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
- Estimated 1000 rolls of film and 35,000 microfiche jackets to be scanned.
- Legacy data resided on the old Hershey data drive
- SIS legacy data resided on desktop hard drives
- Safe destruction of the microfiches, roll films after the scan project completed and approved by the college.
De Anza College
- Estimated 986 rolls of film to be scanned.
- ETS will make an appropriate cabinet to host the P83 transcripts (Pre-Banner, and pre-IAPlus).
- Legacy data resident on CD/DVD
- Safe destruction of the microfiches, roll films after the scan project completed and approved by the college.
For Both Colleges
- Total records to be scanned and imported into Banner BDMS system: 6.5 million records (Approx. 40 images per microfiche, 2500 images per roll).
- The scanned output will be single sheet PDF.
- For student transcript data, the scanned output will be indexed by SSN+last name+first name
- For instructors, the scanned output will be indexed by year+term+Course number+last name+ first name
Project Assumptions
- Foothill college will handle the import of the current data files resided on Hershey drive into BDMS (Nazy)
- 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.
- FNTI will scan and indexed the Microfiche and roll film data. (Rocci)
Critical Success Factors
- On time delivery of the BDMS cabinet configuration specification, and approved by the implementation team.
- Validate the system configuration and storage requirements for the project.
- On time delivery of the BDMS cabinet setup, and pass the initial test run.
- Pickup and accounted for all the source materials from both colleges ready to be scanned by FNTI.
- On time delivery of the scanned output to ETS and both colleges.
- Test and certification of the import process to BDMS by ETS and both colleges.
- Participate regularly in implementation team meetings.
Key Milestones
- Completion of the BDMS configuration and document cabinets (ETS)
- Completion of the scan of the source materials (FNTI, Colleges)
- Completion of the import of scanned documents into BDMS (ETS, Ellucian)
- Sign off the BDMS for delivery to both colleges (Colleges)
Schedule
Date | Description |
---|---|
January 29, 2016 | Approval of the BDMS cabinet setup by the implementation team |
February 26, 2016 | Completion of the testing of BDMS cabinet, ready for document import |
April 8, 2016 | Completion of pick up and scanning of the source materials |
July 1, 2016 | Completion of the import of scanned data into BDMS |
September 1, 2016 | Completion of validation and documentation transfer |
September 26, 2016 | Ready for production |
Technical Documents
TBD
Project Team Organization
Project Meetings
Meeting Dates | Agenda | Minutes | Announcements |
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