Banner Document Management System. Phil McKernan Senior Technical Consultant 29/09/2010

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1 Phil McKernan Senior Technical Consultant 29/09/2010

2 Agenda Topics Introduction to Banner Document Management System (BDMS) Objectives, Features, Integration, Benefits Demonstration of BDMS Retrieval, Banner Integration, Annotations, Adding, Querying Other Features including WorkFlow, Data capture etc Summary 2

3 Background on Document Management Some information on the time it takes... The average knowledge worker spends 40% of their time looking for information - this is the same as was measured in 1940 (Wood Associates) The average executive wastes 150 hours per year looking for lost, misplaced or misfiled documents (Coopers & Lybrand) 3

4 Background on Document Management Some information on the cost... Documents cost about $20 each to file (Gartner Research) Documents are copied, either physically or electronically, on average 9-11 times at a cost of about $18 (Gartner Research) Misfiled documents cost about $120 each to retrieve (Gartner Research) 4

5 Background on Document Management Recognise This... Does your Institution generate masses of paper Are you often in the situation of not being able to find a document when you need it Are documents invariably misfiled, on someone else s desk, shredded or just plain lost 5

6 Objectives of Document Management Well, here is a solution... Would you like to : Create a paperless office Save on storage space Have quick and easy access to documents Improve Customer Service Minimise document loss Achieve Integration 6

7 Banner Open Digital Campus - BDMS Context Facult y Donor s Employer s Employee s Prospect s Student s Luminis Platform Business Intelligence Operational Data Store Banner Banner Relationship Management Common Services: Workflow, Integration, Rules, IPP BDMS The Community Grantor s 7

8 What is BDMS Imaging g and Document Management Scalable (High Volume Throughput - Server based) Web Enabled (Small Footprint on the Desktop) Version Control (Audit Trail and Document Tracking) Tightly Integrated with Banner Data Integration Screen Integration Event Driven Integration (Banner WorkFlow) On-going maintenance of Integration ti is provided, d this means that t Upgrades are protected 8

9 Digital Imaging and Document Management Store any electronic document (Word, Excel, Audio, Video etc) ICR/OCR (Intelligent/Optical Character Recognition) Automatically recognises words on the document - used to build the indexes (data fields to retrieve the document) Words are entered directly into the Banner database automatically Automated and Distributed Capture Documents indexed in automated way one by one s and faxes etc Set up queues to automatically bring documents in batch - high speed scanner, fax etc Many people can access the application and enter documents Not limited to one machine/workstation 9

10 Document Imaging is the conversion of paper documents to digital format Document Imaging revolutionises document management and provides rapid access to those documents The five elements of document imaging i : Scanning and importing tools for bringing paper documents into the system Archival methods for storing the documents Indexing system for organising the documents Retrieval tools for finding the documents Access control to provide security to authorised people 10

11 How is it organised... Applications - Virtual Filing Cabinets The highest level of organisation is the Application (think of this as a Virtual Filing Cabinet) which is designed by the System Administrator of BDMS Applications contain documents Each document has one or more index fields (created during indexing), which act as labels for the document during searches Documents consist of one or more pages Pages, in turn, consist of one or more page versions (each change to a saved document is stored as a new version to provide an audit trail and version control) 11

12 Let s look at Applications and Scanning Bringing documents into the System using a Scanner Documents are scanned in Batches A batch is intended as a temporary container for scanned pages, from which a user can later create indexed documents Each batch has a batch name Batches are for scanned images and you can also import other file types into your batches (ie. Word and Excel etc) 12

13 Optical Character Recognition (OCR) Document Imaging is also capable of reading the text on the page during the scanning process using Optical Character Recognition (OCR) technology Once the documents have been brought into BDMS, searches can be done to find ANY text in ANY document Imagine standing next to a traditional filing cabinet and in a matter of SECONDS S locating ALL the documents within the filing cabinet that contain ALL of the words you were looking for... I don t think so 13

14 Indexing An Index is the means by documents are associated in the system It is a method for associating images with a key for retrieval during searches A good approach for an index is to keep it simple and only include the necessary information to UNIQUELY identify a document 14

15 Indexing For example A typical student may have a number of documents in the system You would create a simple index for the student s documents with the following keys : Student ID = the unique identifier for a particular student Document Type = Admission, Enrolment, Exam etc Date = the date the document was added to the system 15

16 Retrieval Queries in BDMS FACT : Information that is not easily retrieved is of little use to you BDMS provides a quick, easy and accurate way to retrieve documents You can query for specific documents or sets of documents that meet your query parameters This is where the situation of hard to find documents becomes irrelevant - the search capabilities in BDMS are very powerful ie. a search can be very generic (open the net) or very specific (close the net) in defining the search criteria for locating documents in the system 16

