Banner Document Management Suite

David Cheney

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Introductions

David Cheney Document Management Consultant for SunGard HE Based out of Virginia Beach, Virginia 11+ years of experience as a trainer, administrator, and user of

Banner & Xtender Solutions CDIA+ certified

How well do you know each other? Name, Role, How related to Banner/Xtender “Brush with greatness”

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Dennis Quaid Asleep in 12D

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Brush with Greatness

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Agenda - Today

Key Concepts Xtender Solutions Systems Overview Basic End User & Scanning Training

Batch Scanning & Indexing Document Manipulation & Retrieval, Queries,

Annotations Import & Export Deleting Docs, Modifying Indexes, Versioning

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Agenda - Wednesday

Continuation of Basic End User Training Exercises to build skill and comfort level BDMS Integration Training

New Banner Screens & how to use them Building Checklist Requirements Building and or Changing Context Rules More Exercises

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Agenda – Wednesday Afternoon

Advanced End User and Administrator Training (Application Generator) Security (user, group & document level) Building New Applications, Modifying Existing

Applications Data Import Any Follow-up training from previous sessions

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Agenda – Thursday

System Configuration Security (user, group & document level) Building New Applications, Modifying Existing

Applications Data Import Any Follow-up training from previous sessions

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Selected Terminology

Index – set of database records, associated with documents, that can be searched by users for the purposes of document retrieval

Imaging – digitally scanning paper, microfilm, or microfiche, and indexing the digital images for retrieval

Document Management – capture, indexing, storing, monitoring, and retrieval of any kind of electronic file, including images

Application – the XtenderSolutions term for a document collection, characterized by a common index structure and users

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Components of Document Management /Imaging

1. Scanning Hardware & Importing Software to bring Documents into the System

2. Tools for Archiving and Storing Documents

3. Indexing Systems to Organize Documents

4. Retrieval Tools to find Documents

5. Access Control to provide Documents to Authorized people

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SunGard HE Banner Document Management Suite

1. Collect information

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2. Manage information

3. Deliver information

Document Management Solution Overview

AppXtender Document Manager

AppXtender Image Capture

AppXtender Web Access

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AppXtender Document Manager

Indexing Organization Storage Retrieval

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Cost effective and fast access to a central pool of information

AppXtender Document Manager Features Easy application generation Seamless Integration with Business

Applications Comprehensive Electronic File Management Flexible Security Support for any type of content Full integration with Storage

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With AppXtender Document Manager you can Deliver the right information to your different users when, where and how they need it

Improve collaboration between different users or departments

Improve productivity by eliminating time wasted searching paper files or sifting through unrelated information

Reduce cost by minimizing printing and duplication of documents, and by reducing the amount of physical storage required

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AppXtender Image Capture

Scan View Store

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Effective scanning module integrated with AppXtender Document Manager

AppXtender Image Capture Features

Batch Scanning Image Enhancement Move Online Printing and faxing Annotation

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AppXtender Web Access

Retrieve, view and manage your documents using standard browsers

Enable e-business applications by giving them access to content via the web

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Efficient and inexpensive content delivery – both inside and outside organization

AppXtender Web Access Features Internet/Intranet Access to Content Leverages Web Infrastructure Standards Comprehensive Content Display and

Processing Robust and Flexible Security Fully Integrated with Content and Storage

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With AppXtender Web Access you can

Provide global access to information, whenever and whatever it is needed

Securely share information with employees, customers, suppliers and partners

Reduce costs associated with paper distribution, including printing, copying and shipping

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Banner Document Management Suite: What it can do for you

Allow management of millions of files Allow for retrieval of documents within

seconds Allow information to be shared while

maintaining confidentiality Conform to your working practices,

rather than change them Easy to use and manage

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Easy Information Access

Secures, distributes, and manages any kind of electronic document

Document images from paper or microfilm Word-processed docs and spreadsheets Multimedia Email attachments Faxes Reports and computer output Viewing of many file types without requiring native desktop

application

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Banner Document Management Suite Integration Highlights

Single point of information access

Integration with other OTG solutions and third-party products

Integration with SunGard HE Banner solutions

Easily extensible to new institutional applications

Flexible integration model

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Banner Integration

Screen - Retrieves documents based on Banner context

Security - Uses Banner for login authentication and supports Banner Finance Fund/Org Security

Data – Checks and prompts with Banner data for indexing and validation

Event - Automatically updates Banner checklists and triggers Workflow events

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Banner Integration

Screen Integration Banner toolbar button calls BDMS library

Data and context points are established

Context rule is invoked if present

Query is formulated based on rule and associated parameters

AppXtender Document Manager or Web Access is invoked

Results are displayed

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Banner Integration

Security Integration Banner toolbar button calls BDMS library Login information is passed to AppXtender Document

Manger and AppXtender Web Access Database connection is made via user login or stored

credentials Password-protected role is invoked Fund/Org security checked for Finance docs

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Banner Integration

Data Integration Key data elements are synchronized between Banner

tables and BDMS tables

BDMS tables are highly indexed for retrieval speed

Initial data load performed during system install

Later data updates performed by db triggers

Users get hot-key, pick-list, pop-up dialog, and auto-fill indexing assistance

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Banner Integration

Event Integration Indexing of documents to selected applications can

trigger updates of Student Admissions checklists or Financial Aid tracking requirements

This functionality can be enabled / disabled by document type, term code or aid year range, module, or system-wide

Financial Aid tracking codes can be institutionally defined and vary between document types

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Easy Document Access

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User performs activity on particular Banner form

Based upon appropriate security rights, the user can view electronic objects like images, spreadsheets, word documents, etc.

10 Minute Break

When we come back: Live look at AppXtender Image Capture Hands on Scanning Live look at AppXtender Document Manager &

AppXtender Web Access Hands on Indexing

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