web viewthe first step in determining the management of records and information is to develop a...
TRANSCRIPT
OnBase Process Request Form(Revision 6.1 - 1/29/12)
Please complete this form with your word processor. Attach this form and any additional information in an email to: [email protected] subject line must say “OnBase Process Request” Page 1
Document Index
Requestor Information .……………………………………………………………………………………………………………………………………………………………….…Page 3
Records Retention/OnBase Document Type and Disposition Schedule …………………………………………………………………………………………..Page 5
OnBase Process and Implementation Request Form ……………………… …………….………………………………………………………………………..Page 7
Keywords ..……………………………………………………………………………………………………………………………………………………………………………………..Page 8
Autoname String …………………………………………………………………………………………………………………………………………………………………………...Page 12
Custom Queries ………………………………………………………………………………………………………………………………………………………………………………Page 13
Scan Queues …………………………………………………………………………………………………………………………………………………………………………………..Page 14
User Groups/Security Classes …………………………………………………………………………………………………………………………………………………………Page 15
Workflow …….…………………………………………………………………………………………………………………………………………………………………………………Page 18
Please complete this form with your word processor. Attach this form and any additional information in an email to: [email protected] subject line must say “OnBase Process Request” Page 2
Complete this form with your word processor. Use this form to initiate an OnBase processing request. This can be for new processes or to update an existing process.
Requestor Information ( * Required):
*Name: *Request Date: *Dept: *Telephone: *Title: *Campus:
*E-Mail: *New or Update an Existing Process:
*MAU: UAA UAF UAS SW TR #
*What to do? (Project goal: Please List the top one or two
goals):
* What is driving this
implementation?
Regulatory/Compliance Tech Obsolesce Saving Space Going Green Efficiency Issues Customer Service Issues
Reason why?
*Suggested Priority: *PRODUCTION Goal Date: Priorities: 1=Low, 2=Medium, 3=High, 4=Now
Please complete this form with your word processor. Attach this form and any additional information in an email to: [email protected] subject line must say “OnBase Process Request” Page 3
Additional Questions ( * Required):
*Who have you consulted on this implementation? What was their response?
* Have functional areas been consulted and are they in agreement with this implementation?
* Has middle or top management at the MAU’s and SW been briefed on this implementation?
What was their response?
*Does your department currently use OnBase or do you need to get set up with
licenses/scanners?
*How is this implementation going to be funded?
*Is this process only to store documents in OnBase for retrieval purposes?
*Would this benefit other departments within the UA System? Explain? (What MAU’s will be
impacted by this implementation?)
*Business processes at the other MAUs may be different or similar. Who would be your contact
at the other MAU to determine if there is a commonality in their business process with the
new or updated process you are requesting? (Current State/Alternatives)
Please complete this form with your word processor. Attach this form and any additional information in an email to: [email protected] subject line must say “OnBase Process Request” Page 4
Records Retention/OnBase Document Type and Disposition Schedule
The first step in determining the management of records and information is to develop a records retention disposition schedule. The records retention constitutes an organization’s official policy for information retention and disposal. Departments should develop operational specific retention and disposition schedules. Department/program specific retention schedules are custom-prepared and highly prescriptive. Operational retention periods are essentially estimates of the lifecycle for a specific records and information. The retention parameters should be determined by the lifecycles of objects to which the records pertain. Departments must address the lifecycle of the records and information determining the reasons the records are maintained and the retention periods, as well as instructions regarding the locations and conditions under which the record is to be retained.
Instructions for filling out the Records Retention/OnBase Document Type and Disposition Schedule Work Sheet
Column Column DescriptionRecord Series/Title List the nomenclature of the record or records series in this block. This is the official name given to the
record(s). Additional identifying information may be included in this area.*OnBase Document Type List the OnBase Document Type by standard naming convention. *The OnBase Administrator will work with
departmental personnel with the final naming convention.Minimal Retention Time What is the minimum retention time for this information/record? How long does the university retain this
information/record? An example of a minimum retention period is paper record 1 month and/or digital records 12 months.
Paper Document Retention after Scanning
When can the information/record be disposed? This is the total retention time. When the information is no longer required how is it disposed?