17 Security Privileges BDMS provides the ability to create user groups and then assign certain privileges to those groups These privileges can range from the ability to only VIEW certain documents to having full ADD/DELETE/MODIFY rights to the system across all groups The Audit trail provides a history of ALL actions, so whatever is done by whoever and whenever, there is a documented trail to follow up on when it is needed to determine what has happened to a specific document or documents 17

18 Security Privileges Annotations Along with standard username/password security, additional security can be placed within a page via Annotations An Annotation is a mark that can be made on a page like a Rubber Stamp Annotations can be designed to block out areas of text so that only authorised users can read them, or they can be placed on a page to highlight a significant event ie. graduation, invoice payment etc 18

19 BDMS Deployment Models for the Web - Two Types Supported Platforms.Net Windows Platform Microsoft Internet Information Server (IIS) for Windows Java Windows, Sun Solaris, Linux Java 2 Enterprise Edition (J2EE) Apache Tomcat Web Server IBM WebSphere 19

20 Integration with Banner : Data Integration The Banner Document Management System is aware of information in Banner ie. it is integrated with the data in the Banner database Add a document from a Banner page and the index details will be automatically ypopulatedp from Banner, so there is no data entry (and no possibility of data being entered incorrectly) 20

21 Integration with Banner : Screen Integration Ability to launch and view or add a document from Banner (using the Tools menu) 21

22 Integration with Banner : Screen Integration Ability to launch and view or add a document from Banner (using the Document Icons) 22

23 What objects can it handle (Think beyond Banner) 23

24 Benefits of BDMS Quick access to documents via Banner Reduced data entry Reduce paper (Archiving) No need to have lots of Filing Cabinets wasting floor space View and add documents anywhere Can be used in every office on Campus Increased operational efficiencies Increased customer satisfaction 24

25 Solution Components Standard Components Applications Web Access Scanning License Server Additional Components Report Processing Storage Technology Full-Text Indexing OCR Network Data and Forms Capture 25

26 Access to BDMS Banner Luminis (Published Channel) BDMS Application 26

27 Admissions Application Application Tab - SAAADMS 27

28 BDMS Query Display Documents - Display Icon/Tools Menu 28

29 BDMS User Interface - All Imaging Functions in Two Rows of Icons 29

30 BDMS User Interface - Main Toolbar Functions 30

31 BDMS User Interface - Annotation Toolbar Functions 31

32 Document Annotations Highlights, Oval Annotations 32

33 Document Annotations Post-It Notes 33

34 Document Annotations - Approved Stamps 34

35 BDMS Add Document Add Icon/Tools Menu 35

36 Other Features Single Sign On (SSO) from Banner Set up a WorkFlow using BDMS ie. send a document for Approval, and it can be viewed in BDMS Banner Security extends to BDMS If you cannot see it in Banner, you cannot see it in BDMS 36

37 37

38 BDMS Integrates with Banner WorkFlow Banner WorkFlow is a solution that automates, simplifies, directs and manages the flow of information through you entire organisation Banner WorkFlow can pass electronic documents, information and tasks from one person to the next for action, according to your business rules Set up a WorkFlow using BDMS ie. send a document for Approval, and it can be viewed in BDMS Banner Security extends to BDMS If you cannot see it in Banner, you cannot see it in BDMS 38

39 Banner Security Layers Security Classes/Roles Access control Classes (Pages, Reports, Processes) Roles (select, update, insert, delete) Value Based Security Also known as Oracle Fine Grained Access Control Filters data based upon values within a field (predicates) Field Masking Partial or Complete Masking of a fields contents also can hide an entire field Security Groups Functional Jobs Fin Aid Clerk Level 1 Admissions Clerk Level 1 Registrar 39

40 Value Baseline integration amongst all SunGard Higher Education solutions so that all systems function properly without ongoing maintenance, support delays and cost of third-party interfaces Value outside of traditional Banner operations You can easily develop your own system applications and document repositories using intuitive and powerful administrative interfaces 40

41 41

42 Summary By partnering with SunGard Higher Education for Imaging and Document Management Solutions you will enjoy : Maximum long term savings opportunities Lowest total cost of ownership Lowest vendor selection risk The most experienced service and support teams The largest peer user community Lowest training overhead The simplest and most positive user experience Best Partners, Best Solutions and Best Choice for Higher Education Needs 42

43 QuestionsQ Phil McKernan 43

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