Q: Describe the implementation process for a new system.
NewVision works closely with you to develop a project implementation plan that details all required steps, from contract signing to "go live." These steps include a timeline for each phase of the process: system customization delivery, if any; system installation, data conversion, training, and system testing.
What does testing consist of?
We conduct extensive testing prior to all system implementations. For the Official Records System, the test typically entails processing a day's worth of documents on the system in a test database - recording, scanning, indexing, verifying and closing out for the day. The test often identifies system settings that might be optimally applied to your particular needs. The tests give you and our staff confidence to go live with the system. Even after "go-live," NewVision staff is on-site to assure a smooth transition.
Q: Who owns the data and images stored on NewVision's systems?
You have ownership. NewVision is committed to open systems architecture, believing that ownership of the data and images rests with our client and should be readily accessible.
Q: How flexible are NewVision's systems?
Very. Our systems are designed to provide you with the highest level of flexibility. In the Official Records System, for example, the System Administration module includes over 1,000 system parameters that provide you with options to use, not use or to customize system function. As we add new function to the system, we add new system values and work with individual customers to edit them accordingly.
Q: What administrative tools do NewVision's systems have?
Each of our systems tracks all system activity. In the Official Records System, for example, for any given document, a report is available showing the date, time and userID for the Record, Scan, Index and Verify steps. The system maintains an audit trail for all receipt changes, including voids and void/revisions. In addition to the date and time, the system stores the void reason, which the recorder is required to enter.
Q: What is involved in converting data from an existing system to NewVision's system?
As a first step in the data conversion, NewVision works with sample data from the existing system. Using this sample, NewVision customizes our conversion programs to ensure that the current data will meet the database requirements of the new system. For larger installations, following the development of the conversion program, a bigger sample is converted and reviewed. This batch is used for testing the new system. Once sufficient testing has assured that the data is transferred correctly, all data currently existing on the system up to a recent date is transferred to the new system. This data is available during the final testing of the new system. Just prior to the "go live" date, the remaining data is converted and loaded to the new system.
Q: When implementing a large system like the Case Management System, what's an example of the return on investment?
The return on investment is clearly quite remarkable in terms of efficiencies gained and security of data and documents. As an example of potential return on investment, an appeals preparation process is part of NewVision's Case Management System for state courts. The appeals process involves organizing thousands of documents, creating new documents, preparing indexes, stamping pages, and preparing reports. Using a paper-based process, the preparation of 20 volumes (200 pages each) required approximately two weeks. With electronic documents, automated workflow, and automated document creation, that preparation time is reduced to two days.
Q: How are system requirements established for new projects?
NewVision has conducted workflow studies with numerous clients. These studies involve customer project team members, employees and outstanding stakeholders. Checkpoint reports and reviews are included in the process in order to assure "buy in" and progress from phase to phase. A clear understanding of the business processes and business rules gleaned from workflow studies, interviews and policy and procedure reviews results in system requirements that can be readily translated to a computerized workflow.
In any process, there are requirements of varying importance, with applicable law the guiding force. Additionally, it is important to keep in mind that over time, legislative changes will occur. These changes need to be accounted for on an ongoing basis and used to keep the system up to date. We work with our clients to make sure it happens.