Enterprise Application Systems 3/7/2016 Bob Hughes

Transcription

1 Enterprise Application Systems 3/7/2016 Bob Hughes OnBase Document Imaging System: The Transcript Capture project is nearing completion, and will be going into production March 15. This includes Electronic Transcript upload into Banner as well. A new Online Application for the Honors Program has been developed and is currently being tested. Students can apply for the Honors program and upload supporting documents, all of which is stored in Banner and uses a workflow to route applications for approval. The Administrative Procedure / Board Policy revision process is now in production and training classes are being held through POD to demonstrate the process. Changes to AP/BP's are made in MS Word with the OnBase add-in component and stored in OnBase. Revision history is kept and documents are routed for proper approvals. The Veteran's Program has started a project to begin storing their records in OnBase Luminis 5 Portal: The Luminis 5 (CAS) login page now has the 'drop for non-payment' countdown, and will now be able to host a 'sanitized' news feed for important alerts Users can now change their passwords via the Portal (click the 'Go to' dropdown) Dual login is no longer required for Shibboleth services. If you are logged into the portal, you can single sign-on to services like Lynda.com and Smartsheet with requiring another login Faculty and Employee tabs are now customizable. Users can drag and drop portlets around on the page, and add additional portlets. A new feature for Faculty to communicate to their students using the Portal has been implemented. Faculty are now able to post targeted announcements to one or more of their classes, and have those announcements automatically sent to the student's account if desired. An instruction guide has also been developed and distributed. Work continues on migrating Luminis 4 Course Studio content for faculty into the Luminis 5 Course Sites SSO has been set up for the Canvas Learning Management System (our pilot for the Statewide Online Learning Initiative) A new Payment Gateway (Touchnet) is being moved into production Tuesday, March 8. Banner, Argos and APEX: An FTES Analysis Dashboard has been developed, which will provide real-time public access to enrollment reports, links, attachments and information to guide decision-making. Jade Pearce has been complete access to publish reports and build out this system with a page for each department. Several different methodologies for predicting FTES have been attempted. The current version, based on historical fill rates of similar courses with similar class sizes, came within 86 FTES for predicting fall 2015, but was off by 7% for both winter and spring Had an initial meeting with Evisions, maker of Argos. We have contracted with them to provide Argos training and develop a dashboard to provide easy access to standardized reports for program review, along with student success and student equity trends. Banner Financial Aid, Payroll and HR have been recently updated to the latest versions to comply with regulatory changes Oracle Database upgrades have been completed to ensure continued support on Oracle 11. An APEX (Application Express) system for the Summer Bridge program has been developed and is in production. 49 students have already completed an on-line application. pg. 1

2 An APEX system for the EOPS program has been developed, is currently being tested and is scheduled for production next week. Integrations/Data Feeds for CourseLeaf (Online Catalog), WorxTime (Affordable Care Act compliance), LeaveSource (HR Leave monitoring) Maxient (Student Life) and Medicat (Student Health Services) have been completed Web, Digital Media SiteCues is now live on our website. Visually impaired users can zoom in to magnify content and have highlighted content 'spoken' to them, greatly improving the accessibility of our website Vendor training for end users on the LiveWhale Calender system was held on February 17. This generated substantial enthusiasm across campus for this tool. A form has been created in SmartSheet for users to enter "Best Match" content to be the first, highlighted item for terms people search for on our website The Interactive Campus Map from Campus Bird is in development and is expected to be live spring semester. is the test version An alternative Digital Media player utilizing the Rise Vision platform is being piloted in the Writing Center. One of the features is the ability to update content on the message board via a Google Sheet. A new site for the May 6 Health Professions Conference ( has been created. It includes an on-line form for collecting registrations, speaker applications and exhibitor applications. A new FAQ page for students has been created and is being tested. This includes drop-down boxes for subjects and services, similar to the LBCC version that Audrey liked. pg. 2

3 The OnBase Document Imaging Project Status Update 03/07/2016 The Information Technology Department has made tremendous strides in the implementation and expansion of the Hyland OnBase Document Management System throughout Mt. SAC since board approval was granted on September 10, There were several components to the project. The first step was to migrate all documents from the legacy document imaging system (Hershey Singularity) into the production system (OnBase). This was completed and Mt. SAC went live with all prior functionality (such as the financial aid checklist upload into Banner) on June 22, IT and A&R made a strategic decision to delay implementation of the Transcript Capture solution until we were ready to go live with etranscript California. We are on track to be live with both components (etranscript CA and Transcript Capture) on March 15, Students will be able to send their Mt. SAC transcripts electronically to other participating colleges and universities (most notably Cal Poly Pomona). Entering students will be able to send us paper transcripts or electronic transcripts, both of which will be loaded into OnBase for verification and archive, and uploaded into Banner for articulation. Beginning Summer 2015, OnBase was introduced into several additional areas to perform document imaging and potentially eliminate the processing and storage of paper documents. These areas include: Assessment scanning of assessment tests Articulation scanning of articulation agreements, HS Transcripts, Certificates, Letters Honors Program scanning of applications and various forms. An Online Application form and workflow for routing applications has been created. President's Office Administrative Procedures and Board Policy (AP/BP) revision, review and approval is now in production. Initial meetings have been held and configuration work has is under way for the following areas: Payroll Veterans Nursing Instruction Other areas will be brought into the project as time and resources permit. Training and documentation is an important component of this project. Four reference guides have been developed, and training classes for AP/BP processing in OnBase began in January Prepared by Bob Hughes pg. 3

