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 1ACADEMIC RENEWAL 22EOPS - STUDENT PROGRESS REPORT 2ACADEMIC STANDARDS PETITIONS 23GRADE CHANGES 3ADAPTIVE PE 24GRADUATION APPLICATION 4ADD/DROP 25HIGH SCHOOL TRANSCRIPT 5ADMISSIONS APP 26IGETC 6AP SCORES 27INCOMING COLLEGE TRANSCRIPT 7CANADA PRIOR TRANSCRIPT 28INCOMPLETE GRADE FORMS 8CERTIFICATE APPLICATION 29INTERNATIONAL STUDENT DOCS 9CONCURRENT ENROLLMENT APPS 30MID-TERM DEFICIENCIES 10CONFIDENTIAL 31NAME ADDR CHANGE 11COURSE SUBSTITUTION FORMS 32OTHER 12CREDIT BY EXAM 33REGISTRATION DOCS 13CSM PRIOR TRANSCRIPT 34RESIDENCY FORMS 14CSU GE 35SKY ARCHIVE 15DISCIPLINE 36SKYLINE PRIOR TRANSCRIPT 16ENROLLMENT VERIFICATION 37SMCCCD TRANSCRIPT 17EOPS - EOPS/CARE APPLICATION 38STUDENT COUNSELING FORM 18EOPS - OTHER 39STUDENT ED PLAN 19EOPS - STAFF CONTACT SHEETS 40TECH PREP 20EOPS - STUDENT CONTRACT 41TRANSCRIPT REQUESTS 21EOPS - STUDENT EDUCATION PLAN 42VATEA SUPPLEMENT 43VETERANS

COURSES Application

COURSES Doc Types 1CENSUS SCANNERS 2CR NCR OPTION SHEETS 3EXTRA CENSUS SCANNERS 4GRADE SCANNERS 5OFFICIAL CLASS RECORDS 6OTHER 7POSITIVE 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 1LOAN DOCUMENTS 2TRACKING REQUIREMENT 3WORK STUDY DOCUMENTS 4OTHER 5AWARD OFFER LETTER

B-R-TREQ Doc Types Document TypeTrack Req CodeDocsPages AWARD OFFER LETTERACTRNS22485 AWARD OFFER LETTERAGRMNT781 AWARD OFFER LETTERAPPEAL434 AWARD OFFER LETTERDEPOV12 AWARD OFFER LETTERINS215 AWARD OFFER LETTEROR/WRD12130 AWARD OFFER LETTEROTHER48331 AWARD OFFER LETTERPENDIN14 AWARD OFFER LETTERSAR12 AWARD OFFER LETTERSEP123 AWARD OFFER LETTERVERIFY673

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

Overall Document Counts APPIDAPPLICATIONDESCRIPTIONDOCSPAGES 502B-F-IDBANNER FINANCE COMMON1,3962, B-H-IDBANNER HR COMMON36,162130, B-F-DOCSBANNER FINANCE PURCHASING / AP66,755377, B-R-TREQBANNER FINANCIAL AID TRACKING REQ27,533100, B-H-EMPLBANNER HR EMPLOYEE63922, COURSESCOURSE INFORMATION55,552105, STUDENTSSMCCD STUDENTS817,0081,546, ACCOUNTINGACCOUNTING DOCUMENTS3,04166, BOOKSTOREBOOKSTORE DOCUMENTS8,10084, SMCCC-FOUNDATIONSMCCC FOUNDATION21,70252, ACCTS_PAYABLEACCOUNTS PAYABLE42816, PURCHASINGDPURCH. MISC. LEGAL ADVERTISEMENTS/LEGAL DOCUMENTS ITS-DOCSITS DOCUMENTS SM-BOARD-PACKETS SM BOARD PACKETS DOCUMENTS1,42445, PAYROLLPAYROLL-MICROFICHE68663, CONTRACT CONTRACTS_BUSINESS_SVCESPROCARD6981, ACCOUNTING_IIACCOUNTING DOCUMENTS2,03431,439 As of 9/29/081,043,6462,649,593

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?

Questions? Edgar Coronel –