Capitalizing on the extended capabilities of OnBase
Wichita Public Schools (USD 259) is the largest and most diversified education institution in Kansas. USD 259 delivers basic education for grades K-12, preschool and adult students. The district operates over 100 regular, alternative magnet, vocational and specials schools, and provides instruction at several institutional and off-campus sites.
USD 259 had an existing ImageNow document management system that was no longer meeting their needs. Ready to expand the system throughout the school district, USD 259 needed a partner with the products, capabilities, services and support to meet all of their requirements. USD 259 issued a Request for Proposal (RFP) to a variety of service providers to identify, purchase and implement an enterprise-wide scalable Document Management System (DMS) that would allow for secure, fast and easy archival and retrieval of documents and files.
The requirements of the project – implementation, conversion, integration – were ideally suited to the strengths of Imaging Office Systems.
Collaboratively, IOS and USD 259 end-users planned the system implementation including process automation opportunities now possible with the OnBase product.
Key OnBase Features:
While ImageNow, a capable Enterprise Content Management Suite, is often used in government and higher education, OnBase proved to be the superior choice for USD 259.
Key characteristics that differentiated OnBase:
Flexible Licensing Model
USD 259 was able to buy the modules it needed – no bundled waste. As USD 259 expands its use of the system, OnBase’s model can scale up to handle the growth. When new functionality is needed, it will be out-of-the box not custom development.
Reliable Integration Tools and User-Friendly Configuration
The many integration capabilities of OnBase help USD 259 capture and share information across applications more effectively. OnBase is also built to be functional and easy for users to configure, helping USD 259 avoid costly and lengthy scripting projects.
Lower Total Cost of Ownership
No scripting means less overall system maintenance, less bolt-on functionality, fewer change orders, and fewer support issues.
Return on Investment
From an end-user resource perspective, the OnBase system is a lot more efficient than ImageNow. The USD 259 HR department used to take an entire day to process a stack of files that needed to be imaged and archived. Now by using PSIGen and OnBase together, they can process the same batch in 30 minutes which is a tremendous time saver. End users also utilize the built-in email capability and the print/upload function, which saves a lot of time and eliminates the need to print and scan hard copies.
USD 259’s vision for a dynamic, scalable enterprise-wide DMS is already taking shape with additional projects:
IOS delivered the comprehensive content management solution USD 250 envisioned. More importantly, IOS provided USD 259 with flexibility and potential for growth by pairing powerful software with expert professional services.
We had a lot of requirements and this project had a fairly large scope that included not only migrating to the new software, but also professional services, integration services, and several different conversion services. IOS was able to offer a complete turnkey solution where everything was done in-house and not sub-contracted out to a 3rd party. The Imaging Office Team brings a tremendous amount of expertise and because of this we’ve been able to overcome every challenge and meet all of our goals. The IOS team is very professional, cooperative and responsive and has been a pleasure to work with.
~Matt McGuire, Project Manager, Information Services & Technology
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