FNTI BDMs SCAN Project for ADMISSIONS AND RECORDS

Project Goals and Objectives

Scan legacy data into BDMS for both Admission and Records Departments

Project Scope

Foothill College 

1. Estimated 1000 rolls of film and 35,000 microfiche jackets to be scanned.
2. Legacy data resided on the old Hershey data drive 
3. SIS legacy data resided on desktop hard drives 
4. Safe destruction of the microfiches, roll films after the scan project completed and approved by the college. 

De Anza College 

1. Estimated 986 rolls of film to be scanned. 
2. ETS will make an appropriate cabinet to host the P83 transcripts (Pre-Banner, and pre-IAPlus).
3. Legacy data resident on CD/DVD 
4. Safe destruction of the microfiches, roll films after the scan project completed and approved by the college. 

 For Both Colleges

1. Total records to be scanned and imported into Banner BDMS system: 6.5 million records (Approx. 40 images per microfiche, 2500 images per roll). 
2. The scanned output will be single sheet PDF. 
3. For student transcript data, the scanned output will be indexed by SSN+last name+first name 
4. For instructors, the scanned output will be indexed by year+term+Course number+last name+ first name 

Project Assumptions 

1.  Foothill college will handle the import of the current data files resided on Hershey drive into BDMS (Nazy) 
2. De Anza will manually scan the legacy faculty paper documents (grade book, census data); this is the paperwork they did not finsh prior to the system conversion.
3. FNTI will scan and indexed the Microfiche and roll film data. (Rocci) 
    

Critical Success Factors

1. On time delivery of the BDMS cabinet configuration specification, and approved by the implementation team.
2. Validate the system configuration and storage requirements for the project.
3. On time delivery of the BDMS cabinet setup, and pass the initial test run.
4. Pickup and accounted for all the source materials from both colleges ready to be scanned by FNTI.
5. On time delivery of the scanned output to ETS and both colleges.
6. Test and certification of the import process to BDMS by ETS and both colleges.
7. Participate regularly in implementation team meetings.

Key Milestones

1. Completion of the BDMS configuration and document cabinets (ETS)
2. Completion of the scan of the source materials (FNTI, Colleges)
3. Completion of the import of scanned documents into BDMS (ETS, Ellucian)
4. Sign off the BDMS for delivery to both colleges (Colleges)

Schedule

Technical Documents

TBD

Project Team Organization

Implementation Team

Project Meetings