Pennsylvania Banner Users Group 2008 Fall Conference Banner Document Management System (BDMS)

General Announcements: Please turn off all cell phones/pagers If you must leave the session early, please do so as discreetly as possible Please avoid side conversations during the session Questions will be answered ….. Thank you for your cooperation

BDMS Components & Versions BDMS 7.2 License Server 5.4 Document Manager 5.4 Image Capture 5.4 Reports Manager 5.4 Disk Xtender 2000 DX License Server 6.2 Web Xtender 5.4 XS Admin 5.4 Number of software components is quite extensive.

BDMS Storage – Extended drive on the SAN 200GB SCSI drive currently ¾ full Server and SAN are connected via a 1 GB Ethernet network using the iSCSI protocol Our storage for the bin files is an extended drive on the SAN. It’s a 200 Gig SCSI drive currently sitting at ¾ full. The two are connected via a 1 gig Ethernet network using the iSCSI protocol. Since the disk is on a SAN it appears as a locally-attached disk to the Windows operating system and any other applications running on the server. So lets take a look at the graphical representation of our system.

Application Generator BDMS Oracle DB Application Generator Disk Xtender XSAdmin License Server SCSI This will give you a general idea of all the pieces. Think of this system as a car. XS Admin – System Configuration Database – Oracle Extended SCSI Drive – Bin File Storage License Server – Disk Xtender – Manage bin files, merge, purge (Jukebox) WebX & User Workstation – User software scanning retrieval Application Generator – Application and user management Reports Manager – Create auto import definitions Banner on top or side WebX Reports Manager User Workstation (AX, SX, App Gen)

Xtender Solutions Administrator XS Admin is where all the system settings are configured. Everything that you see in XS Admin is stored in the database. You can have XSAdmin installed on several workstations or servers, but don’t ever have more than one XSAdmin session open at a time. On the data sources node you’ll see our databases and the connection information associated with them.

Extended Drive When you view the drive you see a folder for each application.

License Server There’s not much to explain here other than the break out of licenses.

Disk Xtender Manage bin files/extended storage.

In Application Xtender Document Manager – You can see the applications list on the right, document index in the center, the document to the left and the query window at the bottom. In the Applications List window you can see my data sources. BANR and Imaging. As you can see I can be logged into both of them at once and I can easily switch back and forth between them. ESALINK & ERALINK

Image Capture Here you see Scan Xtender Image Capture – Scanning icons are front and center. You can see the page that I scanned. The icons for the rubber stamp application are across the bottom. This is great for scanning large volumes of documents or batches, you can also scan and index on the fly. Rubber Stamp – Stamp a document (Pre-defined annotations that can be used to describe certain events) Annotations – Make comments on a document Redactions – Hide sections of a document

Application Generator Application Generator is where you’ll create and modify applications as well as create and maintain user accounts and roles. You can import all your Banner users into App Gen if you like, I choose to create the accounts as requested because all of our Banner users do not need imaging system accounts.

Reports Manager We use Reports Manager to automate the import/indexing of admissions statistics reports, award and decisions letters. On a side note we also use the image import and key reference import wizards (which are separate utilities/programs that get installed) to process our student photos. We display the photos in custom student/employee searches as well as the class directories.

BDMS From the Banner side this is the first form you will touch to configure EXAINST. The single sign-on key is where you enter a password to be used for the WXCryptoComponent. You’ll also need to make sure this password is in the web.config file on your WebXtender. There are two ways you can push your users from Banner to the imaging system one is using the fat client and the other is web client. You can see both options listed here but for the INB-AX Bridge to work you need to have a file setup on each users workstation. I find the fewer components I have to manage on a user workstation the happier I am and the web client meets their needs. I would say about 90% of my users are web client users. A few die hard users and those that do the scanning/importing have the software installed. Even still, when accessing imaging from Banner they use the web client. If they have a need to do more than just view a document they will open the fat client and work from there.

Another form you will become very familiar with is EXABCXT – This is the form you will use to link your imaging system applications to banner forms. You see the banner form sections, the imaging system application and document types they link too. As you can see you can take it right to the item value level. In the Context search area you see what items need to match between the two systems for documents to be displayed. If this was a student record you might see ID, Term Code, and status listed here. I’ll use HR as the example since that is the banner area I support. If I was viewing the peaempl form, with my cursor on the leave reason code and I click on the imaging system icon I would be taken directly to the document or documents indexed for that person and document type.

On ETVAXAP you actually specify which applications are integrated with Banner. You can see three of my custom applications listed at the bottom. If I did not have my custom applications listed here I would not be able to have my indexes automatically populated with Banner data. The process of creating custom applications that are integrated with Banner is well document in Chapter 10 of the Banner XtenderSolutions Administration Guide Release 7.1

BDMS Imaging Access Points Banner Xtender Solutions – Will pull document or query based on rules defined in EXABCXT BXS Add Document – Will populate indexes based upon the record you are viewing Tools Menu – Banner XtenderSolutions You can access the imaging system two ways from any Banner form, either from the icons on the tool bar or the Tools menu. The first icon on the tool bar will perform a query and return the documents based on the rules defined on EXABCXT. The second icon will allow you to add a document pre-populating indexes based on the record you are viewing. The same options are available on the tools menu.

BDMS Here is a example of what the user would see if they access BDMS.

Open to the Floor Questions Comments Dorie Minich dminich@messiah.edu