Planning your Migration from Perceptive Content to OnBase by Hyland

Although there is no planned end of life support for Perceptive Content, many customers are considering their options for migrating from the platform to OnBase by Hyland. There are many considerations when making this decision, including the cost of software and project resources, and the benefits of new features and functionality.

RPI Consultants is in a unique position to provide insight and guidance on how Perceptive Content customers can evaluate and prepare for a migration to OnBase. In this webinar, RPI Manager for Solution Delivery John Marney combines his experience with both Perceptive Content and OnBase to lead a conversation on how to evaluation and plan for a migration.

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John Marney:
All right. Hello everyone, and welcome to yet another RPI Consultants Webinar Wednesday. Today our topic of discussion is around planning your migration to OnBase. This webinar is going to be largely a discussion around migrating from Perceptive Content to OnBase. However, a lot of the topics we discuss are general advice in decisions and planning for any type of system migration. So, definitely a valuable advice. First, a few housekeeping items. Of course, the webinar will be recorded and posted on our website pretty soon after we’re done here in the next couple of days. The site deck will be shared to all attendees, so don’t feel like you have to speech out everything. Of course, we have someone standing by to answer questions, so please feel to get into that go-to webinar window and the questions playing there. Type up your question and submit it.

Of course, if you have any ideas for future webinars, any content that you’d like to see, we’ve got OnBase content planned for the rest of the year practically, but if there’s any topics you would like to see, please, please let us know. And finally, this is the first in a series of two webinars today. This afternoon we have a webinar on process automation in the manufacturing space. So, if you’re in the manufacturing space or even if you’re not, feel free to join that to pick up some valuable information, and that is at 2 o’clock Eastern.

So, let’s get started. This is just another webinar in a long series of webinars around OnBase Content. The webinars we’ve already done are available at We did one around just a very high level “What is OnBase?” introduction that goes over some features, has a small demonstration of the product, and then we did a two-part series on a direct comparison between Perceptive Content an OnBase. Both of those are available. Upcoming in the next few months you’ll see a webinar around diving a little deeper into OnBase modules and features, going into some of the really cool things that OnBase can do. We’ll be taking a look at the OnBase supplier portal, a really cool solution that is often requested, and then well also look at the Outlook Client, which is very future-rich.

Many of you know me already, but for those who don’t my name is John Marney. I’m the Manager of Solution Delivery here on the Imaging Team at RPI Consultants. That title is just a fancy way of saying “professional CAT herder” for our team of consultants and developers. I have over seven years of ECM and OCR design implementation experience. Largely spent time in the accounts payable processes for a lot of healthcare organizations, and as of very recently I am now an OnBase-certified installer, so definitely keeping up with my training there. Today we’re going to talk about migrations where we’re going to dive into a few different subtopics there. First is our considerations around some specific items, documents, workloads in the migration process.

Then we’ll take a look at some broader strategies for how you can approach a migration project, and then finally an even more high-level project plan, a sample project plan and some more information around some things surrounding a migration project. So, first a little bit about RPI. For anybody who doesn’t know, RPI Consultants does work in a lot of different software spaces. Obviously the Imaging Team here based out of Kansas City focuses on the Perceptive, the OnBase, the Kofax KTA/KTM, Kofax Capture, the imaging components. The majority of RPI Consultants focuses on import, loss, and consulting. Obviously, our core competencies are solution design, business process automation, managed services and product support. We do a lot of software upgrades on all aspects of the business, so anything in the software environments we can handle.

All right. Let’s talk about some migration considerations, some specific questions you can ask, and some advice from RPI about how to approach. A quick disclaimer, RPI Consultants is a Hyland partner. We work very closely with them on the migration planning, any potential automation around this. So far, everything that you’re being presented today is true as of February 2018. However, we stay in close contact with Hyland. Things may and probably will change down the road, so please reach out with any questions around how things may have changed. First step. Obviously, before you can implement anything in OnBase you have to look at getting it licensed and installed. The first question I actually have to ask and find out is, does your organization already own OnBase? This may seem really silly, but larger organizations may own one, two, or five different ECM platforms.

If you’re a large university or a large healthcare system, especially a healthcare system, you may already have OnBase for your clinical components and have been using Perceptive for your back office. Definitely a possibility. This is important not just because you may not have to have that initial license expenditure, but you want to be sure you’re not impacting any currently live solutions on those target platforms as you plan your migration. We’ll be talking about the actual … There’s three main components that you want to consider. This is how we’re breaking down a migration project. You want to look at the actual document conversion itself, that’s step one. You want to look at the workflows and processes and how those will migrate to the target environment, and that’s step two. And then you want to look at your custom integrations or custom development, and that’s the third point.

First, document conversion. When we’re talking about document conversion to the target system, this is talking about tasks, folders, drawers, custom properties. Anything around the archival or retrieval of documents and the actual document images. Typically what this is going to look like is a two-step process. First you’re going to set up a mass … documents from Perceptive Content with their indexes. Probably going to utilize a big index file to get that information. Step two, then, is to take that storage medium, plug it into OnBase and do an automated import so you can pull those documents into OnBase. You have to have your document types and keywords set up already, but once those are configured we’d set up the import and it can just run.

This is a lengthy process. Some organizations have tens of millions of documents in their system, so if you are in one of those organizations that’s up in the millions, consider that this is a multi-day process more than likely. It may be tempting to consider automating this step, and it is possible to use the various integration servers or web services to do an automated export/import into another system. However, that’s adding quite a bit in the way of technical risk to the document migration. That may not be necessary.

Speaker 2:
John, we have a question. Tim asks, can you talk around how the annotations are going to move for documents in Perceptive going over to OnBase?

John Marney:
Absolutely. That’s a great question and that’s on my next slide. A few questions to ask yourself for your document conversion. Number one is obviously, “Do I need all my documents?” In many cases organizations may choose to leave the Legacy system in place. And so, if you want to go down that road you can leave the Perceptive environment, leave the documents in that environment and only do new documents into the target system from that day forward. However, going with the assumption that you will want to migrate some or all of your documents to the new system, the next question is generally going to be, “Do I need to retain my document annotations?” You have some options. Most businesses that use annotations as part of their business process whether it’s a stamp, … e-note, you will want to retain that information in the target environment.
The typical process for annotations to be retained is to use Output Agent, which you would need to be sure that you own. But Output Agent is used to export documents en masse and flatten those annotations onto the document image. That is the best practice way of doing it. If you absolutely need for business purposes thos