Enterprise Document Management

Transcription

1 Enterprise Document Management 1

2 Topics Service Overview What is Enterprise Document Management Architecture & Infrastructure Configuration Security Clients Retrieving Documents Submitting Documents Workflow Tips and Tricks 2

3 SERVICE OVERVIEW 3

4 Service Overview Strategic Goals: Implement a single, central Document Management System (DMS) Accommodate specific campus and departmental needs Close integration with PeopleSoft enterprise applications Funding Model: This system is funded through the campuses like other enterprise apps 4

5 Service Overview, cont. Who is eligible to use the service: Administrative, Academic and Research groups are welcome to participate if they have a direct University affiliation Staffing mix: UIS DM Project Team Distributed Project Team: Document Management Project Team (DMPT) Vendor Consulting and Support Teams 5

6 WHAT IS ENTERPRISE DOCUMENT MANAGEMENT 6

7 What is Enterprise Document Management A fully integrated Document Management solution which lowers costs, speeds access to the information your organization needs to be productive and minimizes your compliance and ediscovery risks. Maintain copies of your most critical business documents in a high-capacity, high-availability electronic document repository Intelligently manage records throughout their entire lifecycle from inception to destruction Data can flow across the various organizations to promote efficient and consistent business processes 7

8 Core Functions Capture Manage Access Integrate Measure Store Paper, Fax, any other content Automated data entry OCR E-Forms Workflows Automated decisions Manual reviews Parallel Processing Web client Windows clients Office Integration Full Text Search Portal ICS FIN HCM DocuSign Reporting Dashboards Workflow Inventory Exceptions Productivity Encrypted & secured Records Management Retention Management Digital Signatures Bulk imports Rules Notifications Tasks 8

9 Typical Use Cases Permanent Record Cards (PRC): PRCs contain all historical student class and grade information from the University s founding until 1988 Admissions Processing: Transcripts, applications, appeals, resumes and loose credentials Financial Aid: Tax data and verification data for applicants Veteran's Affairs: Selective Service and DD214 content Advancement Office: Gifts Processing Anschutz Medical Campus, School of Medicine: Faculty personnel files School of Education and Human Development Advising and Graduate program forms 9

10 Collaboration RESEARCH Grants (InfoEd) Research Content ADVANCEMENT Gift Processing STUDENT Student Data Application Processing Enterprise Document Management SECURITY Access requests FINANCE FOPPS Journal Entries Capital Equipment Contracts HCM Employee Data Benefits Processing 10

11 Metrics 120 departments, 2,600 users Archive contains over 18 million documents Over one million new documents processed annually OnBase Users % Student Documents % Employee Documents % Finance Documents % Security Documents % Misc. Docs % Document Totals % Boulder 1,219 45% 9,746,760 74% 22,543 1% 3,024 14% 18,289 52% 505,840 23% 10,296,456 56% Denver % 2,146,155 16% 11,298 0% 5,653 26% 11,131 32% 119,295 5% 2,293,532 13% Anschutz 128 5% 68,941 1% 6,511 0% 0 0% 0 0% 1 0% 75,453 0% Colorado Springs % 1,239,975 9% 3,796 0% 0 0% 3,796 11% 109,483 5% 1,357,050 7% System 133 5% 38,247 0% 2,715,156 98% 13,386 61% 1,975 6% 1,463,087 67% 4,231,851 23% Totals 2,690 0% 13,240,078 73% 2,759,304 15% 22,063 0% 35,191 0% 2,197,706 12% 18,254,342 11

12 ARCHITECTURE & INFRASTRUCTURE 12

13 OnBase Architecture Web Client and Windows Clients Web Client works with any browser Fully scalable to meet the needs of the entire university community 13

14 OnBase Architecture, cont. Four Environments: Production, Stage, Test and Development Utilizing load balancing and redundancy SAN for content storage Oracle database for metadata 14

