12138

12138© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID
Introduction to Banner Document
Management
Mary Ellen Cravotta, Rex Lin
Ellucian
April 12, 2015
Session ID 12138

Session rules of etiquette
• Please turn off your cell phone/pager
• If you must leave the session early, please do so as discreetly as possible
• Please avoid side conversation during the session
Thank you for your cooperation!

Introduction
• This session will be provide a high-level overview of the Banner
Document Management product and how it can assist your
institution in addressing the challenges of document storage while
reducing the need of the physical storage of documents.

Agenda
• Higher Education Document Challenges
• Banner Document Management – What is it?
• Banner Document Management Administration
• Banner Document Management Integrations
• Banner Document Management & Security
• Banner Document Retention
• Additional Banner Document Management Sessions
• Questions & Answers

Higher Education Document Challenges
What are the barriers today?

Higher Education Document Challenges
Costs of filing, managing,
locating, and destroying
documents
Difficulties connecting
documents to business
processes and data
Rising customer service
expectations and flat
or shrinking budgets
Risk and expense of
poor document lifecycle
management
Document
Challenges
What
are your
document
challenges
?

Banner Document Management –
What is it?

Banner Document Management
• Banner Document Management (BDM) captures, manages, and
processes all documents campus-wide, including within familiar
Banner contexts.
• Ellucian partners with EMC Corporation using their
ApplicationXtender document management product suite, which
includes a desktop client and a web-based feature in addition to
several tools within the product and several add-on products for
single or bulk capture and indexing of documents.

BDM Flexibility
Core
• Baseline integrations, including Banner, Workflow, Luminis
• Banner-integrated document retention and disposition
• Web and high-volume ISIS scanning, plus barcode and zonal OCR
• Removable media and portable document collection creation
• MS Office 2010 & 2013 integration, including scanning and annotation
Options
• Automated bills, letters, PDF and paper capture
• Connector module for non-IT integration to any system
• Full-Text indexing and search

BDM Flexibility
• Banner Forms (Internet Native Banner, XE (future))
• Banner Travel and Expense Management
• Banner Workflow
• Self-Service Banner (Employee SSB - Faculty Load and Compensation)
• Luminis Platform
• Banner Student Aid
• CAS Single Sign-on (currently SAML, future SAML2)
• Banner Entity Identity Service (BEIS User Provisioning)
• Multiple Entity Process (MEP)
• Ellucian Recruiter
• Ellucian Advance

EMC ApplicationXtender
Core components
• Desktop client and Browser-based component (Web Access .Net)
• Administrator tools (AX Administrator & Application Generator)
• License Server
• AX Web Services
• Image Input utilities (Image Capture, ImageIndexImport)
• MicroSoft Office Integration (AX for Office)
Add-on products
• xPlore Full-Text Search, QuickScan Pro (QSP), Reports Management,
and ApplicationXtender Connector

Types of Objects BDM can handle
VideoDigital Images
Digital Files
Redactions, Notes,
and Annotations
Computer Output
Faxes
& Email
Color ImagesScanned
Documents
Engineering Drawings
Audio

Selected Terminology
Terminology
• Application - a collection of documents, characterized by a
common index structure.
Application
B-S-ID,
B-S-ADMN,
B-R-TREQ,
B-F-DOCS,
…
Ellucian
delivers 20 [Index Fields]
• act as labels – ex: ID, TERM,
APPLICATION NUMBER)
[Documents]
[Pages]

• Index Fields
− Sample index structure for Student Admissions Checklist Requirements
(repository name is B-S-ADMN):
Index field data type can
be:
• Text
• Date
• User-defined list
• Integer

• Key Reference – a lookup table that contains key Banner data, such as
ID, LAST NAME, FIRST NAME, etc., used frequently during the document
index process.
• Auto-Index – a lookup table that contains Banner data, such as checklist
requirements, that can be used during the document indexing process for
easy reference to Banner data without accessing Banner.
• Context and Parameter rule – used in BDM integration with Internet
Native Banner to pass predefined data from a Banner form to
ApplicationXtender to assist in both document indexing and retrieval.
• Document Type – a set of codes to identify the type of document, such
as COLLEGE TRANSCRIPT, HIGH SCHOOL TRANSCRIPT, etc.

User Interfaces
AX Desktop client
• Installed on work
stations and accessible
only from that
workstation.
• Allows scanning,
importing, copy/paste
functionality.
• Annotating.

User Interfaces
ApplicationXtender
Web Access
• Accessed from any
browser, such as
Internet Explorer,
Firefox, Chrome,
etc.
• Allows scanning
and importing of
documents.
• Annotation

User Interfaces
ApplicationXtender Web Access – Add New Document(s)

User Interfaces
ApplicationXtender Web Access – Query for documents

User Interfaces
ApplicationXtender Web Access – Batching documents
• Create a batch of
documents in an
application.
• Once all
documents
batched, you can
start indexing or
come back later to
index.

User Interfaces
ApplicationXtender Web Access – Batching documents
• List of batches shows the number of pages in the
batch.
• Open the batch to review documents before indexing
and then index.

