FileNet User Group Meeting March 22, 2005

Benefits- Jenny Murphy…. Makes contracts easily available to System Administration users. Makes contracts easily available to System Administration users. Saves file cabinet space 370 contracts per year (three file drawers per year of paper). Saves file cabinet space 370 contracts per year (three file drawers per year of paper). Eliminates human error of misfiling. Eliminates human error of misfiling. Eliminates digging through file cabinets to find contracts. Eliminates digging through file cabinets to find contracts.

…..Benefits - continued….. Expedites contract payments and requests for copies. Expedites contract payments and requests for copies. Can documents versus copying and sending them through hard mail. Can documents versus copying and sending them through hard mail. Handles the record retention of Contracts electronically. Handles the record retention of Contracts electronically.

How APS did it – Jenny… Studied the business process. Studied the business process. Obtained OGC opinion and had Regents’ Rules modified. Obtained OGC opinion and had Regents’ Rules modified. Developed logic behind a numbering system. Developed logic behind a numbering system. Devoted resources to the project. Devoted resources to the project. Promote the tool so all can benefit. Promote the tool so all can benefit.

Developed process for adding Contracts to FileNet Enter data in ACCESS – Rita Enter data in ACCESS – Rita Determine & assign number – Jenny Determine & assign number – Jenny Prepare document for scanning, include QC function of counting pages – Rita Prepare document for scanning, include QC function of counting pages – Rita Scan, index, and release document into FileNet, includes QC function of verifying document ID – Sally Scan, index, and release document into FileNet, includes QC function of verifying document ID – Sally Disposal of paper contracts - Rita Disposal of paper contracts - Rita ….Continued…..

ADVICE ADVICE 1. Start with current and keep up…don’t let volume of old documents hold you back. 2. Plan and devote resources. 3. Numbering scheme is key.

On the Horizon….  APS and OTIS are reviewing the search function for APS payment documents in FileNet. – Becky F.

Guidelines for how to get access to FileNet - Jennifer Becky Franklin or Jenny Murphy for approval for FileNet access, then they will forward it along to me and I will request access through OTIS or Curtis. Becky Franklin or Jenny Murphy for approval for FileNet access, then they will forward it along to me and I will request access through OTIS or Curtis. When ing be sure to send the following info: When ing be sure to send the following info: Full name Full name Your user ID Your user ID Department Department Please direct all technical questions to OTIS and any questions concerning locating a document to me. Jennifer Ramos  :  Instructions on how to find your USER ID: Go to Outlook’s address book type your name and right click, select properties and get your alias, which is normally your network id.

Tips for scanning prep - Sally No Staples No Staples Clear dark copies Clear dark copies No color post-its No color post-its Receipts are taped to 8 ½ X 11 sheets Receipts are taped to 8 ½ X 11 sheets No legal paper No legal paper Every page should feed through the scanner without jamming and produce a legible image on the monitor.

Thank You! Jenny Murphy Becky Franklin Rita George Rebecca Mendez Kyle Hayes Kim Tucker Michael Valdez Mary Ann Howard Sally Rankin Jennifer Ramos