document imaging - real world use and application of banner xtender solutions edgar coronel – san...
TRANSCRIPT
Document Imaging - Real World Use and Application of
Banner Xtender Solutions
Edgar Coronel – San Mateo County Community College
Introduction
• Purpose– The purpose of the presentation is to share
SMCCD’s experiences using Banner Xtender for over 5 years throughout the various functional areas of the institution
Introduction
• San Mateo County Community College District Consists of there colleges:– College of San Mateo– Cañada College– Skyline College
• Located in the San Francisco Bay Area• Enrolls over 25,000 Students• Banner users since 1993• Xtender users since 2003
What is Banner Xtender?
• Banner XtenderSolutions is the only imaging and document management solution suite that launches documents and content directly from Banner (SungardHE website)
• It’s a document management system that is integrated with Banner
Basic Concepts
• Think of an imaging system as a set of “electronic filing cabinets”
• ApplicationXtender uses a data hierarchy to organize stored data– The highest level of organization in AX is
the application– The next level of organization in AX is the
document– The last level in the AX data hierarchy is
the page and page version
Basic Concepts
Application
Document
Page
Basic Concepts
• WebXtender (WX) – Main user interface into Xtender
• Application Generator (AppGen) – Interface used to create and maintain users, applications and authorizations
• Applications – It’s the “electronic drawer”– Delivered baseline applications– Can modify delivered applications or create
new ones (We created a STUDENTS application because the baseline application, B-S-ID had required fields we did not want to use)
STUDENTS Application
List of Applications
Basic Concepts
• The process consists of three main functions– Scanning– Indexing– Retrieving (querying)
• Scanning/Creating Documents– Create a batch of documents from a
scanner– Create a batch of documents from
imported files
Batch Header
Scanned Document
Basic concepts
• Indexing– Indexes allow you to efficiently organize
and search through stored documents– Indexes consist of one or more fields where
descriptive information pertaining to documents is stored.
– The information in these fields is used to retrieve specific documents from AX.
Indexing
• Key Reference Indexing– Enter data into one primary, or key, index
field. When you press [Tab], WX populates the remaining index fields with data from the record in the Key Reference table that corresponds to the key index field value
– Key Reference Table is populated by Banner• Stand alone applications (not integrated
with Banner) uses manual indexing
Key Reference Index
Basic Concepts
• Document Retrieval– WebXtender provides a variety of search
and retrieval methods to allow you to perform queries to retrieve a specific set of documents
– Search by Index, Search by Wildcard, Search by List of Values, etc.
– From a Banner Form
Click on icon
Banner Form
Within WX
Banner Integration
• Indexing • Image retrieval directly from Banner
forms• It contains real time person information
from Banner• Link to Fin. Aid tracking (RRAAREQ)• Link to Admissions checklist (SAADMS)• Requirements updated in real-time
Student Area
• Two main applications– STUDENTS– COURSES
• At CSM, scanning and indexing is done in the A&R and Counseling offices
• Document Level Security
STUDENTS Application
STUDENTS Doc Types
1 ACADEMIC RENEWAL 22 EOPS - STUDENT PROGRESS REPORT
