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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 Page Document Application 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 Banner Form Click on icon 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 Document Type Track Req Code Docs Pages AWARD 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 502 B-F-ID BANNER FINANCE COMMON 503 B-H-ID 506 DOCS PAGES 1,396 2,644 BANNER HR COMMON 36,162 130,015 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 1,043,646 2,649,593 As of 9/29/08 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? Questions? • Edgar Coronel – [email protected]