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Document Imaging - Real World Use and Application of Banner Xtender Solutions Edgar Coronel – San Mateo County Commu PowerPoint Presentation
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Document Imaging - Real World Use and Application of Banner Xtender Solutions Edgar Coronel – San Mateo County Community College. Introduction. Purpose

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Document Imaging - Real World Use and Application of Banner Xtender Solutions

Edgar Coronel – San Mateo County Community College

introduction
Introduction
  • Purpose
    • The purpose of the presentation is to share SMCCD’s experiences using Banner Xtender for over 5 years throughout the various functional areas of the institution
introduction1
Introduction
  • San Mateo County Community College District Consists of there colleges:
    • College of San Mateo
    • Cañada College
    • Skyline College
  • Located in the San Francisco Bay Area
  • Enrolls over 25,000 Students
  • Banner users since 1993
  • Xtender users since 2003
what is banner xtender
What is Banner Xtender?
  • Banner XtenderSolutions is the only imaging and document management solution suite that launches documents and content directly from Banner (SungardHE website)
  • It’s a document management system that is integrated with Banner
basic concepts
Basic Concepts
  • Think of an imaging system as a set of “electronic filing cabinets”
  • ApplicationXtender uses a data hierarchy to organize stored data
    • The highest level of organization in AX is the application
    • The next level of organization in AX is the document
    • The last level in the AX data hierarchy is the page and page version
basic concepts1
Basic Concepts

Page

Document

Application

basic concepts2
Basic Concepts
  • WebXtender (WX) – Main user interface into Xtender
  • Application Generator (AppGen) – Interface used to create and maintain users, applications and authorizations
  • Applications – It’s the “electronic drawer”
    • Delivered baseline applications
    • Can modify delivered applications or create new ones (We created a STUDENTS application because the baseline application, B-S-ID had required fields we did not want to use)
basic concepts3
Basic Concepts
  • The process consists of three main functions
    • Scanning
    • Indexing
    • Retrieving (querying)
  • Scanning/Creating Documents
    • Create a batch of documents from a scanner
    • Create a batch of documents from imported files
basic concepts4
Basic concepts
  • Indexing
    • Indexes allow you to efficiently organize and search through stored documents
    • Indexes consist of one or more fields where descriptive information pertaining to documents is stored.
    • The information in these fields is used to retrieve specific documents from AX.
indexing
Indexing
  • Key Reference Indexing
    • Enter data into one primary, or key, index field. When you press [Tab], WX populates the remaining index fields with data from the record in the Key Reference table that corresponds to the key index field value
    • Key Reference Table is populated by Banner
  • Stand alone applications (not integrated with Banner) uses manual indexing
basic concepts5
Basic Concepts
  • Document Retrieval
    • WebXtender provides a variety of search and retrieval methods to allow you to perform queries to retrieve a specific set of documents
    • Search by Index, Search by Wildcard, Search by List of Values, etc.
    • From a Banner Form
slide17

Banner Form

Click on icon

banner integration
Banner Integration
  • Indexing
  • Image retrieval directly from Banner forms
  • It contains real time person information from Banner
  • Link to Fin. Aid tracking (RRAAREQ)
  • Link to Admissions checklist (SAADMS)
  • Requirements updated in real-time
student area
Student Area
  • Two main applications
    • STUDENTS
    • COURSES
  • At CSM, scanning and indexing is done in the A&R and Counseling offices
  • Document Level Security
financial aid
Financial Aid
  • Using the B-R-TREQ – Banner Financial Aid Tracking Req (baseline) application
  • At Skyline, scanning and indexing being done in the front office and back room
  • Some document types are setup to automatically satisfy requirements
  • Added field to track loan documents
finance
Finance
  • B-F-DOCS is the main Purchasing/AP application
  • Index is about documents (POs and Checks)
  • At San Mateo, these functions are centralized at the district office
  • Scanning and indexing is done at the D.O.
final thoughts
Final Thoughts
  • Planning the index fields and document types is the key to implementing an application
  • Think of document management as an integral part of your business process
  • Converting old documents
  • Items to consider when planning index fields
    • Security and privacy issues
    • Description vs quick data entry
    • How are users likely to search for documents?
questions
Questions?
  • Edgar Coronel – coronele@smccd.edu