2 ACADEMIC STANDARDS PETITIONS 23 GRADE CHANGES
3 ADAPTIVE PE 24 GRADUATION APPLICATION
4 ADD/DROP 25 HIGH SCHOOL TRANSCRIPT
5 ADMISSIONS APP 26 IGETC
6 AP SCORES 27 INCOMING COLLEGE TRANSCRIPT
7 CANADA PRIOR TRANSCRIPT 28 INCOMPLETE GRADE FORMS
8 CERTIFICATE APPLICATION 29 INTERNATIONAL STUDENT DOCS
9 CONCURRENT ENROLLMENT APPS 30 MID-TERM DEFICIENCIES
10 CONFIDENTIAL 31 NAME ADDR CHANGE
11 COURSE SUBSTITUTION FORMS 32 OTHER
12 CREDIT BY EXAM 33 REGISTRATION DOCS
13 CSM PRIOR TRANSCRIPT 34 RESIDENCY FORMS
14 CSU GE 35 SKY ARCHIVE
15 DISCIPLINE 36 SKYLINE PRIOR TRANSCRIPT
16 ENROLLMENT VERIFICATION 37 SMCCCD TRANSCRIPT
17 EOPS - EOPS/CARE APPLICATION 38 STUDENT COUNSELING FORM
18 EOPS - OTHER 39 STUDENT ED PLAN
19 EOPS - STAFF CONTACT SHEETS 40 TECH PREP
20 EOPS - STUDENT CONTRACT 41 TRANSCRIPT REQUESTS
21 EOPS - STUDENT EDUCATION PLAN 42 VATEA SUPPLEMENT
43 VETERANS
COURSES Application
COURSES Doc Types
1 CENSUS SCANNERS
2 CR NCR OPTION SHEETS
3 EXTRA CENSUS SCANNERS
4 GRADE SCANNERS
5 OFFICIAL CLASS RECORDS
6 OTHER
7 POSITIVE ATTENDANCE
Financial Aid
• Using the B-R-TREQ – Banner Financial Aid Tracking Req (baseline) application
• At Skyline, scanning and indexing being done in the front office and back room
• Some document types are setup to automatically satisfy requirements
• Added field to track loan documents
B-R-TREQ Application
B-R-TREQ Doc Types
1 LOAN DOCUMENTS
2 TRACKING REQUIREMENT
3 WORK STUDY DOCUMENTS
4 OTHER
5 AWARD OFFER LETTER
B-R-TREQ Doc Types
Microsoft Office Excel 97-2003 Worksheet
Document Type Track Req Code Docs PagesAWARD OFFER LETTER ACTRNS 22 485
AWARD OFFER LETTER AGRMNT 7 81
AWARD OFFER LETTER APPEAL 4 34
AWARD OFFER LETTER DEPOV 1 2
AWARD OFFER LETTER INS 2 15
AWARD OFFER LETTER OR/WRD 12 130
AWARD OFFER LETTER OTHER 48 331
AWARD OFFER LETTER PENDIN 1 4
AWARD OFFER LETTER SAR 1 2
AWARD OFFER LETTER SEP 1 23
AWARD OFFER LETTER VERIFY 6 73
Finance
• B-F-DOCS is the main Purchasing/AP application
• Index is about documents (POs and Checks)
• At San Mateo, these functions are centralized at the district office
• Scanning and indexing is done at the D.O.
B-F-DOCS Application
Finance
Finance
Overall Document Counts
APPID APPLICATION DESCRIPTION DOCS PAGES
502 B-F-ID BANNER FINANCE COMMON 1,396 2,644
503 B-H-ID BANNER HR COMMON 36,162 130,015
506 B-F-DOCS BANNER FINANCE PURCHASING / AP 66,755 377,395
507 B-R-TREQ BANNER FINANCIAL AID TRACKING REQ 27,533 100,452
512 B-H-EMPL BANNER HR EMPLOYEE 639 22,377
515 COURSES COURSE INFORMATION 55,552 105,883
516 STUDENTS SMCCD STUDENTS 817,008 1,546,764
518 ACCOUNTING ACCOUNTING DOCUMENTS 3,041 66,832
519 BOOKSTORE BOOKSTORE DOCUMENTS 8,100 84,322
522 SMCCC-FOUNDATION SMCCC FOUNDATION 21,702 52,075
523 ACCTS_PAYABLE ACCOUNTS PAYABLE 428 16,823
526 PURCHASINGD PURCH. MISC. LEGAL ADVERTISEMENTS/LEGAL DOCUMENTS 80 161
527 ITS-DOCS ITS DOCUMENTS 24 43
528 SM-BOARD-PACKETS-1992-2001 SM BOARD PACKETS DOCUMENTS 1,424 45,653
529 PAYROLL PAYROLL-MICROFICHE 686 63,932
530 CONTRACT CONTRACT 384 926
533 CONTRACTS_BUSINESS_SVCES PROCARD 698 1,857
534 ACCOUNTING_II ACCOUNTING DOCUMENTS 2,034 31,439
As of 9/29/08 1,043,646 2,649,593
Final Thoughts
• Planning the index fields and document types is the key to implementing an application
• Think of document management as an integral part of your business process
• Converting old documents• Items to consider when planning index
fields– Security and privacy issues– Description vs quick data entry– How are users likely to search for
documents?
