university of calgary microdea keystone electronic document management *re-engineering the...

University of Calgary

Microdea

Keystone

Electronic Document ManagementElectronic Document Management*Re-engineering the Admissions Process**Re-engineering the Admissions Process*

Background 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

Goals: eliminate paper chase eliminate duplicate

files & lost files improve feedback to

applicants improve efficiency

get infrastructure in place then expand to other offices

Electronic Document ManagementElectronic Document Management*Re-engineering the Admissions Process**Re-engineering the Admissions Process*

Initial Implementation

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 ManagementElectronic Document Management*Re-engineering the Admissions Process**Re-engineering the Admissions Process*

Description

much more than just a scanning system

electronic annotation workflow & sharing documents electronic capture of:

- email- computer correspondence- word processing- electronic transcripts

Electronic Document ManagementElectronic Document Management*Re-engineering the Admissions Process**Re-engineering the Admissions Process*

Integration with SIS

Will work with existing SIS

SIS and electronic documents displayed side by side

Student ID number cross-validation

one security sign-on

user-friendly interface

Electronic Document ManagementElectronic Document Management*Re-engineering the Admissions Process**Re-engineering the Admissions Process*

Electronic Document ManagementElectronic Document Management*Re-engineering the Admissions Process**Re-engineering the Admissions Process*

Before EDMS…..

Electronic Document ManagementElectronic Document Management*Re-engineering the Admissions Process**Re-engineering the Admissions Process*

After EDMS…...

Electronic Document ManagementElectronic Document Management*Re-engineering the Admissions Process**Re-engineering the Admissions Process*

Benefits 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 ManagementElectronic Document Management*Re-engineering the Admissions Process**Re-engineering the Admissions Process*

Benefits (cont)

space savings

scalability– all faculty offices– other applications

future customization– integrate faculty offices’

unique documents eliminate duplicate files all

over campus

Next Step - WorkflowNext Step - Workflow

Black and White Image

Gray Scale Image

Document Backup SystemDocument Backup System

System ComponentsSystem Components

2 x Dell PowerEdge 2650 Servers Dual XEON 2.8 Ghz Proc’s 4 GB RAM 2 Hard Drives Mirrored for OS (16 GB) 3 Hard Drives RAID5 for Data (275 GB)

2 x Dell PowerVault 220S Direct Attach Storage 7 Ultra320 SCSI Hard Drives RAID5 (820 GB) Expansion available up to 3800 GB per Enclosure

Software Windows 2000 Server

NSI Double-Take for Windows

MS SQL2000 Server

Microdea Synergize

System SoftwareSystem Software

MS SQL Server

System ReplicationSystem Replication

Near Real Time Mirror over TCP/ IP

EDMSRV1

Production

EDMSRV3

Standby - Development

Data Repository

System BackupSystem Backup

EDMSRV1

Production

Nightly Backup to TAPE

Data Repository

System Storage ProfilingSystem Storage Profiling

EDMSRV1

Production

Data Repository

Point in Time Data Index Archiving

Current Read and Write Access

2004 Fall Read Access Only

2004 Spring Read Access Only

Allows for a smaller more manageable Database

System Recovery TimesSystem Recovery Times

EDMSRV1

Production

EDMSRV3

Standby - Development

• Manual Failover 1 Hour

• Data Loss < 1 Minute

• Bare Metal Restore 4 Hours

• File Restore Time < 15 minutes

Microdea IncMicrodea IncEnterprise Enterprise

Electronic Document Electronic Document Management SolutionManagement Solution

www.microdea.comwww.microdea.com

IntroductionIntroduction

Synergize by MicrodeaSynergize by Microdea

An Electronic Document ManagementAn Electronic Document Management, and Document Imaging SolutionDocument Imaging Solution

used to increaseincrease productivity, reducereduce internal costs,

and provide Superior Return on Investment

Who is Microdea Inc.Who is Microdea Inc.

A highly successful Document Management and Imaging solution vendor founded in 1995

Successfully installed in over 150 customer sites The developers of the massively scalablemassively scalable

Synergize Enterprise Awarded by the Chamber of CommerceChamber of Commerce for

Business and Product Excellence Non Reseller status

Who are our customers?Who are our customers? 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?What is our solution? An Enterprise Document Management Framework Non Proprietary, completely Vendor Neutral EDMS Specifically designed to seamlessly integrateintegrate with SIS

and other key Higher Education systems Low RiskLow Risk Document Imaging & Workflow solution ProvenProven ability to support multiple departments

simultaneously Able to interoperate via open and documented APIs Easy to useEasy to use, , highly securehighly secure, and , and dependabledependable

Partnership is the Key to SuccessPartnership is the Key to Success

Implementation CertaintyImplementation Certainty Time Proven Implementation Certainty Methodology Time Proven Implementation Certainty Methodology mitigates risk of mitigates risk of

deploymentdeployment On Time, On Spec and On BudgetOn Time, On Spec and On Budget implementations implementations Exceptional Industry Knowledge and ExpertiseExceptional Industry Knowledge and Expertise Collaborative Integration IngenuityCollaborative Integration Ingenuity Implementation and Support Team DepthImplementation and Support Team Depth Teamwork and Customer InvolvementTeamwork and Customer Involvement Checkpoints and MilestonesCheckpoints and Milestones

Real World – Real ExpectationsReal World – Real Expectations

Real SuccessReal Success

Synergize Enterprise ArchitectureSynergize Enterprise Architecture

Start with a single departmentStart with a single department

InitialDepartment

Synergize Synergize EnterpriseEnterpriseFrameworkFramework

2nd

Department

Synergize Synergize EnterpriseEnterpriseFrameworkFramework

Add the next department in phase 2Add the next department in phase 2Add the next department in phase 3Add the next department in phase 3Add the final departments in phase 4Add the final departments in phase 4