15 PWR STAT DIS K USB MGMT Console LOM LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT 10G LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT 40G PWR STAT DIS K USB MGMT Console LOM LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT 10G LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT 40G PWR STAT DIS K PWR STAT DIS K USB USB MGMT MGMT Console Console LOM LOM LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT 10G 10G LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT LNK ACT 40G LNK ACT LNK ACT LNK ACT LNK ACT 40G Web Client 1000 users HTTPS DDS TCP/UDP Port 2185 OnBase PRD Expanded dm-dds.prod.cu.edu Infrastructure Unity Windows Clients users Legacy Windows Clients users dm-db.prod.cu.edu Oracle RAC Hosting Firewall ODBC TCP 6063 Processing servers Autonomy Idol Full Text Search OCR Engine for Server Enterprise Integration Server (Biztalk) OnBase Client Based Services* Workflow Timer Processing Service *Client Based Services - Autofill Import - Distributed Services - Records Management - Unity Scheduler - Transfer Credit processes - Mailbox Importer - COLD processor - DDS Server Web Servers App Servers NFS Cluster Disk Groups SMB Mount SAN 15

16 ONBASE CONFIGURATION 16

17 Document Types Document Types Documents are organized into Document Types Each form or document type has its own Type Users will not have access to all Document Types, only the ones necessary for their role Example Document Types: A - DDS - Acceptance Letter B - AS - Intent to Graduate Letter C - ADM - Undergraduate Application D - FA - Father W2 17

18 Document Type Groups Document Type Groups Collections of Document Types Organized by similar usage for a single functional area Example Document Types Groups: A - SDM - DDS Documents B - REG - Veteran Affairs Docs C - ADM - Transcripts D - FIN - Journal Entries 18

19 Keyword Types & Values Keyword Types and Keyword Values Provide the ability to assign descriptions and values to documents Keywords may be used for many different types of documents Example: B - FA - Perkins Promissory Note Student ID First Name Last Name Date of Birth 19

20 Keyword Type Groups Keyword Type Groups A Keyword Type Group is a collection of Keyword Types assigned as a whole to a Document Type Example: Student ID First Name Middle Name Last Name Date of Birth Campus Code } X - X - Basic Student Info 20

21 Keyword Type Groups Keyword Type Groups Example: Employee ID First Name Middle Name Last Name OperID Campus Code } X - X - Basic Employee Info 21

22 Keyword Type Groups, cont. Keyword Type Groups Example: Speedtype Fund Code ORG }X - FIN - Accounting Services Program Code Project ID Subclass 22

23 Keyword Type Groups, cont. Keyword Type Groups Example: Project ID Project Name Speedtype }X - FIN - Capital Construction State Appr Code DocID 23

24 Keyword Type Groups, cont. Keyword Type Groups Example: Journal ID Journal Date OperID Accounting Period Fiscal Year Source Code } X - FIN - Journal Entries 24

25 ONBASE SECURITY 25

26 OnBase Security OnBase Security Doc Type Security If you have access to a Doc Type, you have access to all documents in that Doc Type Access is controlled with Doc Type security groups Functional Security Determines the functions you can execute against the documents you have access to. i.e., Delete, Move, , Annotate, etc. Access is controlled with Functional security groups 26

27 OnBase Security, cont. Doc Type Security Based upon User Groups and Roles Examples: User Group - A - SOM - School of Medicine Dean's Office User Group - B - AS - Arts and Sciences User Group - C - REG - Standard User Group - D - BUR - 3rd Party User Group - S - ES - Accounting 27

28 OnBase Security, cont. Functional Security Four core security groups: All users will be in one of these groups: Functional Lvl 1: View Only Users View, no modify, no delete, no upload, no print Functional Lvl 2: Standard Users View, modify annotations only, no delete, upload, print Functional Lvl 3: Power Users View, modify, no delete, upload, print Functional Lvl 4: Departmental Admin View, modify, delete, upload, print 28

29 OnBase Security, cont. Functional Security Administrative Groups Access to these requires training and certification Functional - Admin - Document Retention Functional - Admin - Records Management Functional - Admin - System Functional - Admin - User Security Functional - Admin - Workflow 29

30 OnBase Security, cont. Functional Security Add-On Functional Groups Provides additional functionality to an individual user Functional - Advanced Capture Functional - E-Forms/Unity Forms Functional - Records Management Functional - Reporting Dashboard Creation Functional - User Group Management Functional - Workflow 30

31 OnBase Security, cont. User Security groups and Functional Security groups are layered to give users access and permissions Example: B - FA - OPS_STUDENT User Group - B - FA - PJ - Appeals User Group - B - FA - PJ - SAP Appeals User Group - B - FA - PJ - Standard Functional Level 3 - Power Users Functional Workflow 31

32 ONBASE CLIENTS 32

33 Clients Two clients Web Client Provides immediate access to information and documents anywhere, anytime, through standard Web browsers Supports SSO Unity Clients (Windows only) Familiar look-and-feel of Microsoft Office Saves deployment time, effort and costs through rapid rollout and upgrades using Microsoft s ClickOnce technology No SSO at this time 33

