Welcome!

Introductions

David Cheney Document Management Consultant for SunGard HE

Based out of Virginia Beach, Virginia

6+ 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”

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

Agenda - Wednesday

Continuation of Basic End User Training

Exercises to build skill and comfort level

BXS Integration Training

New Banner Screens & how to use them

Building Checklist Requirements

Building and or Changing Context Rules

More Exercises

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

Agenda – Thursday

System Configuration

Security (user, group & document level)

Building New Applications, Modifying Existing Applications

Data Import

Any Follow-up training from previous sessions

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

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

SunGard HE BANNER XtenderSolutions

1. Collect information

2. Manage information

3. Deliver information

Document Management Solution Overview

ApplicationXtender

ScanXtender

WebXtender

ApplicationXtender

Indexing

Organization

Storage

Retrieval

Cost effective and fast access to a central pool of information

ApplicationXtender 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

With ApplicationXtender 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

ScanXtender

Scan

View

Store

Effective scanning module integrated with ApplicationXtender

ScanXtender Features

Batch Scanning

Image Enhancement

Move Online

Printing and faxing

WebXtender

Retrieve, view and manage your documents using standard browsers

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

Efficient and inexpensive content delivery – both inside and outside organization

WebXtender 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

With WebXtender 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

Banner XtenderSolutions: 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

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

Banner XtenderSolutions 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

Banner XtenderSolutions - Banner Data Integration

Shared information repository

Indexing data look-up and validation

Reduces operator querying time and indexing error

Maintains all active and inactive record information in one database

Banner XtenderSolutions Screen and Event Integration

Single user login with extensible and comprehensive security

Launching all types of documents from Banner screens

Automatic updating of Banner tracking and requirements lists

Launching of Workflow processes and events

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

Screen Integration

Banner toolbar button calls BXS library

Data and context points are established

Context rule is invoked if present

Query is formulated based on rule and associated parameters

ApplicationXtender or WebXtender is invoked

Results are displayed

Banner Integration

Banner Integration

Security Integration

Banner toolbar button calls BXS library

Login information is passed to ApplicationXtender and WebXtender

Database connection is made via user login or stored credentials

Password-protected role is invoked

Fund/Org security checked for Finance docs

Banner Integration

Data Integration

Key data elements are synchronized between Banner tables and BXS tables

BXS 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

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

Easy Document Access

User performs activity on particular Banner form

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

15 Minute Break

When we come back:

Live look at ScanXtender

Hands on Scanning

Live look at ApplicationXtender & WebXtender

Hands on Indexing