All Departments can have separate repositories All Departments can have separate repositories All Departments have separate security definitions and audit trailsAll Departments have separate security definitions and audit trails

Synergize Enterprise FrameworkSynergize Enterprise Framework

3rd

Department

4thDepartment

5th

Department

Synergize Enterprise FrameworkSynergize Enterprise Framework

Synergize Data Repository ArchitectureSynergize Data Repository Architecture

Synergize Document Security Network extrapolatedNetwork extrapolated

ScaleableScaleableDependableDependableSecuritySecurity

Synergize Data Repositories

End User drivenEnd User drivenFunctionality and ViewsFunctionality and Views

Synergize Synergize Web InterfaceWeb Interface

SynergizeSynergizeC/S InterfaceC/S Interface

Third PartyThird PartyWeb PortalWeb Portal

SIS SIS ApplicationApplication

InterfaceInterface

Synergize API interfaceOpen and Open and Documented API setDocumented API set

WorkflowWorkflowAudit TrailAudit Trail

DocumentDocumentAudit TrailAudit Trail

Individual Audit Trails for Individual Audit Trails for each repositoryeach repository

SynergizeSynergize is Easy to Use and Manageis Easy to Use and Manage

Discrete Repositories provides absolute security and privacyDiscrete Repositories provides absolute security and privacy

Separate databases and document storesSeparate databases and document stores

Document Enabled EnterpriseDocument Enabled Enterprise

SynergizeSynergizeWeb InterfaceWeb Interface

SynergizeSynergizeC/S InterfaceC/S Interface

Third PartyThird PartyWeb PortalWeb Portal

SIS SIS ApplicationApplication

InterfaceInterface

User Specified displays User Specified displays using drag and dropusing drag and drop Streaming technology Streaming technology minimizes network loadminimizes network load

Synergize isSynergize isdesigned to be designed to be

customer customer managedmanaged

and maintainedand maintained

SynergizeSynergize has Enterprise Performancehas Enterprise Performance

Document Enabled Enterprise

Manage 100’s of millions of documents

. .

Automated electronic COLD

feeds, Office, Fax, Email, Print

Renditioning

Unlimited retrieval stations campus-wide

Unlimited document feeds from scan stations, Form data extraction,

Digital pens

SynergizeSynergize leverages advanced leverages advanced technologytechnology

E-Courier

Transcript and Form Data Extraction Digital Pen

E-Forms

WiFi Handheld

Electronic Signature

SynergizeSynergize is Massively Scalableis Massively Scalable

Synergize Synergize Web UserWeb UserInterfaceInterface

Synergize Synergize C/S UserC/S UserInterfaceInterface

Third PartyThird PartyWeb PortalWeb Portal

Third Party Third Party ApplicationApplication

InterfaceInterface

Document Enabled EnterpriseDocument Enabled Enterprise

SAN(s)

Database Cluster

Synergize Application

Servers

Load Balancing Servers

SynergizeSynergize is Non Proprietary & Vendor is Non Proprietary & Vendor NeutralNeutral

MS SQLMS SQLOracleOracleDB2DB2

Bar CodesBar CodesISIS & KofaxISIS & KofaxSAN & NASSAN & NAS

Active Directory & NovellActive Directory & NovellXML – CORBAXML – CORBA

.NET.NETIE/Netscape/MozillaIE/Netscape/Mozilla

IIS/ApacheIIS/Apache

Synergize Synergize Web UserWeb UserInterfaceInterface

Synergize Synergize C/S UserC/S UserInterfaceInterface

Third Party Third Party Web PortalWeb Portal

SIS SIS ApplicationApplication

InterfaceInterface

Document Enabled EnterpriseDocument Enabled Enterprise

TCP/IPTCP/IPHTMLHTMLTIFFTIFF

DCOM / COMDCOM / COM

SynergizeSynergize has Flexible Deployment has Flexible Deployment OptionsOptions

Flexible licensing optionsFlexible licensing optionsConcurrent, Named Users, Subscription-Usage, Concurrent, Named Users, Subscription-Usage,

Lease to own and Enterprise LicensingLease to own and Enterprise Licensing

Document Enabled EnterpriseDocument Enabled Enterprise

BrowserBrowser Win 9x/NT/W2K/XPWin 9x/NT/W2K/XP Citrix / TSCitrix / TS

SynergizeSynergize Supports Easy IntegrationSupports Easy Integration

Document Enabled EnterpriseDocument Enabled Enterprise

Open and Open and Documented API setDocumented API set

Synergize API interfaceSynergize API interfaceWindows, COM API, Web Services, Windows, COM API, Web Services,

SOAP XML, HTTP Requests, .NET, othersSOAP XML, HTTP Requests, .NET, othersP

ow

eP

ow

erB

uil

rBu

ild

ed

er

JavaJavaVisual Visual BasicBasic

SIS SIS ApplicationApplication

InterfaceInterface

PerlPerl,, HTML HTML,, ASP, ASP, J2EE, XML and othersJ2EE, XML and others

COMCOM

SynergizeSynergize has Integrated Workflowhas Integrated Workflow

Document Enabled EnterpriseDocument Enabled Enterprise

Questions?Questions?

Microdea Inc.sales@microdea.comwww.microdea.com

905 842 4244

Visit Microdea in Booth 211 at CUMREC 2005

Senior Analyst Registrar’s Office

University of Calgary

Jim Kallsen