EXTREME MAKEOVER - DataBank...Keeping your OnBase application current is the best way to protect...

OnBase Edition Interactive e-bookEXTREME MAKEOVER

https://www.databankimx.com/

OnBase EditionEXTREME MAKEOVER

databankimx.com | [email protected]

1. Introduction

2. Deciding to Upgrade

5. What to expect during an upgrade

8. What to do after an upgrade

6. Working through the final stages

4. Pre-Upgrade Checklist

Table of Contents




We understand that upgrading such a large platform like OnBase, or really any

other enterprise content management system, can seem daunting. So many

pieces go into one system that completing it all yourself can often feel like

building a new house from start to finish.

You have to lay the land, check the permits, establish a foundation, test a few

things out and then finish it up just right so everything is ready for move in.

To help make the upgrade process a little easier, we teamed up with our very

own upgrade specialist, Mike Current, to go over the absolute essentials from

start to finish. Everything from creating a test environment to follow up once

the upgrade is complete is in this e-book and we truly hope you find it helpful as

you take on your fixer-upper!

In the end, if you’re still in the trenches or you just want an expert by your side,

let us know. Reach out to your account manager or contact us to see how you

can augment the upgrade process with our help.

Introduction“Your best defense is a good upgrade offense”, Mike Current, OnBase Upgrade

Specialist at DataBank IMX.

Thanks to the growingly popular home improvement shows we all crave to

watch, many homeowners now appreciate the fact that a little extra work can

go a long way in adding value to your home.

Think of a home that was built in the 1970s. When it was built, it was state-of-

the-art, with all the efficiencies and modern amenities available at the time.

However, over the years anything that was once new becomes outdated.

What used to be energy efficient can quickly become wildly inefficient. What

was fashionable becomes tacky. Technologies advance, and so do our

expectations for the look, feel, and performance of a home.

Your OnBase system is no different. An OnBase solution that hasn’t been

updated in a few years simply can’t take advantage of the latest efficiencies,

the latest security enhancements, or the latest user interface improvements. If

it hasn’t been upgraded in the last few years, your “home’s” monthly payment

may remain the same, but the value will continue to trickle down.

An upgrade project will solve these issues. However, like a home improvement

project, if you’re not specialized in roofing or plumbing it can seem

overwhelming. >Let’s get started!


https://www.databankimx.com/contact-us



With every fresh year comes new opportunities, new ways to innovate, and new

challenges to overcome. The same is true with every new version of OnBase. As

we rise up to meet the new year’s challenges, our solutions must continue to

evolve as well.

There are abundant reasons to regularly upgrade OnBase, but here are the top

five reasons you should consider making an upgrade project a priority this year.

1. It’s been too long since you’ve upgraded

Older software stays on older servers with older operating systems. You may

end up paying more for software and hardware maintenance, and in time

integrations will reach their end of life.

The longer you let things go and accept the status quo, the more difficult and

daunting your next upgrade will be. Continuing to delay will only cause more

pain in the long run.

2. The ability to innovate and expand your OnBase solution

From the list below, check all that apply to your organization.

If you checked any of these boxes and your OnBase solution is just one or two

versions back, you may be missing out on several new enhancements that could

benefit users.

3. Security concerns

Keeping your OnBase application current is the best way to protect your

organization’s data – at rest, in transit, and in use.

Hundreds of fixes and enhancements are put into the new version of OnBase

every year. If you haven’t upgraded in over three years, you’re missing out on

thousands of security enhancements to your OnBase solution.

• Hyland’s Research and Development department has had extensive

Microsoft Software Development Life Cycle (SDLC) training.

• Hyland hosts an internal “Security Week” every year, a week-long event

Your users have smart-phones

Your OnBase solution integrates with SharePoint, Office, Intelligent Capture, SAP, or ESRI

Your users travel or need access to OnBase on the go

You use the Unity Client, WorkView or Workflow

Deciding to Upgrade




with daily classes, lectures, and hands-on workshops that teach various

application security methods and raise awareness of their importance.

• Hyland also added a security team and implemented security champions and

regular vulnerability reviews on every development project.

