April 03, 2022

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OnBase upgrades No. 1: Which path is right for you?

There are several different paths for upgrading, each with pros and cons, and dependent on the knowledge and resources at your disposal.

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Carissa Nettle

Manager in Enterprise Advising Services

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While every Hyland customer’s solution is unique, you’re not alone when it comes to upgrades. In fact, in the last year, 3,500 Hyland customers upgraded to a newer version of OnBase, and 25 percent are now on version 17 or recently released OnBase 18. Because upgrading is so important, we’re going to take a deep dive with a five-part series dedicated to the topic.

We hope you find it useful. If you’re considering an upgrade, you already know that upgrading is the most effective way to optimize OnBase’s ability to improve your business processes. But of course, embarking on an upgrade is easier said than done. Implementing regular upgrades is a great practice, but a successful one takes a lot of effort—setting up system and end-user testing, checking compatibility with third-party applications, and knowing what resources to tap on your own team.

Successful upgrade plans also require an understanding of your OnBase footprint, like knowing what server needs to be accessed to address each component or whether it’s better to upgrade with a synchronous or an incremental parallel upgrade process (IPUP) method.

There are several different paths for upgrading, each with pros and cons, and dependent on the knowledge and resources at your disposal. Some customers have the resources to upgrade in-house; others might need to engage a dedicated consultant from Hyland Global Services to handle the entire project.

What path is right for your upgrade?

Here’s a breakdown of two different ways you can upgrade to OnBase 18. Take a look and see which one might be most appropriate for your upgrade.

1. The DIY Approach

Upgrading without additional resources from Hyland is the right choice when you’re very comfortable with OnBase and have a strong capability in these areas:

  • Experience: You’ve successfully upgraded before and know the different scenarios and how to handle any potential obstacles that might arise.
  • Support: You’re surrounded by seasoned OnBase professionals to support your upgrade. If you run into challenges, you can trust the team to help figure everything out and move forward successfully.
  • Knowledge: You’ve done extensive research and planning and have a thorough understanding of all the necessary components, including how OnBase is integrated with the systems your organization relies on every day. That also means you’ve worked through important concepts in a test environment and completed user acceptance testing for the most critical processes.

2. Upgrade with the help of Hyland Global Services

Even with in-house capabilities, timing or resource availability can stall upgrades. That’s why, every day, our Global Services teams help customers securely upgrade their solutions with varying levels of service, depending upon the needs of the organization. Here are a few ways we help:

  • Staff augmentation: Staff augmentation is the right choice when you need temporary support for your team during an upgrade. That support comes in the form of an OnBase expert who has more than 400 hours of training and acts as an official team member (you retain full control over this person’s tasks and hours) to help with planning and meeting deadlines. Staff augmentation ensures you have sufficient resources to cover any niche areas that fall outside your existing team’s expertise. This keeps an upgrade project moving forward efficiently and effectively because the new team member can hit the ground running at whatever stage the project is in. On top of that, you and your team will benefit from the institutional knowledge of a seasoned Hyland professional, which you can apply to future upgrades.
  • On-demand services: On-demand services is the right choice when you have most of the resources you need to perform an upgrade, but need access to a team of OnBase experts to answer questions that lie outside the scope of technical support. For instance, on-demand contacts can troubleshoot upgrade issues, as well as give a second opinion on a configuration. They can also help with planning and organization prior to an upgrade. By connecting you with the right person at the right time to answer your questions, Hyland’s on-demand option functions like an extension of your software support team, providing a quick response to any issues without a full-scale engagement.
  • Upgrade consultingUpgrade consulting is the right choice when you need a “short-term Sherpa.” Even highly experienced OnBase administrators may find this option useful to ensure the best upgrade experience. Consulting begins with an in-depth assessment to identify best methods for the upgrade. Every engagement includes evaluating current deployments, identifying potential challenges, and strategizing for the future. Customers can leverage these consulting capabilities however they wish. Options available for this service include remote or onsite services, end-to-end upgrades, or having a Hyland expert take on a specific portion of it. Our professionals also often work as project managers to keep the upgrade on track.

Additional resources for your upgrade journey

Hyland has produced a breadth of supporting resources to help make your upgrade a successful one. To access an extensive archive of upgrade materials—think manuals, checklists, and active forums—visit the upgrade page on Community.

Don’t forget to come back next week for part 2, Why keeping your technology platforms current is business-critical, to learn why upgrading is essential to your organization’s business functions!