Administration

BDM Administration - ApplicationXtender
ApplicationXtender Administration Tools
• Administrator
• Application Generator
• User Profile Administration

ApplicationXtender Administrator
• Define DataSource (Banner
database) and access information.
• License Server.
• Storage – paths to image files.
• AppXtender Web – credentials,
user account, etc.
• Servers – location of server files
and servers themselves.

ApplicationXtender Generator
• Create APPLICATIONS
• Create USERS
• Create GROUPS
− Assign users to these & all users
within group have same
privileges
• Annotation Groups
− Additional group/user privileges

• Create APPLICATIONS
− Document Repositories
− Define index structure, where documents are stored/located, Document Level
Security (DLS)

• Create USERS and GROUPS
− Assign users to groups and all users
within group have same privileges Privileges to all Applications
Privileges to specific Application

BDM Administration – Banner
BDM Administration forms in Banner

Integrations

BDM – Banner Forms Integration
BDM Integration with Banner Forms
• Two shortcut buttons on INB toolbar.
− Display Document, Add Document.
• Available from any Banner form.
Display Document Add Document

BDM options under the “Tools” menu
• Provides additional options for ‘Add New Document/Page’.
• Add New Document/Page sub-menu option highlighted is from BDM user
preferences choices on EXAUPRF.

BDM Integration from Banner forms
• BDM User Preferences (EXAUPRF) settings control which AX component to use.
or

Uploading & Indexing Document using INB Integration
• Banner administrative modules (Admissions, Financial Aid, Advance,
Finance, HR)
• Uses BDM Single Sign-On to authenticate Banner User is a valid BDM
user in ApplicationXtender and seamlessly connects to
ApplicationXtender.
• Uses an encrypted URL to connect to ApplicationXtender Web Access UI.
• Uses a BDM-baseline integration module to connect to AX Desktop client.
• Passes Banner context & parameter data, as defined in the BDM admin
form EXABCXT, from an INB form to ApplicationXtender.

BDM Context/Parameter Rule
• Provides a mapping of Banner data to the BDM application index fields.
• Can be defined at the Form, Form Block-level, Item-level, and Item Value-level.
• Used when querying for documents from an INB form and when adding a
document from an INB form.
• Advantages:
− Improves efficiency and reduces errors when indexing documents – the more
fields defined in a rule, the less data entry by the BDM user is required.
− Querying for document is more efficient, since you can .
• BDM Delivers over 600 rules, but you can create, modify or delete to fit your
needs.

BDM Integration with Banner Student Admissions and
Financial Aid
• Allows for update of Banner Admissions checklist items or Financial Aid
tracking requirements based on BDM document index events:
— Insert, Update, Delete of documents
• Specific Applications only: B-S-ADMN, B-R-TREQ
• Rules Forms: ESALINK, ERALINK
35

BDM Integration with Banner Student Admissions and
Financial Aid
• ERALINK – BDM Financial Aid Requirement Linking rules
• ESALINK - BDM Student Admissions Checklist Requirement

Data Lookup and Real-Time Synchronization
• Data Look-up
− Auto-Index – Provides a list of Banner record data for an ‘ID’ that is used when
indexing and provides easy reference to Banner data without accessing Banner.
o Example: Student Admissions Checklist Requirements
− Key Reference - Pulls in the key information when indexing a
document, which streamlines the indexing process and also acts as a
verification process for the indexer.
• BDM synchronizes Banner data with the AX look-up tables when records
are added or updated in Banner.
− Populates Key Reference, Auto-Index, User-Defined List tables with the
Banner data, including the BDM “Document Type Codes”.

BDM - Other Integrations
• Luminis 5
− BDM portal provides the ability to search and display documents, plus
add documents from the BDM portlet.
• CAS Single Sign-On
− BDM user authenticates to CAS instead of ApplicationXtender’s
security process. (currently SAML, future SAML2)
• Banner User Account Provisioning
− Provisioning of account information to BDM. Single Sign-on among
applications protected by a central access manager.

• Self Service Banner (SSB)
− Uses BDM logic to allow displaying or adding documents from a SSB
page.
− Samples provided to use for customization to fit your needs.
− Delivered in Employee SSB – Faculty Load and Compensation.

• Multiple Entity Process support
− Enable two or more entities to coexist in a single application document
repository, with apparent separation of data.
− Extends the limited AX Document Level Security (DLS) model.
• Banner Workflow Events
− BDM document indexing operations, for any application, can generate a
Workflow event to the Banner General Events table.
• Banner Travel & Expense
− BDM functionality supported: Query for documents, upload, view and
delete documents from a Travel & Expense report or authorization.

Banner Document Management &
Security

BDM and Security
• Baseline
− BDM users are generally assigned Banner User IDs in Banner.
− BDM users are added to ApplicationXtender using Application
Generator utility.
− Password synchronization between the user’s BDM AX account and
their Banner User account occurs upon login to AX the first time from
Banner or when the Banner User changes their password in Banner.
− BDM SSO eliminates the need for the user to login to AX from INB.
− The BDM User’s ID and password are encrypted.
• BDM also supports CAS SSO.

