rpic-ists-webinars-planning migration onbase...healthcare and financial services solutions onbase...
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Last Updated Wednesday, February 7, 2018
Planning your Migration to OnBase by HylandThere are many things to consider when evaluating or planning a migration from Perceptive Content (ImageNow) to OnBase by Hyland.
OnBase Webinar Series
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 2
� Recordings Available Now at rpic.com/Webinars� An Introduction to OnBase by Hyland
� Comparing Perceptive Content and OnBase Parts 1 & 2
� Coming Soon to #WebinarWednesday� OnBase Modules & Features Overview
� OnBase Supplier Portal
� OnBase Outlook Client
Meet your Speaker
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 3
John Marney Manager, Solution Delivery
� Over seven years of ECM and OCR design and implementation, majority of experience in back office healthcare and financial services solutions
� OnBase Certified Installer
Agenda
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 4
� About RPI Consultants
� Migration Considerations� Perceptive Content to OnBase by Hyland
� Migration Strategies
� Migration Project Planning
� Summary & Questions
About RPI ConsultantsRPI is a comprehensive professional services organization with over 18 years of experience designing, implementing, and supporting ERP, ECM, and Advanced Data Capture solutions.
About RPI Consultants
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 6
� 80+ Full-time Consultants, Project Managers, & Technical Architects
� Offices located in Baltimore, Tampa, and Kansas City, MO
� Technical Strategy & Architecture, Expert Installations & Upgrades
� On-demand Product Support & Solution Managed Services
� Business Process Analysis & Workflow Design, Solution & Product Enhancements
Migration ConsiderationsDisclaimer: RPI Consultants is working closely with Hyland on all migration planning, paths, and automation, and considerations and recommendations included in this presentation are valid as of the date it is presented. Contact RPI Consultants for the latest information.
Migration Considerations
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 8
� Software Licenses / Installation � Does your organization already own OnBase by Hyland?
� Document Conversions
� Workflow / Process Migration
� Custom Integrations & Development
Migration Considerations
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 9
Document Conversion Overview
� Tasks, Folders, Drawers, Keywords, and Document Types will be re-created in OnBase
� Export documents from Perceptive Content with Index Keys and Custom Properties
� Import documents into OnBase using index data / data file
Migration Considerations
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 10
Document Conversion Questions and Planning
� Do I need all my Documents?� In some cases, organizations may choose to leave the legacy system in place for
historical records and only scan new documents into the new system
� Do I need to retain Document Annotations?� In order for Annotations to be retained, documents may need to be run through
Perceptive Output Agent to flatten images
� Do I need to retain Document Metadata or Workflow History? � Converted documents will not natively retain data such as created user/date, tasks
dates, or workflow history, such as queues and workflow users
Migration Considerations
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 11
Document Conversion Recommendations
� Implement and Execute Retention Policies� Minimizes documents to be converted by removing records that are allowed to be
deleted by the retention policy
� Remove Duplicate Documents and Unnecessary Records� Analyze opportunities to remove duplicate documents, trim unnecessary pages, or
eliminate archived documents that are no longer necessary
� Reduce Document File Sizes � Convert larger format files such as PDF to compressed file types like TIF
Migration Considerations
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 12
Workflow Migration Overview
� All Workflow process will need to be rebuilt in OnBase by Hyland
� Annotations, Routing Rules, eForms, and iScripts will need to be recreated
� OnBase offers more features and configuration options for less custom development
Migration Considerations
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 13
Workflow Migration Questions and Planning
� Do you need all your Workflow processes? � Occasionally, workflow processes or sub processes were built to accommodate
requirements that were no longer necessary and haven’t been used
� What custom scripts or eForms can be built within OnBase? � OnBase has many features that reduce reliance on custom iScripting or eForms
� Where do you want to manage your approval matrix? � OnBase offers an Approval Manager, but you can also use your ERP
Migration Considerations
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 14
Workflow Migration Recommendations
� Schedule a Solution Health Check, perform Solution Optimization � Health Checks can help identify technical and solution optimizations that will simplify
your implementation and migration
� Process all Documents in Workflow � Make sure you have a plan in place to process all remaining documents in workflow
prior to migration
� Documentation, Documentation, Documentation� Full documentation of all workflow processes, automation, and custom development
will help reduce risk and ensure accurate migration expectations
Migration Considerations
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 15
Custom Integrations & Development
� Custom development such as eForms and iScripts can not be automatically migrated
� URL based integrations for document viewing (i.e. WebNow) will change
� Inbound Web Service Calls will change
� ERP Lookups and Inserts, and Oubound Web Service Calls will likely not need to change
Migration Considerations
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 16
Complexity by Solution
Low Complexity More Complexity
Human ResourcesDigital Onboarding and Employee
File Management
OR
LearnMode-based Workflows
HealthcareEpic Integration without Document Conversion
OR
Direct Print / MEDITECH Solutions
Back Office / APInvoice Processing / Approvals with Intelligent Data Capture,
eForms, custom approval matrix, and ERP integrations
Migration Strategies Each client installation and implementation is unique and will generally always require some dedicated analysis and planning, and/or custom migration services.
Migration Strategies
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 18
Phased Approach All-at-once Legacy Archive
Migrate individual workflows and
relevant Drawers (documents)
Migrate all workflows and Drawers
(documents) concurrently
Migrate all workflows only for day
forward processing
Especially preferred for multiple
workflows and large implementations
Not recommended for large
implementations with multiple depts
Legacy documents remain in Perceptive
Content for archive only
Simplifies resource planning and
requirements
May require substantial resource
support for multiple departments
Minimizes resource requirements for
migration, but requires legacy support
� Consider starting with a Pilot project for a smaller workflow or solution to inform planning and expectations, then plan further migrations
Migration Strategies
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 19
� All migration projects are inherently risky and include disruption to end users and business owners, and increased technical effort
� User disruption can only be minimized by increasing technical effort and requirements (and vice versa)
� Identify your priorities and communicate clearly with IT and business users
Use
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Technical Effort
Migration Project PlanningIn many ways, migration projects are the same as a brand new implementation. However, there are additional project planning considerations that should be made to ensure an easy and positive migration.
Migration Resource Planning
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 21
Migration Analysis
Technical / Solution Health Check
System Optimization
Planning & Readiness
Current State Documentation
License Procurement &
Installation
Design & Documentation
Future State Design & Documentation
Implementation & Testing
Product Configuration
Custom Development
System & User Testing
Training, Go Live, & Support
User Training
Cutover
Go Live Support
Transition to Support
Typical Implementation
Legacy Document Conversion
Legacy System Support, Maintenance, & Administration
Migration Resource Planning
February 7, 2018RPI Consultants | Learn more at www.RPIC.com! Slide 22
RPI Services and Resource Augmentation
� End to End Migration and Implementation Services
� Technical Strategy and Architecture
� Project Management
� Migration / Conversion Analysis
� Planning and Migration Readiness
� Legacy System Support & Administration
� Future System Support & Administration
Summary & QuestionsThank you for attending #WebinarWednesday! Check www.rpic.com/ISTS-Webinars to find all upcoming webinars and recordings of past webinars. The recording of this presentation will be posted online and you will be provided a copy of the deck.