34 Clients, cont. OnBase Clients High-Level Functionality Comparison Retrieve Content Submit Content Process Workflow Group Mgmt User Mgmt Doc Type Mgmt Keyword Mgmt Windows Only Web Client X X X X X Unity Clients X X X X X X Unity Client 34

35 OnBase Clients - Web Client OnBase Clients Web Browser Compatibility Matrix Browser Version Google Chrome 49+ Microsoft Edge EdgeHTML 13+ Mozilla Firefox 45+ Mozilla Firefox ESR 45 Microsoft Internet Explorer 11 Apple Safari 6.2, 7.1, 8.0, 9.0, 9.1,

36 Clients - Web Client 36

37 OnBase Clients - Unity Clients OnBase Clients Unity Client Office Integration Clients Office 2016 (Outlook, Excel, Word, PowerPoint) Outlook bit Office only Virtual Print Driver (not clickonce) *Unity and Office clickonce URLs must be invoked with either IE11 or Edge 37

38 OnBase Clients - Unity Clients 38

39 OnBase Clients Use either Internet Explorer or Edge for this step (Firefox and Chrome do not know how to handle click once installers) 39

40 OnBase Clients 40

41 OnBase Clients Install Unity Client 41

42 OnBase Clients Install Unity Client 42

43 OnBase Clients Access Web Client Use any browser for this step Login through your campus portal Select the CU Resources Tab Select the NavBar Charm Select CU Resources again Select Business Tools Select OnBase DM from the list OnBase Web client will open in a new window 43

44 OnBase Clients Login to the Unity Client If you do not know your Operid, let us know 44

45 OnBase Clients You should now have both the OnBase Unity client and the OnBase Web client up and running! 45

46 RETRIEVING DOCUMENTS 46

47 Retrieving Documents Three ways to Retrieve Documents in OnBase Document Retrieval Based on Document Types Groups or Doctypes Narrow Searches within Doctype Groups Custom Queries Based upon Keywords, not Doctypes Results show all Doctypes a user has access to Broad Searches across Doctypes and Groups PeopleSoft Related Content/Actions 47

48 Document Retrieval Web Client 48

49 Document Retrieval Unity Client 49

50 Document Retrieval Unity Client 50

51 Custom Queries Web Client 51

52 Custom Queries Unity Client 52

53 Custom Queries Unity Client 53

54 Custom Queries Unity Client 54

55 Retrieving Documents Related Content Search for documents from PeopleSoft

56 Retrieving Documents Related Actions Search for documents from PeopleSoft Right Mouse Click on the ID field 56

57 SUBMITTING DOCUMENTS 57

58 Submitting Documents Two ways to Submit Documents Batch Scanning Large uploads or batches (Scan Stations) Uses Scan Queues for advanced processing Assigned to specific Doctypes Scanning/Import processes are separate from Indexing Scanning can only be done in the Unity client Indexing can occur in both Unity and Web client Requires local machine license in Unity (Production Document Imaging) 58

59 Submitting Documents Two ways to Submit Documents Import/Upload Generally used for one document at a time Can be imported to any Doctype the user has access to Import process and Indexing occur as the same time, the same person has to do both Can be done in both Web and Unity clients Does not require a local machine license 59

60 Submitting Documents Import/Upload Web 60

61 Submitting Documents Import/Upload Unity 61

62 Submitting Documents Import/Upload Unity 62

63 WORKFLOW 63

64 Workflow Web Client Requires the Functional Workflow permission group 64

65 Workflow Unity Client Requires the Functional Workflow permission group 65

66 Workflow Unity Client Workflows are broken down into Lifecycles (business processes) Each Lifecycle has Queues Queues may have Ad-Hock tasks that End Users will be required to review and make decisions Lifecycles generally work top-down 66

67 TIPS AND TRICKS 67

68 OnBase Tips and Tricks Right mouse click on everything! OnBase works Top-Down - Start at the top & move down Reporting Dashboards - Users and Groups Unity Client Runs as a Service, system tray icon to logoff/exit Runs in User Context, each person on a machine needs to install Built-in Help is very good Tabs - Context Sensitive, Home Tab is always there Web Client Slight differences between browsers: Multimedia content not playable in Firefox Workflow not yet available in MS Edge 68

69 QUESTIONS? 69