BDM and Security
BDM
• Credentials passed from INB to BDM are encrypted.
• Banner Finance Fund/Org security.
− BDM user must be Banner user and set-up on FOMPROF.
• Banner HR security.
− BDM user must be Banner user and set-up on PTRUSER, PSAORGN,
PSAECLS, PSAEMPR.
• Banner Enterprise Identity Services.
− Centralized user authentication within your institution.

BDM and Security
ApplicationXtender
• CM Security Provider
− ApplicationXtender pre-packaged security provider.
− User passwords are managed by AX and stored in
OTGMGR.AE_LOGIN table.
− BDM synchronizes Banner user passwords when AX/WX is accessed
from Internet Native Banner.
− Simplifies user maintenance.
• Document Level Security (DLS)
− Restricts BDM user to a specific set of document types.

Banner Document Retention

Banner Document Retention (BDR) provides a cost-effective solution for
managing the disposition of documents in ApplicationXtender. Specifically,
BDR provides the following features:
− Rules based on Banner data or index fields in BDM applications.
− Ellucian delivers some common rules, but others can be added by you.
− Documents can be removed in bulk, according to user-defined disposition rules.
− Audit information for maintenance transactions performed on rules and their
accompanying functions and attributes.
− All ApplicationXtender documents can be evaluated for disposition.
− This includes Banner-related documents for delivered applications, Banner-
related documents for custom applications, and documents for non-Banner
applications.

• 5 administration forms to define rules.
• 4 new tables
• 4 PL/SQL packages containing baseline-delivered rules processes.
• New JobSub process to run the disposition evaluation process.
• Documentation specific to BDR.
• Requires BDM 8.5.0.1 as minimum version to support BDR.

Sample rule

Rules processing
1 - Query Results before BDR Disposition Evaluation is run
2 - Run BDR Disposition Evaluation for B-S-ADMN rules
3 - Query Results after BDR Disposition Evaluation is run

Deleting documents after BDR disposition and review
• Use ApplicationXtender Administrator Wizard to bulk delete documents.
1
2
3
4
5
6

BDM Sessions @ eLive

BDM Sessions @ eLive
Day Date Start Time Session ID Title
Monday 4/13/2015 9:30 AM 12417 Automating Document Capture Processes with Banner Capture
Monday 4/13/2015 11:00 AM 12202 In-depth Overview of Banner Document Management 10.0
Monday 4/13/2015 1:30 PM 10927 ApplicationXtender 7.0 Upgrade
Monday 4/13/2015 3:30 PM 11912 Banner Document Retention and the Trusted Digital Repository (TDR) certification
checklist at the University of Illinois
Monday 4/13/2015 4:45 PM 12142 Banner Document Management - Technical Beyond the Basics
Tuesday 4/14/2015 10:00 AM 13313 Customizing BDM - Keep it Straight, Keep it Simple with Marshall University
Tuesday 4/14/2015 11:30 AM 12409 Using Queries in BDM Context Rules
Tuesday 4/14/2015 2:00 PM 10912 From SSB to BDM - Our Document Upload Story with Carleton University
Tuesday 4/14/2015 4:00 PM 12144 Banner Document Management Integrations Explored
Wednesday 4/15/2015 9:45 AM 10918 Take Me to Electronic Town, Where Paper Need Not apply....unless Federal Regulations
Require with Jacksonville State University
Wednesday 4/15/2015 12:15 PM 11917 Care and Feeding of Banner Document Management Suite and EMC ApplicationXtender,
a 10-12 year perspective with University of Illinois

Other Sessions with BDM content @ eLive
Day Date Start Time Session ID Session Title
Monday 4/13/2015 11:00 AM 13418 Banner Running in the Cloud...One Year Later - A Clients Perspective
Monday 4/13/2015 9:30 AM 11977 Learn about Benefits/Deductions Setup Updates, and Mass Changes
Monday 4/13/2015 1:30 PM 12139 ePAFs for All Personnel Actions
Tuesday 4/14/2015 2:00 PM 12404 Increasing Document Processing Efficiency in the Admissions Office
Tuesday 4/14/2015 4:00 PM 11260 Completing the puzzle: Recruiter, Touchnet & BDM
Tuesday 4/14/2015 10:00 AM 12029 Digital Signatures and BDM: A Winning Combination for Finance Process Improvements
Tuesday 4/14/2015 4:00 PM 12419 Single Sign On at Manhattan College - Banner 8 / 9 / DW / Workflow / BDM / etc.
Wednesday 4/15/2015 11:00 AM 12499 BDM Integration and Paperless File Review
Wednesday 4/15/2015 11:00 AM 11881 ABCs of Transitioning Personnel Files to the Banner Document Management System
Wednesday 4/15/2015 11:00 AM 12145 The Birth of Paperless Admissions at WLU
Wednesday 4/15/2015 12:15 PM 12272 Banner Access - Take 2: Provisioning by Position
Wednesday 4/15/2015 12:15 PM 12239 A Paperless Future: Collecting & Managing Digital-Signatures, Attachments &
Document Images

Questions & Answers

Thank you!
Mary Ellen Cravotta
Rex Lin
Ellucian
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