OnBase at Princeton S C A D / D C S M E E T I N G J U N E 9, 2 0 0 9
Overview What is OnBase? Enterprise Content Management software (but not Web Content Management). OnBase provides a structured repository for secure document storage and retrieval. OnBase is a good option for storing business records, automating business processes, e-forms, and document imaging. Who can use OnBase? Any administrative department can use OnBase. Although less common, academic departments are also welcome to use OnBase. How does OIT charge for OnBase use? OIT offers basic OnBase user licenses at no fee to University departments. There is no charge for storage space or hosting. OIT provides a full-time system administrator. There may be charges for the services to perform the initial setup of an OnBase application. Contact Laurel Quigley at lquigley@princeton.edu for additional information.
Overview When should I consider using OnBase? When you need to store business records When you need to reclaim storage space used by paper records When you want to automate a business process using workflow When you want to replace a paper form with an e-form that can be filled out and submitted on-line When you want to make scanned images available through other applications (i.e. PeopleSoft) What other features does OnBase provide? Document Imaging (scanning) OCR (Optical Character Recognition) to make the contents of scanned images searchable Full Text Search capabilities E-Forms Workflow Records Management How do I start an OnBase project? Departments interested in using OnBase should contact Laurel Quigley, ECM Solution Architect, at lquigley@princeton.edu.
OnBase vs other tools Many options M: Drive Blackboard SharePoint WebSpace OnBase Key Differentiating Questions What are you storing? (course material, project documents, business records) What do you do with the documents? (static vs. dynamic, collaboration) Who (or what) generates the documents? (team of people, paper, fax) Who needs to access the documents? (internal vs. external) Do you have complex workflow needs? Related Knowledgebase Articles: Online Collaboration Tools at Princeton: Answers to Frequently Asked Questions (FAQ) (Solution ID: 9905) File Sharing: Answers to Frequently Asked Questions (FAQ) (Solution ID: 5872) Free help! x8-5147
OnBase Project Lifecycle Design Gather the information you need to design your solution Meet with OIT OIT documents your requirements Develop OIT gets estimate from vendor for solution development Review/approve estimate Vendor develops solution in Development environment Test OIT migrates solution to QA environment Users test solution If necessary, other departments regression test Implement Plan implementation (during week, or weekend depending on type of migration) OIT migrates solution to Production environment
OnBase Application Examples Office of Development STRIPES integration Office of the Treasurer New Request to Pay Project Human Resources Dependent Audit Project Facilities Invoices Contracts Utility Bills Undergraduate Financial Aid Supporting documentation for aid applications
PeopleSoft Fax Server Create Employee / Student / Vendor voucher Print barcoded cover sheet Fax supporting documents Read barcode RTP Approve New / View historical vouchers Voucher data Data Warehouse! DISCLAIMER: Export index data This presentation contains forward-looking statements. Various factors may cause actual results to differ materially in the future from those reflected in the forward-looking statements contained in this presentation. Create text and image files OnBase Import image files Historical voucher data Lookup index data View historical reports Treasurer s Image Storage
Undergraduate Financial Aid
Undergraduate Financial Aid
A few technical details Certain features require heavy client install Scanning Document Import Processor Virtual Print Driver Not currently integrated with AD/LDAP Requires VPN for off-campus or wireless access Data: Oracle / Documents:NAS Terry Lam tlam@princeton.edu x8-3007 OPM: AIS PSIG OnBase
System Requirements Scanning Workstations Pentium PC 500 MHz Windows 2000 SP4, XP SP2, Server 2003 SP1 or greater, or Vista Bus Architecture EISA, PCI, or Micro Channel 256 MB RAM (in addition to the operating system requirements) 1 GB of free HD space system files and OnBase software 1 GB of free HD space or partition ISO image Scanner must be TWAIN compliant
System Requirements Client Retrieval Workstations Hardware Minimum Recommended CPU Operating System minimum requirements Pentium 4 2.4 GHz or faster (or equivalent) Memory (RAM) Operating System minimum requirements 1 GB or greater (2 GB or greater for Windows Vista). Free Hard Disk Space At least 200 MB 500 MB Video Resolution 1024 x 768 (1280 x 800 widescreen) Any resolution lower will result in a loss of functionality. 1280 x 1024 (1440 x 900 widescreen)
System Requirements Web Client-Side Workstations Client Requirements ActiveX and HTML Only Client Requirements Java Client Microsoft Internet Explorer 6.0 SP1 or later required. Internet Explorer 8 is not supported. Microsoft MSXML 3.0 (SP5 or later) required. Operating systems: Microsoft Windows Server 2003, XP SP2, 2000 SP4, or Vista For Macintosh: Mac OS X 10.4 or later Safari 2.0 or later or Firefox 2.0.0.16 or later Java 2 SE Runtime Environment, 1.5 or later For Windows: Windows XP SP2 or later service pack Firefox 2.0.0.16 or later or Internet Explorer 6.0 (SP1 or later). Internet Explorer 8 is not supported. Java 2 SE Runtime Environment, 1.5 or later E-mail Platform CPU System Memory Printer Memory Free Hard Disk Space Screen Resolution MAPI 1.1 Compliant E-Mail Client connection and supporting Active Messaging DLLs. Pentium III 500mHz processor (or faster) recommended. 256 MB (or greater) recommended. A minimum of 200 MB is required. At least 500 MB is recommended. A minimum of 200 MB is required. At least 500 MB is recommended. Minimum of 1024 x 768. Any resolution lower will result in a loss of functionality.
Resources Knowledgebase Articles OnBase (Solution ID: 9533) Online Collaboration Tools at Princeton: Answers to Frequently Asked Questions (FAQ) (Solution ID: 9905) File Sharing: Answers to Frequently Asked Questions (FAQ) (Solution ID: 5872) OBUG SharePoint site Getting Started with OnBase OnBase Website www.onbase.com Laurel Quigley lquigley@princeton.edu x8-5147