SMART Upgrade 2012

1. SMART Upgrade 2012 Infolinx 3.2

2. SMART • State of Missouri Agency Records Tracking System • First implemented in 2008 • Last upgrade in 2010 - Addition of Dashboard and Cart • Current upgrade - New color scheme and more modern design - Updates to the back end of the system

3. Quick Definitions • For the purpose of this presentation the version of SMART that you are familiar with will be referenced as SMART 2.4 • The upgraded version of SMART will be referenced as SMART 3.2 These numbers reference the version of the vendor software.

4. Why Upgrade? • Need to stay ahead of technological obsolescence • As technology changes, older systems are not supported. • To take advantage of better technology

5. For Users • A small learning curve • Records Analysts will continue to act as a help desk • The link to SMART remains the same • Login credentials remain the same • The same raw data as before – your information has not been added to, removed or changed

6. Updated Login Page You will be able to access SMART 3.2 from the same link you used for SMART 2.4 starting at 12 pm Monday September 17. Your username and password will remain the same. If you have any trouble please contact your Records Analyst. Contact information is on the last page of this PowerPoint.

7. Home Page The home page looks different, but upon closer inspection all of the links, tabs and buttons that were in the older version are present. The new version has a new color scheme, added icons and uses more up-to-date design elements such as gradients and rounded corners on the buttons.

8. Home Page Top level navigation • Manage Label Queue has been renamed “Labels” • The Help link will show information directly related to the page you are on when clicked. Just like the previous version of SMART, Infolinx 3.2 has been modified to suit the State of Missouri’s needs. For further help or any questions contact your Records Analyst. • Records Management encourages the use of the logout link when you are finished. Otherwise you may not be logged out of SMART correctly. If this occurs, the next time you login you may be asked if you want to start a new session. Click on the start a new session button and login.

9. Reports The run report button has moved from the bottom of the screen to the upper right hand corner.

10. Reports/Labels You may notice some small changes in the font and layout of various reports and labels. This is due to a change in the reporting software from SMART 2.4 to 3.2. The information should still print inside the normal label boundaries. If not, please contact your Records Analyst.

11. Home Page Quick Search Area The quick search area will have the same search fields available as before. The “Go” button has been renamed “Search.” These buttons have moved from the far right to the far left of the quick search area. Your search criteria will not automatically appear as it did in SMART 2.4. To find review your search criteria in 3.2, use your mouse to rollover (Rollover for Current Search)*** and your information will appear in a popup.

12. Home Page Grid Results Area The search results will appear within the home page grid area. Instead of using the browser window scroll bar, the results will appear within their own window, with a separate scroll bar. The print link is now an icon of a printer.

13. Home Page Grid Results Area When your search results appear, some information, such as Department, Box Barcode and Current Location act as links. When you roll over these links with your mouse, box or location information will appear.

14. Thinking… When SMART 3.2 is retrieving information the screen will darken and the word “loading” with an animation will appear. There is also a cancel button if you wish to cancel your action.

15. Preferences The preferences link has the same information, but in a different format. To update the number of results you receive in the home page grid, you may go to either the Home Page link (the icon of the house) or the Dashboard.

16. New Icons SMART 2.4 SMART 3.2 SMART 2.4 SMART 3.2 Box Record Series User Folder Microfilm Hold Place Supply Request Shelf

17. Creating Creating boxes and files in SMART 3.2 is very similar to 2.4. The information fields as well as some buttons have been moved. The “Save & New,” “Save & View,” “Save &Close,” and “Close” buttons are no longer clicked on the top and bottom of the page. They are now located in the upper right hand corner. Like on the Home Page, the “Go” button has been retitled “Search.”

18. Date Fields To enter dates into the system, you can either use your keyboard or click on the calendar icon to the right of that field. A calendar will appear that will allow you to choose a date. While the calendar may appear convenient, most users will find it more efficient to continue to type in dates.

19. Holds Boxes could be placed on hold in SMART 2.4 through the use of checkboxes. To apply a hold in SMART you must search for the hold first. The easiest way to do this is to search for all of the holds using the wildcard in the system “%” then select the one you want. Once a hold can be lifted it is very important to release the hold or contact records management if the system does not allow you to.

20. View Page When on the View Page for boxes, files, or microfilm the action buttons have moved from the left hand side to across the top.

21. Viewing Record Series You may notice some new fields when viewing record series information. These fields are “Boxes for this Record Series,” “Microfilm for this Record Series,” “Files for this Record Series” and “Electronic Records for this Record Series.” These fields have been turned off for security reasons. Please disregard them.

22. Dashboard The improved dashboard, available from the Dashboard link in the top-level navigation makes it easy to find the boxes and files in your possession, requests, and change your preferences.

23. Barcode Scanners SMART 3.2 will want to install an ActiveX plugin on your computer. Installation of the plugin is only necessary if you will be using a tethered or portable scanner. Upon login, you will see a yellow bar across the top of your browser. Installing this ActiveX file will allow you to use your tethered scanner. You will know if the plugin has been installed correctly when you see the image below next to your cart. The ActiveX plugin for portable scanners will appear once you click on the Utility link in the top navigation menu and then the Scanner Download link. You will then see the yellow bar across the top of your browser. Installing this ActiveX file will allow you to use your portable scanner. You will know if the plugin has been installed correctly when you see the image below on the Scanner Download page.

24. Errors? Records Management has worked to identify as many problems as possible. If you receive any error messages, or have other issues with the system, please contact your Records Analyst.

25. Contact Information Nathan Troup, Senior Records Analyst nathan.troup@sos.mo.gov; (573) 751-4219 Agency Assignments: Governor; Lieutenant Governor; Secretary of State; Auditor; Treasurer; Attorney General; Legislature; Courts; Office of Administration Larry Barrett, Records Analyst larry.barrett@sos.mo.gov; (573) 751-2944 Agency Assignments: Agriculture; Conservation; Elementary and Secondary Education; Higher Education; Social Services; Revenue; Natural Resources; Highway and Transportation Casey Lawrence, Records Analyst casey.lawrence@sos.mo.gov; (573) 526-1258 Agency Assignments: Corrections, Economic Development; Insurance, Financial Institutions, and Professional Registration; Health and Senior Services; Labor and Industrial Relations; Mental Health; Missouri State Employee Retirement System; Missouri Consolidated Health Care Plan; Public Safety