4. If you aren’t moving forward, you may fall behind

In today’s world, it is essential to keep pace with technology to keep your

solutions relevant. This means operating systems, Internet browsers, and

application suites. It is important to adapt to the ever-changing world of

technology to keep up with modern business.

The more recent versions of OnBase feature a new user experience with a

modern look and feel. As the average user adapts to a more technological

lifestyle, their expectations grow when it comes to user interfaces. Employees

are looking for additional ways to be more versatile and efficient when it comes

to working. So it’s up to the employers to facilitate a mobile user base and

sometimes a remote workforce.

Remember, the objective of an OnBase upgrade project isn’t the upgrade

itself – the real objective is to improve your organization’s readiness for today’s

challenges and strategically align yourself to face tomorrow’s.

“An OnBase upgrade offers the ability not only to gain

enhancements and fixes…but also radically improve the security,

stability, and architecture of the entire OnBase environment.”

Mike Current, OnBase Upgrade Specialist at DataBank IMX

Start thinking through the process now...answer these questions below to get started.

How long has it been since you’ve upgraded?

Who at your solution provider do you talk contact to upgrade?

Who do you ask internally about beginning an upgrade?

“




Most organizations deal with OnBase upgrade projects once every 2-3 years.

Because of that, you’re not expected to be an OnBase upgrade expert. Bringing

on an upgrade expert to help evangelize the small but necessary steps will help

you avoid the common pitfalls that people who don’t upgrade every day may

not see coming. So let’s get started!

Much like building a house, there are multiple steps and processes that need

to take place ahead of time before you can even begin fixing it up. Hence, the

pre-upgrade checklist!

Check out our webinar here to see the different upgrade project options and

find the one best-suited for your organization. Watch here!

While the upgrade project is going on, it’s best to pause all major

configuration changes. This doesn’t include adding users, doc types,

keywords, etc. but it would include changing workflows, security settings, or

password policies. Plan this freeze until the upgrade project is complete.

Testing random functionality isn’t a great use of your time; prioritize areas

of need and areas of complexity.They can guide you through the next steps and get the ball rolling, no matter

what range of involvement you’re looking for, from simply checking upgrade

readiness all the way to full ownership of the project.

There’s nothing worse than getting halfway through an upgrade, only to realize

one of your applications has compatibility issues. Measure twice, cut once!

Log in to OnBase Community to access the Third Party Compatibility chart.

OnBase upgrade testing works best when it’s being tested by end users

who use the software every day. Ask for volunteers within your organization

to test it out before launching.

If it’s not, we can also help with that.That is, assuming you’re not the decider yourself. If you want an upgrade

but don’t know how to prove its value, skip to #2 and we can help drive that

conversation!

3. Review Third Party Compatibility page

7. Identify your solution experts for testing

5. Make sure your test system is up to date1. Get approved to start an upgrade

4. Get to know your upgrade options

8. Prepare for a configuration freeze

6. Identify your test plan

2. Reach out to your account manager

Preparing for Your Upgrade - Pre-Upgrade Checklist


https://info.databankimx.com/Upgrade-Webinar-RCD.html



When a homeowner decides to take on a home improvement project, the

prospects are delightful. Increasing the value of your home, having better

energy efficiency, and better aesthetics to show off to friends and family are

in your immediate future! As you leave the DIY or sign that contract, you’re

so excited about the prospects that you’re practically skipping.

If you’re an OnBase admin, an upgrade is going to be disruptive to your

normal flow of work. Also, if it’s been a while since your last upgrade, there

may be a “fear of the unknown” as far as what to expect.

Let’s take a frank look at the things to expect during an upgrade.

• New functionality – obviously. It’s always fun to see what new bells and

whistles you’re getting with an upgrade. Some new functionality might

even be a game changer for your organization! But it’s always best to

wait until the project is over to start turning on anything new.

• Security Enhancements – if you’re not outsourcing your upgrade to our

Pro Services team, you’ll want to do your homework to make extra sure

that there are no new “default” security features which could cause you

problems, such as new password policies.

• Peer pressure for “Scope Creep” – try to keep your peers or boss from

tempting you to increase the complexity of your project by adding other

projects to the OnBase upgrade timeline.

• Meetings – you should plan on meeting with the project team at least

once a week for status updates and to make sure no outside issues are

causing roadblocks for any members of the team to get their work done.

