and electronic documents displayed side by side l Student ID number crossvalidation l one security sign-on l user-friendly interface

Electronic Document Management *Re-engineering the Admissions Process* Before EDMS…. .

Electronic Document Management *Re-engineering the Admissions Process* After EDMS…. . .

Electronic Document Management *Re-engineering the Admissions Process* Benefits l dramatically change admissions processing…… – transcripts to faculties faster – improve workflow & service – photocopy savings ~$20, 000 – improved efficiency 10 -30% – earlier offers of admission & higher acceptance rates

Electronic Document Management *Re-engineering the Admissions Process* Benefits (cont) l space savings l scalability – all faculty offices – other applications future customization – integrate faculty offices’ unique documents l eliminate duplicate files all over campus l

Next Step - Workflow

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Document Backup System

System Components 2 x Dell Power. Edge 2650 Servers l l Dual XEON 2. 8 Ghz Proc’s 4 GB RAM 2 Hard Drives Mirrored for OS (16 GB) 3 Hard Drives RAID 5 for Data (275 GB) 2 x Dell Power. Vault 220 S Direct Attach Storage l l 7 Ultra 320 SCSI Hard Drives RAID 5 (820 GB) Expansion available up to 3800 GB per Enclosure Software Windows 2000 Server NSI Double-Take for Windows MS SQL 2000 Server Microdea Synergize

System Software MS SQL Server

System Replication EDMSRV 1 EDMSRV 3 Production Standby - Development Data Repository Near Real Time Mirror over TCP/ IP

System Backup EDMSRV 1 Production Data Repository Nightly Backup to TAPE

System Storage Profiling EDMSRV 1 Production Allows for a smaller more manageable Database Data Repository Current Read and Write Access 2004 Fall Read Access Only 2004 Spring Read Access Only Point in Time Data Index Archiving

System Recovery Times EDMSRV 1 EDMSRV 3 Production Standby - Development • Manual Failover 1 Hour • Data Loss < 1 Minute • Bare Metal Restore 4 Hours • File Restore Time < 15 minutes

Microdea Inc Enterprise Electronic Document Management Solution www. microdea. com

Introduction Synergize by Microdea An Electronic Document Management, and Management Document Imaging Solution used to increase productivity, reduce internal costs, and provide Superior Return on Investment

Who is Microdea Inc. Ø Ø Ø A highly successful Document Management and Imaging solution vendor founded in 1995 Successfully installed in over 150 customer sites The developers of the massively scalable Synergize Enterprise Awarded by the Chamber of Commerce for Business and Product Excellence Non Reseller status

Who are our customers? Ø Ø Ø Ø University of Calgary, Retirement REIT Hospital for Sick Children, Boston Medical Center State of Vermont, Atlas Van Lines Hamilton CAS, CCAS of Hamilton RBC Insurance, Gore Mutual Insurance, Lombard Insurance, Pilot Insurance CN Rail, CP Rail, Hyland Transport, Highway 9, Rainbow Transport Royal Bank, CIBC, Citibank And many others …

What is our solution? Ø Ø Ø Ø An Enterprise Document Management Framework Non Proprietary, completely Vendor Neutral EDMS Specifically designed to seamlessly integrate with SIS and other key Higher Education systems Low Risk Document Imaging & Workflow solution Proven ability to support multiple departments simultaneously Able to interoperate via open and documented APIs Easy to use, highly secure, and dependable Partnership is the Key to Success

Implementation Certainty Ø Ø Ø Ø Time Proven Implementation Certainty Methodology mitigates risk of deployment On Time, On Spec and On Budget implementations Exceptional Industry Knowledge and Expertise Collaborative Integration Ingenuity Implementation and Support Team Depth Teamwork and Customer Involvement Checkpoints and Milestones Real World – Real Expectations Real Success

Synergize Enterprise Architecture Initial Department 2 nd Department 3 rd Department Synergize Enterprise Framework Synergize Enterprise 4 th Department 5 th Department Framework Add the next department in phase 2 4 Start the final departments in phase Add with a single department 3 All Departments can have separate repositories All Departments have separate security definitions and audit trails

Synergize Data Repository Architecture SIS Application Interface Third Party Web Portal Synergize C/S Interface Synergize Web Interface End User driven Functionality and Views Synergize API interface Open and Documented API set Synergize Document Security Network extrapolated Synergize Data Repositories Scaleable Dependable Security Document Audit Trail Workflow Audit Trail Individual Audit Trails for each repository

Synergize is Easy to Use and Manage SIS Application Interface Third Party Web Portal Synergize C/S Interface Synergize Web Interface Document Enabled Enterprise Ø User Specified displays using drag and drop Ø Streaming technology minimizes network load Synergize is designed to be customer managed and maintained Discrete Repositories provides absolute security and privacy Separate databases and document stores

Synergize has Enterprise Performance Unlimited document feeds from scan stations, Form data extraction, Digital pens Automated electronic COLD feeds, Office, Fax, Email, Print Renditioning Document Enabled Enterprise. . Unlimited retrieval stations campus-wide Manage 100’s of millions of documents

Synergize leverages advanced technology Transcript and Form Data Extraction Digital Pen Wi. Fi Handheld E-Courier E-Forms Electronic Signature

Synergize is Massively Scalable Third Party Application Interface Third Party Web Portal Synergize C/S User Interface Synergize Web User Interface Document Enabled Enterprise Load Balancing Servers Synergize Application Servers Database Cluster SAN(s)

Synergize is Non Proprietary & Vendor Neutral SIS Application Interface Third Party Web Portal Synergize C/S User Interface Synergize Web User Interface Document Enabled Enterprise Bar Codes MS SQL ISIS & Kofax Oracle SAN & NAS DB 2 Active Directory & Novell XML – CORBA TCP/IP. NET HTML IE/Netscape/Mozilla TIFF IIS/Apache DCOM / COM

Synergize has Flexible Deployment Options Browser Win 9 x/NT/W 2 K/XP Citrix / TS Document Enabled Enterprise Flexible licensing options Concurrent, Named Users, Subscription-Usage, Lease to own and Enterprise Licensing

Synergize Supports Easy Integration Visual Basic Java Power. Builder Power. Builde SIS Application Interface COM Synergize API interface Windows, COM API, Web Services, SOAP XML, HTTP Requests, . NET, others Document Enabled Enterprise Perl, HTML, ASP, J 2 EE, XML and others Open and Documented API set

Synergize has Integrated Workflow Document Enabled Enterprise

Questions? Jim Kallsen Senior Analyst Registrar’s Office University of Calgary Microdea Inc. sales@microdea. com www. microdea. com 905 842 4244 Visit Microdea in Booth 211 at CUMREC 2005