Custodian Location Which office or department is responsible for maintaining this information/record and in what media is it maintained (Paper, Microfilm, digital)?
Disposition Information Lifecycle This is the area to reference or document the lifecycle of a document, such as shred a paper document after scanning into OnBase then delete the digitized document at the end of its retention.
Description/Details Provide a more detailed description of the information/record. This is the justification block. Ensuring compliance with recordkeeping laws and regulations. Provide references for the retention and disposition based on federal laws, compliance, BOR policy, University Regulation, MAU or Department procedures, or best practices.
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Work Sheet SubmissionUniversity of Alaska (Department) Records Retention/OnBase Document Type and Disposition Schedule
Retention Periods are Expressed in Years Unless Otherwise Noted
Note* If your department has an approved retention and disposition schedule created please attach to this document. You do not need to recreate it on this form.
Record Series/Title *OnBase Document
Type
Minimal Retention
Time
Paper Document Retention
after Scanning
Custodian Location
Disposition Information
Lifecycle
Description/Details
Example: Payment (check/EFT)
Example: Finance Payments UAA
Example: Paper documents (back up to Banner Receipts) 5 Years Digital Copies 1 fiscal year
Example: 6 months after scanning paper document into OnBase. Shred paper document.
Example: Paper-Cashiering Digital- Budget/Finance
Example: Shred paper docs - Delete scanned images from data base
Example: Automatically assigned unique document number, type of payment, name of Payer, amount of payment, payment number, date of payment, assigned to department, accounting data, and Banner Cash Receipt number based on Controller Accounting and Administrative Manual, and UAA Regulations/ MAU Departmental procedures and practices.
Example: Pay-Timesheets - Manage with employment action #2 Record Series1 (HR has a reference document defining and detailing action #2 records)
Example: HR Time Sheet (All MAU HR departments agreed to standardize their documents as "HR")
Example: Termination year + 50 years
Example: 6 months after scanning paper document into OnBase. Shred paper document.
Example: MAU Payroll Section Long term inactive storage2004 and before stored on microfilm, digitize 2005 and later - OnBase
Example: Destroy 51 years after termination shred microfilm, delete digital copies (paper copies shredded after scanned/ digitized)
Example: FICA, IRS, Davis-Bacon Act: 20 CFR 5.5 4y (after tax paid) Business Process Reason: Alaska Division of Retirement (DOR) required verifications. Retain for as long as DOR may require verification.
Example: N/A (Existing Process – request has no impact on current retention/disposition Schedule)
Example: N/A Example: N/A Example: N/A Example: N/A Example: N/A Example: N/A
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If this is a ‘New Process’ request, and you are not familiar with completing the remaining pages of this request form; send it now to [email protected], with a subject line of ‘OnBase Process Request’. Your MAU or Statewide OnBase Administrator will review your request and will contact you in assisting with the next steps in completing the entire request packet.
If this is for ‘Updating an Existing Process’ and you are familiar with all the components of this request form, proceed with completing as much of the packet as you can and send to [email protected] with a subject line of ‘OnBase Process Request’.. If you are not familiar with completing the remaining pages of this request form, send now to [email protected], with a subject line of ‘OnBase Process Request’. Your MAU or Statewide OnBase Administrator will review your request and will contact you if they have questions or in assisting you with the next steps in competing the entire request packet.
--- For OnBase System Administrator Use ONLY ---*Date Received: *Approved: YES NO
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OnBase Process and Implementation Request Form(Request for process to be completed)
The following pages and components are required to be filled out. If you are familiar with completing these components, please proceed, otherwise your MAU or Statewide OnBase System Administrator will assist you.
OnBase Department/Group?
HR Admissions Financial Aid Registrar Finance Housing Other:
OnBase Area to be changed or created
Keywords
Document
Queries Users Workflow Security Group Other:
Modification to and existing Process/Item?
Custom Query Workflow Document Keywords Other:
What document type/s do you need created? (i.e., Checks) (You must also fill out and attach the Records and Retention/ OnBase
Document Type and Disposition Schedule)
Business Impact?
Attach or describe your business process mapping?
Name of MAU contact for coordination
SW: UAA: UAF: UAS:
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KEYWORDS
Common Keywords – These are the standard keywords Per Document Type Group and in order they show up in the keywords box. If these correspond to the document types you are creating please check the appropriate box.
