Phase IV: Expansion

Below is a chronology of the expansion of the ImageNow production system into our newest client area, the Registration department, and ongoing updates for our Financial Aid client:

April 1999
• training at PVI headquarters in Kansas City on features/functionality of ImageNow release 5.06; click for details - training synopsis
  May 1999
• met with Registration users to map out implementation strategy, including layout of dockeys for linking database items
  June 1999
• identified dockeys, set up and tested several capture profiles, working on applet linking solution from mainframe to another application or linking directly from database residing on mainframe
• created user manuals
• list of users from RG, these defined to server
• storage needs estimated and given to data manager
• nursing transcripts added to list of documents to scan and link, since these are the least amount overall, user decided to process these first
  July 1999
• set up and tested capture profiles for nursing transcripts
• set up and tested linking applet for nursing transcripts; this is a manual entry applet since no database exists and link users will be getting dockeys from scanned document
• problems getting to link from Excel with VB scripting, message out to PVI
• user accounts created and client software loaded onto 23 workstations
• scanned and linked documents to production storage, will be training clients first week in August
  August 1999
• trained users in scanning and linking for nursing transcripts; they are linking into production!
• moved scan station after office remodeling finished
• client decided to add Veterans documents to imaging process, so set up scan profiles and created applet to link documents via ISIS screen
  September 1999
• RG drawer renamed BSN per client, other drawers will be VA (Veteran's Admin) and PRC (Permanent Record Card); users "moved" linked nursing documents to BSN drawer by clicking on dockeys and manually entering BSN for drawer name; also changed all client accounts to reflect new drawer names
• all nursing transcripts linked; trained users on new VA scan profiles and link applet, only 1000 or so of these so were quickly added to storage manager
• set up, tested TSO mainframe application link for regular transcripts while PVI researches Excel link problem; users are linking transcripts into production
  October-December 1999
• 2 new user accounts generated
• fix in from PVI on our Excel applet problem; made change and tested fine; trained users and they are now using the Excel interface to link transcripts
• created training manual on Excel applet linking process
• reformatted "B" and "C" records into Excel and disks to user, over 54,000 records to keep them busy for a time
• created a couple more capture profiles per client
  January-March 2000
• replaced feed belt on Canon scanner
• newest iteration of FA workflow developed, tested and into production. Updated Visio workflow schema
• 3 workstations replaced, reloaded client software
• changed some user account privileges per client
• upgraded to new release, 5.06; reloaded client software on 26 RG workstations (Alonzo did FA clients), redid capture profiles on both RG and FA scan stations
• 2nd FA scan station installed, capture profiles setup, tested
• "ghosted" scan station drive for recovery capabilities
  April-June 2000
• added 8 new clients (5 in FA, 3 in RG) - updated user lists
• new FA scan station - duplex capture profile set up incorrectly; back page delete threshold for blank pages set too low, bumped up allowable number of bytes and retested okay
• getting semaphore lock error messages, called PVI support, had us bump up semaphore limit on server
• converted remaining mainframe files for Registration link keys to Excel files
• modified FA workflow procedures to fit their business process after encountering difficulties with newly scanned documents being appended to files in end queue; made changes, also identified "missing" documents and placed them back into workflow
• request from Registration for 2nd scan station, researched different scanners but decided to stay with same technology for backup purposes; hardware on order
• Demonstration for folks in Customer Account Services collection area for possible expansion into their area as solution to their imaging needs
• Received and installed on development station new release of software, v5.1 r2
  July-September 2000
• testing newest release, with new workflow development gui
• meet with Customer Account Services to discuss imaging costs and possible implementation plans; did a second demo with collection folks using documents from their files
• 2nd Registration scan station - installed software, set up and tested, build capture profiles based on original scan station settings; client now scanning into production with two scanners
• added 2 additional users for Registration
• object storage database moved to IBM's new Enterprise Storage Server (ESS)
• moved into new office, Matt will have new IP address of development station added to bootp table so I can continue testing of software upgrade
  October-December 2000
• modifications to several RG scan profiles to lessen dark streaks caused by aging gummed-back labels
• one of the FA scan station monitors going bad; assisted FA in swapping out monitors and shipping to vendor for replacement
• two client stations in RG replaced, reloaded imaging software and tested
• 4 RG users added, updated users list
• LAN people replacing over a dozen older workstations in RG, loaded imaging client software to their "ghost" machine used to build the other stations
• my new IP address for development station added to bootp table, resumed testing of upgrade functionality
• updated hardware/software price list to Customer Account Services, Matt and I will meet with CAS reps after the first of the year to discuss implementation plans
• feed rollers not working on one of the RG scanners; set up servicing by local contractor, after parts replacement I reinstalled and tested
• testing registrar's signature as OLE onto scanned documents as replacement of manual stamp process
• arranged meeting with Stacey after first of new year to discuss next iteration of FA workflow
• upgrade plan for v5.1 rel2 to users week of 12/18; upgrade to server performed 12/22, then updated scan staions in each client office, verifying connections and testing scan profiles successfully. Upgraded RG clients, FA tech support personnel updated their clients