Author: Paul Taylor

Update on OnBase Activities

Discovery

The “discovery” process has been wrapping up during the month of December and is now nearly complete.  We are moving into the configuration and conversion phase of the project.

Configuration and Conversion

This work has begun and both Hyland and UO staff are working on configuring document types, keyword types, scan queues, and cross referencing between Singularity and OnBase.  Later this month the conversion scripts will be completed.  UO staff is also working on building test cases for the migration testing.

Workflow Migration

The redevelopment of existing workflows in Singularity for OnBase will begin later this month . The migration of workflows from Singularity is expected to continue through spring 2019.

OnBase as a Service

DuckDocs will have a Service Advisory Board, providing governance and guidance to the service. This month, we are developing a charge and determining committee members.

Upcoming Milestones

• Mid to end of February – System configuration and test data conversions complete
• Mid-April – Workflow migration and OnBase production environment complete
• Mid-May – Training and user acceptance testing and checkpoint to approve to migrate to production
• Mid-July – Production data migration complete

In our last update, we provided a summary of preliminary activities and timeline for kicking off the transition to OnBase with the Hyland team, and shared a preliminary timeline for OnBase system configuration and data and document conversion from Singularity to OnBase.

Update on OnBase Activities

Discovery

The “discovery” process involves gathering information from departments that currently use Singularity to document how they store documents and to inform the transition to OnBase. The Hyland team and the Information Services project team worked with subject matter experts in Admissions, the Registrar’s Office, and Financial Aid to learn about those departments’ use of Singularity. The Information Services project team is conducting additional discovery with the remaining departments that have data and documents in Singularity. Information Services and Hyland will prepare taxonomy information (that is, an overall organizational scheme for documents in OnBase) based on that discovery process, which will then be submitted to those departments for approval.

Configuration and Conversion

Next, the Hyland team plans to spend about one month configuring the OnBase system. After that, Hyland will work on limited conversions from Singularity to OnBase to produce samples of converted data to compare with what is currently in Singularity. That effort is projected to continue through November 2018.

Workflow Migration

The redevelopment of existing workflows in Singularity for OnBase is scheduled to begin early November. The migration of workflows from Singularity is expected to continue through spring 2019.

In our last update, we provided a summary of our evaluation and decision to move Singularity and Perceptive data, documents, and workflows to Hyland’s OnBase product.

Update on Move to OnBase

We have completed the contracting process and sales-to-service transition with Hyland. Project planning and infrastructure is underway and the Hyland project team will be onsite in September to kick off the project and begin the system configuration. While onsite, the Hyland team will be working with subject matter experts from UO Enrollment Management to gather taxonomy information about data and documents that will be stored in OnBase. Subsequent discovery work for other departments will be performed by Information Services staff.

The preliminary timeline for system configuration and conversion of data and documents into our test environment is projected to complete by the end of 2018. Looking further into next year, we plan to have workflow conversions completed, with rolling go-lives for some departments’ data and documents during spring 2019, followed by the completion of Enrollment Management workflow testing and training in early summer 2019.

In April, we reported that the Freshman Activity Workflow was on hold and would be restarted in OnBase, and that the Graduate Employee Workflow would remain in Perceptive until it can be migrated to OnBase. That is still our plan on both fronts. We’re still working on sequencing and scheduling those tasks.

DuckDocs as a Service

While it’s early in our project engagement with Hyland, our goal is to establish a formal Service Advisory Board that will help prioritize on-boarding new users and departments into the DuckDocs service starting in January 2019.

The DuckDocs project is in the process of a major shift triggered by Hyland’s recent purchase of the Perceptive product.

We first mentioned that change of ownership in August 2017. It was completed in October.

Evaluating Next Steps

In December, Information Services engaged Hyland to review their roadmap for both Perceptive and their existing OnBase enterprise content management product. Upon completion of the review, we concluded that Hyland would be focusing their long-term strategy on their OnBase product rather than the Perceptive product.

We felt it was in the best interest of the University of Oregon to explore contracting options for Hyland’s OnBase product. That exploration was completed in March 2018.

A proposed new contract with Hyland is now under review with UO Purchasing and Contracting Services.

Moving to OnBase

Once approved, that contract will start a new project to initiate the use of Hyland’s OnBase product for document management and workflow. The scope of the work with Hyland includes the migration of the current Singularity data and documents to the new OnBase solution. The project team will be working jointly with Hyland on shared responsibilities to plan and complete the migration, testing, and training needed to move from Singularity to OnBase. While the data and document migration is underway, the project team will be working on the move of existing workflows from Singularity to OnBase.

The Freshman Activity Workflow that was under development in Perceptive is on hold for now and will be restarted as part of the move to OnBase.

For the time being, the Graduate Employee Workflow will remain in Perceptive to support daily operations. Information Services will continue to support it there until it can be migrated to OnBase. The timeline for that migration has not yet been determined.