Common AD Keywords:
UAIDReceivingCampusSSNNameLastNameFirstNameMiddleDOBProcessingStatusVisa TypePIDMTermStatusADtoRO
Common FA Keywords:
UniqueIDReceivingCampusAidYearUAIDSSNNameLastNameFirstNameMiddleDOBPIDMFafsaReceivedUAAFafsaReceivedUAFFafsaReceivedUASProcessingStatusDueDateStatus
Common RO Keywords:
UAIDReceivingCampusSSNNameLastNameFirstNameMiddleDOBVisaTypePIDMProcessingStatusROTeamConfidentialityStatus
Common RO Departmental Keywords:
RecievingCampusTermProcessingStatusROTeamStatus
Common HR Keywords:
UAIDReceivingCampusDOBNameLastNameFirstNameMiddle
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KEYWORDS CONTINUED
Please check any other Keywords needing to be added to a specific Document Type
ABA Create Profile Invoice # PO # Termination YearAcademicYear Created By IS Batch # Policy # TimeStampAccount # Created Date Key Number Position 44 TitleADecision CRN Legal Type PreBanner TitleVTypeADecisionBy Crse# Level Prefix TKLADecisionDate Current Student LevelCode PreviousStudent TR #ADto RO Date Mail Attachment Count Priority Level Training DateAdvisor Date Last Attended Mail Attachment Name ProcessbyExpGradTerm Training FacilitatorAidYear Date Requested Mail Bcc ProcessingStatus Training LocationAmount Date Updated Mail Cc Program Training TitleApplicationSource DB Version Mail Cc Address Program Status Transaction #ApplicationStatus Degree Mail Certified Provided by Transaction CodeArticulation DegreeAuditStatus Mail Date ReadyToVerify TranscriptTypeArticulationStatus Department Mail From Received by Transfer DateAudio Date Deposit Date Mail From Address ReceivingCampus TypeAuthentication Description Mail MessageID Recommendation Type of ChangeAuthor Destination Directory Mail Return Path RecommendationBy UAA ADecisionBanner Receipt # Distribution Mail State RecommendationDate UAA ARF DepartmentBatch # DOB Mail Subject Regulation # UAA ARF ProgramBatch Amount Document Handle Mail To Reports UAA Dept ReviewBatch Number DueDate Mail To Address Requested By UAA GARF
DepartmentBox Number Effective Academic Year Major RequestType UAA GARF ProgramBuild Version Effective Date Minor Reservation Number UAA IntlCalendar Year Enclosure Count NameFirst ReviewedBy UAA MajorCampus End Column NameFirst Alt1 ReviewedDate UAA Review StatusCARStatus EPC NameFirst Alt 2 RIM Subject UAA Send to ReviewCARType Exception Code NameLast Roll Number UAID
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Category Exception Reason NameLast (Initial) ROTeam UAScholarCert/Endorsement ExpGradTerm NameLast Alt 1 TranscriptType Union CodeChapter FafsaReceivedUAA NameLast Alt 2 SAP ArchiveLink
BarcodeUniqueID
Check # FafsaReceivedUAF NameMiddle Section Vender #Check Amount FafsaReceivedUAS NameMiddle Alt 1 Security Type Vendor NameCheck Consecutive#
Fax Unique ID NameMiddle Alt 2 Shred Date VerificationBy
CheckSequence# File Name Null Keytype Site ID VerificationCompleteCheckSerial # Fiscal Year OnBase Function Software Version VerificationDateCollege Functional Area OnBase Ins Type SSN VisaTypeComm Type I9 Date OnBase Version Start Column WithdrawlTypeCommittee-Workgroup
IDecision Pay Period Statement Cycle Date Work Mode Code
Complete Date IDecisionBy Pay Period Ending Date Status WP ReferenceConcentration IDecisionDate Payee/Payor Stub AmountConfidentiality Identification # Payment type Student TypeConsultant assigned
In System PCI Compliant Subject
Control Number Institution # PetitionType TermCorresType Internal Chart # PIDM Termination Date
Please list any Keywords that need to be required (Please note that receivingcampus is ALWAYS required):
To create new keywords please fill out the questions below
Are there any keywords that need to be created for you document? What is the field/character length? (how long should the field be? (10, 15, 20 characters in length) Should the field be alphanumeric numeric date field currencyDo you need a dropdown list? If so what are the items that should be listed?