4 Following is a month by month breakdown of the Document Imaging project: November 2014 project kickoff with initial OnBase test server build, software load and configuration January 2015 Discovery phase: Scripts run against legacy document imaging system (Hershey Singularity) to determine scope of conversion February 2015 OnBase consultants on site guiding end users on document taxonomy for new system March 2015 configuration of server for converting documents, purchase of additional scanners, approval of document taxonomy. Conversion scripts created. Financial Aid Checklist workflow discovery begins. Auto fill keyword sets configured and synched nightly from Banner to OnBase. Scanners are installed in the Training lab and OnBase software is installed on all workstations. Staff member attends OnBase System Administrator training. April 2015 OnBase consultants on site for "train the trainer" sessions on OnBase. User Acceptance Testing (UAT) for the conversion project begins. Kickoff of the Financial Aid Checklist project. Full Disk Encryption license is purchased and installed. Production OnBase server is configured and released. May 2015 OnBase consultants on site for Transcript Capture project kickoff. A&R staff and OnBase consultants review top 10 feeder schools and review templates, how the OCR component will work, and process of file import and export with OnBase. Demonstration of Office Business Applications and Electronic Document Management modules. Batch conversion of documents from Hershey Singularity to Hyland Onbase begins. June 2015 OnBase software is pushed out to all staff workstations. Student workers hired to assist staff with the transition. Initial Business Analyst hired. June 22 campus is live on OnBase with converted documents and FA Checklisting for IT Staff and student workers assist end users with the new system and investigate missing documents. Change order for District Transcripts (Riverside CCD) is approved. July 2015 OnBase Consultant on site to configure Application Enabler and resolve outstanding conversion issues. Banner and APEX applications are configured so users can press 'ctrl+r' from selected screens and bring up related documents in OnBase. Honors program document discovery and taxonomy meeting August 2015 OnBase Consultants on site to train users in A&R on the Transcript Capture functionality and begin User Acceptance Testing of configured templates. Reconversion of Student Life documents begins in order to convert annotations. Configuration of Banner to import XML transcripts begins. Office Business Application (OBA) module purchased. Honors program set up and testing. Articulation department is set up, scanners are configured, and department goes live in OnBase. September 2015 Reconversion of Student Life documents and initial conversion of missing documents from Hyland to Onbase is completed. Mt. SAC staff members attend OnBase Community Live users Prepared by Bob Hughes pg. 4

5 conference. Initial meeting to review requirements for moving AP/BP process from Quickr into OnBase. Configured OnBase TEST for Payroll. Honors program goes live in OnBase. IT Department set up in OnBase. October 2015 XML transcript load from OnBase to Banner is completed successfully. Transcript testing continues. Setup completed for AP/BP workflow process. Assessment department is set up, scanners are configured, and department goes live in OnBase. ABE Business process review meeting November 2015 etranscript CA Project begins. AP/BP workflow in producton. Office Business Application (OBA) pushed out to all staff desktops. Business process review meeting for CalWORKs. AP/BP administrator training. Business Division Admins receive OnBase training December 2015 Board approval for etranscript California electronic transcript exchange. Business Analyst attends OnBase Workflow training. Configuration of mailbox and testing of electronic sending and receiving of transcripts begins. AP/BP workflow process user guides created. AP/BP workflow goes live. Honors Program workflow discovery meeting held. January 2016 User Acceptance Testing of Transcript Templates continues. OnBase Document Retrieval/Scanning guide created. Honors program online student application review and testing begins. AP/BP training scheduled through POD. Meeting to review DSPS business processes. Link for Honors Program Faculty Referral set up in the portal. February 2016 End to End transcript capture and upload process tested and approved. Revisions to templates completed by OnBase and moved to Production. Business Analyst position for Fiscal Services / President's Office placed in hiring queue. Financial Aid and Veterans department discovery and taxonomy meeting. Nursing department document discover meeting. March 2016 Transcript Capture and Electronic Transcript Go Live scheduled for March 15. OnBase consultant on site. Hiring process for Financial Aid Business Analyst under way. Board approval sought for Part Match component in OnBase and 3 days onsite go live support for transcript capture. Veterans program business process review completed. Instruction Office document discovery meeting. Prepared by Bob Hughes pg. 5