Banner Document Management ApplicationXtender: Meeting .

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

DisclaimerThis product is meant for TEST and educational purposes only. Any resemblance to real persons, living ordead is purely coincidental. Void where prohibited. Some assembly required. List each check separately bybank number. Batteries not included. Contents may settle during shipment. Use only as directed. No otherwarranty expressed or implied. Postage will be paid by addressee. This is not an offer to sell securities. Applyonly to affected area. May be too intense for some viewers. Do not stamp. Use other side for additionallistings. For recreational use only. Do not disturb. If condition persists, consult your physician. No userserviceable parts inside. Freshest if eaten before date on carton. Subject to change without notice. Timesapproximate. Simulated picture. No postage necessary if mailed in Uganda on a Tuesday. Breaking sealconstitutes acceptance of agreement. For off-road use only. As seen on TV. One size fits all. Many suitcaseslook alike. Contains a substantial amount of non-tobacco ingredients. Colors may, in time, fade. We have sentthe forms which seem to be right for you. Slippery when wet. For office use only. Edited for television. Keepcool; process promptly. Post office will not deliver without postage. List was current at time of printing. Returnto sender, no forwarding order on file, unable to forward. Not responsible for direct, indirect, incidental orconsequential damages resulting from any defect, error or failure to perform. At participating locations only.Not the Beatles. Void when wet. Not for Human Consumption. 2017 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.SESSION 9912254

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