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AUTONAME STRINGS
Common Auto-name Strings Per Document Type Group in order they show up in the autoname string
AD Documents Status – UAID – ReceivingCampus – DocumentType – NameLast, NameFirst – DOB – DocumentDateFA Documents Status – AidYear - UAID – ReceivingCampus – DocumentType – NameLast, NameFirst – DOB – DocumentDateRO Documents Status – UAID – ReceivingCampus – DocumentType – NameLast, NameFirst – DOB – DocumentDateRO Departmental Documents Term - ReceivingCampus – DocumentType - DocumentDateHR Documents UAID – ReceivingCampus – Document Type – NameLast, NameFirst NameMiddle – DocumentDate
Other keywords you would like in the auto-name string? If so please write them in the correct order.
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Custom Queries
Available custom queries to add document types to for retrieval
AD Filter By Appl Source & Receiving Campus = Enter the Application Source, Receiving Campus, Date Range or Term to view AD Application UG and AD Application GR documentsAlt Search for Student File = Enter the appropriate information to locate the student’s file: After locating the student file you will be able to sort by keywordsHR Timesheets filter = search for HR Time SheetsRO CUR Filter = Search for RO Curriculum Action RequestSearch for Student File = Searches for the student file includes only AD and RO documentsSearch for Student File AD FA RO = Searches for the student file includes AD RO and FA documents
Creating a New Custom Query
Please explain what you want to happen.
List the document types you would like to have included in the new custom query.
List the keywords you would like to be able to run a search on.
List keywords you would like to be able to sort on once the documents have been pulled
List the keywords you would like to see showing up in the search results. (They can be different than what you have listed to search on)
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Scan Queues
AD (Processed) (UAA) FA (Processed) (UAA) RIM (Processed)(SW) AD (Processed) (UAF) FA (Processed) (UAF) RO (Processed) (UAA) AD (Processed) (UAS) FA (Processed) (UAS) RO (Processed) (UAF) AD (UAA) FA (UAA) RO (Processed) (UAS) AD (UAF) FA (UAF) RO (UAA) AD (UAS) FA (UAS) RO (UAF)EM (Processed)(UAA) HR (Processed)(SW) RO (UAS)EM (Processed)(UAF) HR (Processed)(UAA)EM (Processed)(UAS) HR (Processed)(UAF)
HR (Processed)(UAF_GI)
Creating a new Scan Queue
To create a scan queue please list document types to be tied to this new scan queueYou must check of the security classes/user groups below who can have access to this new scan queue
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User Groups/Security Classes
Common User Groups/Security Classes Per Document Type Group
Common AD User Groups:
ad_managerad_specialistad_viewadmin_administratoradmin_developem_global_view_adminem_global_view_basicem_scan_adro_uaaem_scan_adro_uafem_scan_adro_uasro_managerro_specialistro_viewtransfer_managertransfer_specialist
Common FA User Groups:
admin_administratoradmin_developem_global_view_adminem_global_view_basicem_scan_fa_uaaem_scan_fa_uafem_scan_fa_uasfa_managerfa_specialist
Common RO User Groups:
ad_managerad_specialistad_viewadmin_administratoradmin_developem_global_view_adminem_global_view_basicem_scan_adro_uaaem_scan_adro_uafem_scan_adro_uasro_managerro_specialistro_viewtransfer_managertransfer_specialist
Common RO Departmental User Groups:
ad_managerad_specialistad_viewadmin_administratoradmin_developem_global_view_adminem_global_view_basicem_scan_adro_uaaem_scan_adro_uafem_scan_adro_uasro_managerro_specialistro_viewtransfer_managertransfer_specialist
Common HR User Groups:
UAIDReceivingCampusDOBNameLastNameFirstNameMiddle
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OnBase User Groups available for request