• End-user testing – many people are already taking advantage of this,

but if you aren’t, you’re missing out on the best opportunity to catch

any unexpected behavior before it hits production. Talk to your account

manager if you need some guidance on this.

• Issues – It’s important to know going into the project that in all

likelihood, not everything is going to work as expected the very first

time you’re going through testing. There’s a chance you might run

into a genuine bug, but most often we see issues brought on by

misconfiguration or environmental causes. Expect a few issues, but also

expect to be able to find a root cause.

It’s been said that the strongest kind of fear is fear of the unknown. The best

way to stare down the stress of a home renovation project is not to deny the

upheaval it causes, but to embrace it. Your furniture will be in another room.

You’ll be eating takeaway for days or weeks. And yes, you’re going to have

extra dust. It’s fine. Keep the goal in sight!

Similarly, knowing what to expect and sharing that knowledge with others

in your organization is the best way to mentally prepare yourselves for the

upgrade project.

What to Expect During an Upgrade




Life gets a little strange when a home improvement project is winding down.

You’ve actually started getting used to the dust, your ears have tuned out the

familiar sound of power tools, and you’re able to nimbly wander your home

(aka construction zone) like a professional hard hat. It feels like the project has

just begun, while simultaneously feeling like your home has always been in a

constant state of remodeling.

After getting into this “upgrade groove”, it’s easy to settle into a false sense

of security. If you’re not careful, you can let your guard down and forget the

purpose of the project, which can make the difference between a successful

OnBase upgrade and a project you won’t want to look back on.

Sometimes the temptation to ignore best practices and coast to the project

finish line proves to be too much. Don’t let that happen to you!

Don’t forget the importance of testing.

When an upgrade project begins, a good OnBase Admin will always have the

best intentions for the scope of their testing.

They went through the checklist. Test plan? Check. Test cases? Check. End-user

testing? Check! But as time goes on, it’s easy for one to become distracted with

solution support, or to unwittingly lower one’s guard.

Testing a solution is a war of attrition, and it’s fought on many fronts. Hold

tight to your commitment to testing. Help reinforce the value of testing to your

business users. Resolve your focus to finishing your test plan, and not just going

through the motions.

Don’t forget the “little things”.

During an OnBase upgrade, there’s so much focus on the big stuff – testing,

timelines, server roll outs – that it would be easy to miss some smaller, but

equally important details like:

• Uncommon business processes – don’t forget to account for end-of-month/

quarter/year processes

• Keeping Communication open with your IT department- you can spend a lot

of time troubleshooting down the wrong path if you don’t have any insight

on other IT projects

• End-user roll out planning – using Active X? Unity Client? Do your users have

the permissions they need to get the latest client? Don’t wait until the last

minute to plan your client roll outs.

Don’t be left in the dust.

An upgrade project is a marathon, not a sprint. Diligent testing and attention to

detail will help you successfully wind down your OnBase upgrade with purpose.

Working Through the Final Stages of Your Upgrade




List any less common business processes that need to be accounted for.(I.e. end-of-month, quarter and year processes)

Identify key dates within your test plan, end-user roll out etc.

Final Stages - Wrap Up List

Active X Permissions to install Thick/Unity client (if applicable)

Test plan completed by: Testing event:

Evergreen browsers (Chrome, Firefox, Safari, Edge)

Other (specify here)

Notice of when they will begin using the new client.

End user testing begins:

Clear guidance on what to do if they encounter an issue?

Single Sign-On

List any open IT projects that may affect one or more of your upgrade additions.

Answer the question, “are my end-users using X” or “do my users have X” for each prompt below. Place a check next to each one that applies and follow up before rolling it out.

1.

2.

1.

2.

3.

Product goes live:




So – after months of planning your OnBase Upgrade renovation project,

requesting project funding, attending project meetings, making test plans,

executing test plans, troubleshooting reported issues, and rolling out new

clients – the final coats of paint have been applied, and you’re now enjoying

your shiny, new version of OnBase!

**Insert celebration dance here**

A finished upgrade project is definitely a reason to celebrate, especially if you

were suffering on an outdated version. But don’t trade in your OnBase hard hat

for a party hat for too long!

