Transcription
Banner Document ManagementApplicationXtender: MeetingEvolving NeedsRich Gegg,Assistant Director University of IllinoisMarch 20,201799122
DisclaimerThe views and opinions in this presentation arethose of the presenter and do not necessarily reflectthe position of Ellucian. 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 991222
IntroductionThe University of Illinois recently reviewed its 14 yr. oldsystem and discovered some strengths andweaknesses in its current Banner DocumentManagement ApplicationXtender installation.In this presentation we will share the review process,outcomes, and tools you can use to review and refineyour own system to keep up with evolving user andgovernance needs. 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 991223
Agenda1Who is the University of Illinois2BDM-Xtender Current Use and Future Need3How to proceed4Results5Next Steps 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 991224
Who is theUniversity of Illinois ?
Who is the University of Illinois 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 991226
University of Illinois – BDM-Xtender 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 991227
University of Illinois – BDM-Xtender 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 991228
Current Use and Future Need
Define Problem & ScopeCurrent Document Management Service (BDM-Xtender) Modifications needed to meet business processes New functionality needed New Security needed. 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912210
Project Plan w/dates 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912211
Project Plan w/dates Weekly status meetings Team meetings- Working Sessions- Status Meetings Time reporting and project schedule SharePoint for collaboration and documents Change to scope will be considered according toprocess in the Charter Issues/Risks reviewed in status meetings 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912212
Survey 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912213
Survey 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912214
How to proceed?
Identify GAP 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912216
Identify GAP 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912217
Identify Alternatives 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912218
Identify Alternatives (we own) 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912219
Define Strengths & WeaknessesProConsworks best as an archivesystembasic commenting tools.serves it's purposeleaves a lot to be desiredfine for what we use it forslow and non-intuitivelacks the granular securityfunctional, effectivecumbersome seems very basic;more workflowworks welloptions/opportunities would bemeet the basic needs of its beneficial.usersnot an overly robust system 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912220
Primary needs 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912221
2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912222
Results
Findings 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912224
Findings 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912225
Next Steps
Customization Xtender is excessively flexible, create a base plan andimplement that for everyone. Supporting, Repository or Business Initiating object Address Retention (Life-cycle need) Review after 30-90days, too big or too entrenched. Adjust as needed, only after use 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912227
Monitor 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912228
Integrate 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912229
Communicate 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912230
Develop Governance 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912231
Operations since
Operations 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
OperationsDaily PJ-jobs (IndexImageImport.exe) Better to have 1 file with 1000 entries than 1000 files.o 1:3 (txt, log, rej); 1000 becomes 3000 (txt, log, rej) 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
OperationsDaily PJ-COMMONAPP/U "xspollstu" /W "xxxxxxx"/A "B-S-ADMN"/S “OAR COMMONAPP POLLING IMP"/P 330/F "\\docmgt\uic\comapp\appl\image\*.txt"/C /M /I 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
Operations650974665 LTRS OFREC Gomez 1 220138 1 CATE 2UIC 2960 20GF5150BS PERM YES @@\\docmgt\uic\comapp\appl\image\B082 2 14 2013 1SCF 9447509.pdf653513158 AppInfo Gonzalez 2 220138 1 HSCF 2UIC 2680 20FR0265BA PERM YES @@\\docmgt\uic\comapp\appl\image\B083 2 142013 1SCF 10046586.pdf 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
OperationsDaily Define Destructiono Set post-import & delete guidelinesReview & Communicate reject files (*.rej) 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
OperationsDailyProduction scheduler - ApplicationManger (AppWorx a.k.a. UC4) Define Ingestiono Do not store source objects on repositoryo Limit accesso Outline capture directives - set capture rules / Check size 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
Operations 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
OperationsWeekly Review / Correct reject file causesVerify compliance on all guidelinesCheck space allocationApply post-import guidelineso zip & remove 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
OperationsMonthly Communicate monthly objectives Storage size review Reports 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
OperationsAd-Hoc Growth planRecords Schedule and Records DispositionChange ProcessCreate Reporting Roles 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
Operations – Feeding the Beast 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
MaintenanceSQL and various scripts we run
MaintenanceAd-Hoc o SQL scripto Reject (*.rej) reportingre-processreturn to usero Review User-defined Listslook for unusedlook for unexpected growth 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
MaintenanceCOL RecCntHEA '# Records Imaged'FOR A20 TRUNCCOL ImageCntHEA '# Currently Imaged'FOR A20 TRUNCCOL ImageMonthHEA 'Image Month'FOR A20 TRUNC-CLEAR BREAKSselect substr(field10,1,7) AS PurchaseOrders, COUNT(field3) as RecCnt,sum(numobjects) as ImageCnt fromotgmgr.ae dt506where substr(field10,1,7) '2011-12' and substr(field10,1,7) '2012-12‘group by substr(field10,1,7)unionselect 'Total',sum(RecCnt),sum(imagecnt)from (select substr(field10,1,7), COUNT(field3) as RecCnt,sum(numobjects) as ImageCnt from otgmgr.ae dt506where substr(field10,1,7) '2011-12' and substr(field10,1,7) '2012-12'group by substr(field10,1,7) order by substr(field10,1,7)); 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
92012-102012-11Total12 rows selected. 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.# Records 303732734751# Currently 7998405068658SESSION 99122
MaintenanceMonthly Report 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
-F-DOCSB-F-DOCSB-F-DOCSSpecification -H-IDB-H-IDB-H-IDB-H-IDB-H-IDB-H-IDB-H-IDHRIS BATCH POLLING IMP 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.Fieldname-----------------DOCUMENT IDBANNER DOC TYPEDOCUMENT TYPEROUTING STATUSUREF1LenFormat------ - --------------------840404030IDDOCUMENT TYPELAST NAMEACTIVITY DATECAMPUS CODESUBMISSION IDSUBMISSION DATEDOCUMENT LABEL9416020 yyyy-mm-dd hh:mm:ss54020 yyyy-mm-dd hh:mm:ss40REQ--YesYesYesYesYesYesYesSESSION 99122
Maintenance 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
MaintenanceAd-Hoc o SQL scripto Reject (*.rej) reportingre-processreturn to usero Review User-defined Listslook for unusedlook for unexpected growth 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
Summary Re-Evaluate Adapt Move Forward 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912252
Questions & answers
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Thank youWe want to hear from you—feedback surveyAccess session surveys by using the surveywidget on the mobile app or by logging intoyour session schedule builder.Presenter : Rich GeggPresenter email: rgegg@uillinois.eduSESSION 99122 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 99122
Banner Document Management ApplicationXtender: Meeting Evolving Needs Rich Gegg, Assist