ad_confidential dept_review_uaa_engr hr_administrator international_reviewad_manager dept_review_uaf_cem hr_concurrent_license mau_printing ad_specialist dept_review_uaf_cla hr_pay_index_sw mau_redact ad_view dept_review_uaf_cnsm hr_pay_index_uaa residency_processingadmin_administrator dept_review_uaf_crcd hr_pay_index_uaf rim_staffadmin_develop dept_review_uaf_inds hr_pay_index_uaf_gi rim_view admin_document dept_review_uaf_sfos hr_pay_index_uas ro_confidential admin_exception dept_review_uaf_snras hr_pay_manager ro_manager admin_keyword dept_review_uaf_soe hr_pay_review_sw ro_specialist admin_printing dept_review_uaf_som hr_pay_review_uaa ro_viewadmin_process dept_review_uas_bpa hr_pay_review_uaf sw_helpdeskadmin_query dept_review_uas_cas hr_pay_review_uaf_gi tech_support admin_scanning dept_review_uas_cte hr_pay_review_uas transfer_manager admin_security dept_review_uas_hs hr_pay_scan_sw transfer_specialist admin_sys dept_review_uas_voct hr_pay_scan_uaa uaa admin_workflow em_concurrent_license hr_pay_scan_uaf uafdept_em_uaa_admin em_global_view_admin hr_pay_scan_uaf_gi uasdept_em_uaa_director em_global_view_basic hr_pay_scan_uasdept_em_uaa_security_admin em_scan_adro_uaa
hr_pers_index_sw
dept_em_uaf_admin em_scan_adro_uaf hr_pers_index_uaadept_em_uaf_director em_scan_adro_uas hr_pers_index_uafdept_em_uaf_security_admin em_scan_fa_uaa hr_pers_index_uaf_gidept_em_uas_admin em_scan_fa_uaf hr_pers_index_uasdept_em_uas_director em_scan_fa_uas hr_pers_managerdept_em_uas_security_admin fa_appeal hr_pers_review_swdept_review_uaa_cas fa_manager hr_pers_review_uaa dept_review_uaa_chsw fa_specialist hr_pers_review_uaf dept_review_uaa_coe Fa_view_bo hr_pers_review_uaf_gi dept_review_uaa_cpbb grad_school_review hr_pers_review_uas
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dept_review_uaa_ctcRequest new user group/security class
Why is this security class needed? What document types should be tied to this security class?
What workflows should be tied to this security class?
Please check all privileges needed for this user group/security class
create documents delete documents modify documents view documents
scan documents index documents
create notes delete notes modify notes view notes
modify keywords view keywords
import print
workflow foldering
Custom query Retrieve
user options workstation options toolbar configuration
thick client thin client (web client)
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WORKFLOWS
Will you need a workflow? Yes No
OnBase Workflows and Queues – Listed below are the existing workflows for student and enrollment services.
Workflow Queue Workflow Queue Workflow QueueAD Change of Major AD Processing AD Review
ADCM Processing ADP Processing ADR ReviewADP Application Processing ADR Correction
AD Dept/Grad Review ADP Mail Out ADR Data EntryADDG UG Dept Review ADP NOBADDG GRAD DEPT Review
ADP Residency Approval AD Transfer to RO
ADDG Dean Review ADP Manager
AD Intl AdvisorADIA Review
Workflow Queue Workflow Queue Workflow QueueAD UAA Review FA Processing
ADAR Review FAP VerificationADAR Manager FAP Business OfficeADAR Test Score FAP C-FlagADAR UG Dept Review FAP LoanADAR GR Dept Review FAP ForecastADAR Graduate School Review FAP OtherADAR Intl Review FAP Professional Judgment
FAP ScholarshipFAP VeteransFAP SummerFAP Hold
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Workflow Queue Workflow Queue Workflow QueueRO Graduation RO Processing Transfer Credit
EvaluationROG Processing ROP Registration ROT Evaluation (New)ROG Awaiting Graduation ROP Records ROT Evaluation (Continuing)RPG Review ROP Transcript RequestROG Audit Complete ROP CorrespondenceROG Audit Incomplete ROP
Publications/SchedulingROG Incoming Mail ROP RegistrarROG Petition
Final Approval for OnBase Process Request (Name of
MAU Approver)
SW: UAA: UAF: UAS:
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