Kawartha Pine Ridge District School Board

1. Kawartha Pine Ridge District School Board myKPR and Docushare Information Management Solutions for Staff

2. Agenda • Who We Are • Our Docushare Implementation • Exploring our Docushare Environment

3. Kawartha Pine Ridge Snapshot • 75 elementary schools, 19 secondary schools including four adult learning centres • 7,000 square kilometres • 33,000 students • 3,500 employees

4. Docushare In Action • Customized and branded • Dynamic Content • Records Management • Custom Objects • Integration with other systems • Scanflow Store • Full Active Directory Integration • Multiple servers (public and intra-only)

5. Document Management

6. myKPR Staff Intranet • Branded to the look and feel of KPR • Clean login page with simple instructions for staff • Network username and password • Photos of staff

7. Home Page Orientation • Customized by user role • Quick links to applications • Main area for bulletin board • Menu bar that carries throughout Docushare • Large quick search link to encourage users

8. Navigating myKPR • Custom menu bar wherever you are • Drop-down menu items • Collections visible to those with appropriate rights • Always a quick link back to home page

9. Content Review • Dynamic content published by trained contributors (by department) • Sorted by type of role (school or admin) for general • Departmental areas • Multimedia training videos • Individual content (emailed or scanned) • Board records • Links to applications and websites

10. Users and Permission Levels • 3 license types: CPX, 6.0 and read-only • CPX - System administrators, power users and trained contributors • 6.0 - Administrators, secretaries, managers • RO – Teachers, custodians • Most groups pulled from Active Directory • Users provisioned via Active Directory

11. Records Management • Integration with core admin systems • Polls external application folders and pulls records into Docushare • Declares them as customized objects with custom attributes • Attaches a lifecycle • Notifications, file movement and auto-expunging • PAY REGISTER eg.

12. Payroll Records • Generated each pay, reside in network folder • Custom code polls the folder from a scheduled task and picks up files with a specific name • Declares them as custom objects and puts in specified collection • Attaches retention end date and route • Triggers on retention end date and moves to hold folder – emails manager role • After 30 days, if not claimed picks up delete date and expunges file – emails manager

13. Bell Mobility Billings • Bell Mobility’s « bill in a box » • One 1300 page (double-sided) master bill for 380 cell phones • Copy of master to file, copies of individual bills to owners, original to finance • Overall time to process: 3 days

14. Scanflow Store Solution • Scanflow Store and Zonal OCR to the rescue • Separated each bill by zone recognition, OCR’d, PDF’d • Scanflow Store created individual folders in Docushare and put in the bills • Each monthly bill will be scanned once • Users have permissions to retrieve their bills on demand

15. Public Website Documents • Separate Docushare server • Public access from the web • Quick, easy searching • Departmental responsibility for publishing and maintaining content • Incremental License

16. Thank You! Kawartha Pine Ridge District School Board 1994 Fisher Drive Peterborough, ON K9J 7A1 (705) 742-9773