Kawartha Pine Ridge District School Board myKPR and Docushare Information Management Solutions for Staff

Agenda Who We Are Our Docushare Implementation Exploring our Docushare Environment

Kawartha Pine Ridge Snapshot 75 elementary schools, 19 secondary schools including four adult learning centres 7,000 square kilometres 33,000 students 3,500 employees

Docushare In Action Customized and branded Dynamic Content Records Management Custom Objects Integration with other systems Scanflow Store Full Active Directory Integration Multiple servers (public and intra-only) Kellie- started in 2006 with some basic information online for staff. Evolved to a robust content portal for staff and records management. Continue to evolve the way we use the system and how we get info into

Document Management Docushare reference to polling and pulling by Docushare

myKPR Staff Intranet Branded to the look and feel of KPR Clean login page with simple instructions for staff Network username and password Photos of staff Many functions stripped out Branding and colours familiar to our users Our help files were linked to the help function to assure terms and references common to KPR Customized message and enhanced “log in” message to mitigate help desk calls Guest access for general access to information – login only required for contributing to or viewing restricted content.

Home Page Orientation Customized by user role Quick links to applications Main area for bulletin board Menu bar that carries throughout Docushare Large quick search link to encourage users

Navigating myKPR Custom menu bar wherever you are Drop-down menu items Collections visible to those with appropriate rights Always a quick link back to home page

Content Review Dynamic content published by trained contributors (by department) Sorted by type of role (school or admin) for general Departmental areas Multimedia training videos Individual content (emailed or scanned) Board records Links to applications and websites

Users and Permission Levels 3 license types: CPX, 6.0 and read-only CPX - System administrators, power users and trained contributors 6.0 - Administrators, secretaries, managers RO – Teachers, custodians Most groups pulled from Active Directory Users provisioned via Active Directory

Records Management Integration with core admin systems Polls external application folders and pulls records into Docushare Declares them as customized objects with custom attributes Attaches a lifecycle Notifications, file movement and auto-expunging PAY REGISTER eg.

Payroll Records Generated each pay, reside in network folder Custom code polls the folder from a scheduled task and picks up files with a specific name Declares them as custom objects and puts in specified collection Attaches retention end date and route Triggers on retention end date and moves to hold folder – emails manager role After 30 days, if not claimed picks up delete date and expunges file – emails manager

Bell Mobility Billings Bell Mobility’s « bill in a box » One 1300 page (double-sided) master bill for 380 cell phones Copy of master to file, copies of individual bills to owners, original to finance Overall time to process: 3 days

Scanflow Store Solution Scanflow Store and Zonal OCR to the rescue Separated each bill by zone recognition, OCR’d, PDF’d Scanflow Store created individual folders in Docushare and put in the bills Each monthly bill will be scanned once Users have permissions to retrieve their bills on demand

Public Website Documents Separate Docushare server Public access from the web Quick, easy searching Departmental responsibility for publishing and maintaining content Incremental License

Thank You! Kellie Barron ICT Director kellie_barron@kprdsb.ca Cathy Newton Client Support / Analyst catherine_newton@kprdsb.ca Kawartha Pine Ridge District School Board 1994 Fisher Drive Peterborough, ON K9J 7A1 (705) 742-9773