Record your recent Onbase upgrade project

Don’t let the dust settle on your OnBase upgrade project without documenting

it. While it’s still fresh in everyone’s memory, record your planning and testing

and keep it as a reference for your next upgrade.

The first thing to do is schedule an internal “lessons learned” retrospective for

all the people who worked on the project. Include OnBase support, IT, business

users, and stakeholders. Set an agenda for an hour-long discussion on what

worked, what didn’t work, and what could be done better.

Next, carefully compile your Test Plan from all your individual Test Cases. Add or

refine any scenarios you may have missed so your testing continues to improve.

To help you out, we created a pullout page at the end of the e-book. Using a

‘Three Little Pigs’ analogy, you’ll be guided through an analysis of your project

with the prompts below:

• House of Straw: What didn’t work in the project, oversights, missed

opportunities.

• House of Sticks: What went OK, but could be improved next time.

• House of Bricks: The rock-solid parts of the project that should 100% be

documented and implemented for every OnBase upgrade.

Plan your next upgrade window

DataBank and Hyland, makers of OnBase, recommend upgrading your OnBase

solution every two years. There are circumstances where this recommendation

may not be feasible, but if possible, make it your goal.

Work with your internal stakeholders now to set an objective. Sticking to a

schedule every two years allows you to actually budget for an Upgrade since you

can earmark the next project for a predetermined fiscal period.

It also allows your team to form tribal knowledge around the upgrade since the

project is being done on a regular basis. Preparing and executing the project

becomes much easier when your team is comfortable with the cadence.

Your Upgrade’s Complete - Now What?

!




Finally, upgrading regularly and as close as possible to the recommended

every two years ensures that server compatibility should remain between

now and your next upgrade, lessening the need for added server migration

projects.

Keep OnBase in step with your IT Roadmap

Technology moves fast. What is now modern quickly becomes dated, then

obsolete.

Microsoft Server 2003 is as dated as the pastel colors, chrome Formica

tables, and linoleum flooring from the 1950s.

Microsoft Server 2008 – whose support will reach end of life in January 2020

– is like the shag carpeting, wood paneling, and indoor ferns from the 1970s.

But these old technologies don’t just look dated; they are unable to keep

up with the needs of modern solutions and are more vulnerable to security

risks. Unlike in the world of home design, once a technology is dated, it’s

never coming back. Make sure you work with IT to ensure you’re always

planning your OnBase servers and end-user workstation compatibility with

the future in mind.

Remember the analogy we’ve used in this series? Your OnBase system is a

home, and upgrades are the home renovations. To continue to build value

on your investment and prepare for the future, improve your next upgrade

by learning from your most recent one, leverage regular OnBase Upgrades

at least every two years, and keep OnBase in the conversation as you plan

your IT strategy.

Ready to start an upgrade?

Connect with an expert directly, today.

?




Starting with the Three Little Pigs analogy, take their story and begin a conversation about improvements. Recording this now will make sure you don’t repeat any mistakes in the future and you create a more streamlined, successful process next time.

Retrospective Activity: Recording your Upgrade

1.

1.

1.

2.

2.

2.

3.

3.

3.

House of Straw

House of Sticks

House of Bricks

What did we do that just barely hung

together?

What did we do that was pretty solid, but could be improved?

What did we do that was rock solid?




DataBank, A Kyocera Group Company, is North America’s leading end-to-end business process solution provider; your one-stop shop for the software and solutions you need to become a more efficient, data-driven enterprise. DataBank is proud to offer award-winning solutions that help simplify your organization’s business processes. Some of these solutions include: document scanning, data capture solutions, enterprise content management software, business process outsourcing, staff augmentation, and workflow design and implementation. These highly configurable, ‘a la carte’ solutions can be out-of-the-box for hassle-free deployment, customized to address unique business needs, or completely managed by our team of experts, allowing you to focus on your core business.

1.800.873.9426www.databankimx.comcontactus@databankimx.comSchedule an Appointment

About DataBank

Enjoyed this e-book? Watch our webinar with Mike Current to learn more.

Extreme Makeover OnBase Edition

Watch Now!

https://info.databankimx.com/Upgrade-Webinar-RCD.html


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EXTREME MAKEOVER - DataBank...Keeping your OnBase application current is the best way to protect...

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