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

Learn how San Mateo County Community College District leverages Banner Xtender for efficient document management. Explore basic concepts, applications, indexing, retrieval, and integration with Banner forms. Gain insights on implementation, security, and planning for a successful transition. Contact Edgar Coronel at coronele@smccd.edu for more information.

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

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  1. Document Imaging - Real World Use and Application of Banner Xtender Solutions Edgar Coronel – San Mateo County Community College

  2. 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

  3. 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

  4. 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

  5. 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

  6. Basic Concepts Page Document Application

  7. 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)

  8. STUDENTS Application

  9. List of Applications

  10. 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

  11. Batch Header

  12. Scanned Document

  13. 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.

  14. 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

  15. Key Reference Index

  16. 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

  17. Banner Form Click on icon

  18. Within WX

  19. 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

  20. Student Area • Two main applications • STUDENTS • COURSES • At CSM, scanning and indexing is done in the A&R and Counseling offices • Document Level Security

  21. STUDENTS Application

  22. STUDENTS Doc Types

  23. COURSES Application

  24. COURSES Doc Types

  25. 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

  26. B-R-TREQ Application

  27. B-R-TREQ Doc Types

  28. B-R-TREQ Doc Types

  29. 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.

  30. B-F-DOCS Application

  31. Finance

  32. Finance

  33. Overall Document Counts

  34. 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?

  35. Questions? • Edgar Coronel – coronele@smccd.edu

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