banner document management suite - bdms u.a.e.u. introduction david cheney document management...
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Banner Document Management Suite - BDMS
U.A.E.U
IntroductionDavid Cheney Document Management Consultant for SunGard HE Based out of Virginia Beach, Virginia 8+ years of experience as a trainer, administrator,
and user of Banner & Xtender Solutions CDIA+ certified
Please Sign the Attendance Sheet Name, Role, How related to Banner/Xtender
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 - Sunday 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 –Sunday 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 – Tuesday 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 TerminologyIndex – 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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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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BDMS: 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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BDMS 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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Screen Integration
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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SECURITY INTEGRATION
A common security structure
EMCSctHk.dll
BDMS DBEOKIMAG
EOQRPLS calls .dll
BANNER
Icon click calls EOQRPLS
User Access OKOK
User Access
DeniedDeniedSingle Sign on to XtenderSolutions
Error Message
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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Data IntegrationDocuments may be indexed to current Banner data and changes
to Banner data (eg. Name, ID) are available in Real Time
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 | www.sungardhe.com
Document Manager
Web AccessThe seamless transition between Banner and the AppXtenderProducts
OF
BDMS
BENEFITS
Benefits of BDMSRemote access to your files
No more lost Files
Benefits of BDMS
Benefits of BDMS Shared access to files
Benefits of BDMSReduction of File cabinets
Benefits of BDMSDisaster Recovery
15 Minute BreakWhen 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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The day before yesterdayFreda was 17 years old…
Next year she will be 20 years old.
How is that possible?
How quickly can you say the following colors, not thewords themselves, but the color they are written in?
Brain Teaser
A cowboy rides into town on Friday, stays three days, and leaves on Friday. How is this possible?
Brain Teaser
A cowboy rides into town on Friday, stays three days, and leaves on Friday. How is this possible?
Answer: Friday is his horse.
Common Sense Test
Welcome to the Common Sense Test. The system will ask you four questions that
rely on your common sense to answer them correctly.
Common Sense Test
Q1. How do you put a giraffe into a refrigerator?
Common Sense Test
Correct Answer:Open the refrigerator, put in the giraffe and close the door.
This question tests whether you tend to do simple things in an overly complicated way.
Common Sense Test
Q2. How do you put an elephant into a refrigerator?
Common Sense TestWrong Answer: Open the refrigerator, put in the elephant and c lose the refrigerator.
Correct Answer: Open the refrigerator, take out the giraffe, put in the elephant and c lose the door.
This tests your ability to think through the
repercussions of your actions.
Common Sense Test
Q3. The Lion K ing is hosting an animal conference. All the animals attend, except one. Which animal does not attend?
Common Sense Test
Correct Answer:The elephant, since it is still in the refrigerator.
This tests your memory.
OK , even if you did not answer the first three questions correctly, you still have one more chance to show your abilities.
Common Sense Test
Q4. There is a river you must cross, but it is inhabited by crocodiles. How do you manage it?
Common Sense TestCorrect Answer: Y ou swim across. All of the crocodiles are attending the Animal Meeting!
This tests whether you learn quickly from your mistakes.
According to Andersen Consulting Worldwide, around 90% of the professionals they tested got all of the questions wrong. But many pre-schoolers got several correct answers. Andersen Consulting says this conclusively disproves the theory that most professionals have the brains of a four year old.