Universities are intelligent, why aren’t their business processes? UC Computing Services Conference August 3, 2004 Rick Nornholm Ken Wolfrom

2 Agenda Ken’s presentation –Singularity (STorage And Record Retrieval System) Optical Imaging Project –Workflows implemented –Results of our Optical Imaging Operation Rick’s presentation –Expanding our Architecture –Finding the “Perfect Intelligent Client” –What we’ve done and where we’re going

3 STARRS Objectives Transition from paper to electronic documents. Eliminate the need to match paper documents. Eliminate the need for filing cabinets, in/out boxes, etc. Substantial decrease in manual data entry to SIS Plus and realize increased accuracy of information. Increase consistency and efficiency in evaluation by automating processes. Provide real-time information using Singularity Site 80% of documents can be automated to scan, extract data and upload to STARRS Singularity and update SIS Plus records with minimal effort

4 Overall UC Riverside Optical Imaging Archive Records –Financial Aid, Registrar and Admissions Departments – Over 314,000 Archived documents (1/2 million indexed images) – 121 OCR for Forms Active Templates for Data Extraction –154 Different types of Document (Document Classes) STARRS uses a Parent-Child relations ship within the document class. The highest level provides master indexes for all child classes. 4 Workflows currently in production for Admissions include sending updates to SIS+Plus Pre-SIS URIS transcripts (1950’s – 1970’s) conversion to electronic documents will provide Registrar ability to access older transcript immediately and print to copy safe paper. MACs must be OS X and use Safari browser.

5 Singularity Data Flows

6 SQL Tables store basic student identifiers (SID, Name, DOB, etc) and is linked to the Scan & Verify Stations ODBC connections. This allows the Scan and Verifiers to do lookups against any of the data. A single lookup can then populate the necessary Indexing fields automatically. This speeds up the OCR extraction by allowing us to focus on one or two elements to verify against data already in SIS.

7 Singularity Data Flows Two Custom Modules exist on the verification stations. The STARRS Index Module allows verifier to Index and Link Images that have no extraction template. This module allows for flexibility to handle paper forms and images that do not lend themselves to OCR extractions The Data Processor allows a batch processing of the forms extracted with the OCR templates. The module also formats the records for upload to SIS Plus. The DP provides additional error checking prior to submission to the Archive. Errors can be corrected within this module

8 Singularity Data Flows XML Generator Passes the Images and Records to permanent archive storage. Global UIDS are assigned at this time and the Images and data are linked within the SQL tables for retrieval by the Web Site Interface. Images are stored outside of the SQL database in directory structure Workflow module is customizable using both an embedded GUI and Java scripting. The module allows for notices and hyperlinks to student information and images assigned to a group of counselors or a specific counselor.

9 Singularity Data Flows STARRS Archive uses MS SQL 2000 to stored index data. Images are linked to the record sets within the SQL. Access to the Singularity Archive is via a standard browser interface. Normal security of Userid and Password along with the Userid assigned access levels within the site itself. Workflow Page structure is within the Web Site Interface and dynamically creates the counselor pages. Each user is displayed data unique for that user based on the paths determined by the workflow module

10 Singularity Data Flows

11 Singularity Software Vendor supplied software – Hershey Business proprietary software based on Java and Apache software –AnyDoc OCR for Forms Scan and Extraction Software Customization interfaces for the Workflow structure –Java script language functions –GUI built into software to allow custom expressions in flows –Allows external JS to be run as part of expressions –Data to Image for XML and Intelligent Client Use

12 Screen Shot Document Classes

13 Screen Shot Search

14 Screen Shot Image

15 Workflow: Application for UGA

16 Application Image in STARRS

17 Statement of Intent to Register (SIR) Typically 8,000 Positive and negative SIRS for a Fall Application Period. Prior to STARRS, data was manually entered into SIS screens. Since incorporation of STARRS, Data is extracted from form and uploaded via ftp to SIS plus daily Able to process up to 300 SIR an hour High School Transcripts (HSTR) Primary issue is to notify SIS that the HSTR was received and to allow Counselors access. Using the SQL tables, we can populate 13 index fields with a single look up and load that data to STARRS and SIS and the matching image to the archive. Even though there is no SSN or UC SID on HS Transcript

18 Objectives Realized in First Year Partial transition from paper to electronic documents Partial elimination of the need to match paper documents Eliminated the need for archive filing cabinets Eliminated manual data entry for the SIR, Forms, and HS transcripts and realized increased efficiency and accuracy of this information Reduced paper “handling” for SIRs, HS transcripts, 60% of applications and 23 other general forms for Admissions and Financial Aid Reduced the need for redundant processes Increased consistency and efficiency in evaluation Provided real-time information and responsiveness to students, faculty, staff, etc.

19 Online DEMO of Imaging Archive STARRS DEMO

20 Optical Imaging Scanner Images & Metadata

21 Optical Imaging XML File Images & Metadata XML Translator XML Document From UCOP

22 Optical Imaging Web Server Images & Metadata XML Translator HTTP Browser Client

23 Optical Imaging Web Service Images & Metadata XML Translator SOAP Intelligent Client

24 Desired Architecture

25 Our Perfect Client Check data values while the user is typing them in. Indicate that certain fields are required, and that the form cannot be submitted without them. Submit forms data as XML / Web services by using SOAP and XML RPC. Save and restore values to and from a file. Print a form or report. Get the initial data for a form from an external source. Perform logic on any and all data elements. Use commonly understood user interface objects: drop-down box, check box, etc. Be almost free and available on all (most) platforms

26 Adobe “Free” Clients

27 Our First “Production” Intelligent Client Demo

28 Using Flash MX Pro 2004 Easy to use form-based development environment Delivers rich user experiences Advanced component objects such as data grid, calendar, menu, tabbed pane, etc. Uses ActionScript (ECMAScript) Data Connectors: SOAP, XML. Relational databases, etc.

29 Free Flash Clients

30 W3C – XForms 1.0 XForms is an XML W3C standard that represents the next generation of forms for the Web XForms separates presentation from content, allows reuse, gives strong typing XForms reduces the number of round-trips to the server, as well as, offers device independence and reduces need for scripting

31 XForms lets you… Check data values while the user is typing them in. Indicate that certain fields are required, and that the form cannot be submitted without them. Submit forms data as XML. Integrate with Web services, for instance by using SOAP and XML RPC. Submit the same form to different servers (for instance a search string to different search engines). Save and restore values to and from a file. Use the result of a submit as input to a further form. Get the initial data for a form from an external document. Calculate submitted values from other values. Constrain values in certain ways, such as requiring them to be in a certain range. Build 'shopping basket' and 'wizard' style forms without needing to resort to scripting. = Requests of our “Perfect Client”

32

33 Java Web Start Demo WebStart

34 Technical Infrastructure