OnBase at Princeton - IIS Windows Server

OnBase at Princeton
SCAD/DCS MEETING
JUNE 9, 2009
Overview
  What is OnBase?
 
Enterprise Content Management software (but not Web Content Management).
OnBase provides a structured repository for secure document storage and retrieval.
OnBase is a good option for storing business records, automating business processes,
e-forms, and document imaging.
  Who can use OnBase?
 
Any administrative department can use OnBase. Although less common, academic
departments are also welcome to use OnBase.
  How does OIT charge for OnBase use?
 
 
OIT offers basic OnBase user licenses at no fee to University departments. There is no
charge for storage space or hosting. OIT provides a full-time system administrator.
There may be charges for the services to perform the initial setup of an OnBase
application. Contact Laurel Quigley at lquigley@princeton.edu for additional
information.
Overview
  When should I consider using OnBase?
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When you need to store business records
When you need to reclaim storage space used by paper records
When you want to automate a business process using workflow
When you want to replace a paper form with an e-form that can be filled out and submitted
on-line
When you want to make scanned images available through other applications (i.e.
PeopleSoft)
  What other features does OnBase provide?
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Document Imaging (scanning)
OCR (Optical Character Recognition) to make the contents of scanned images searchable
Full Text Search capabilities
E-Forms
Workflow
Records Management
  How do I start an OnBase project?
 
Departments interested in using OnBase should contact Laurel Quigley, ECM Solution
Architect, at lquigley@princeton.edu.
OnBase vs other tools
  Many options…
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M: Drive
Blackboard
SharePoint
WebSpace
OnBase
  Key Differentiating Questions
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What are you storing? (course material, project documents, business records)
What do you do with the documents? (static vs. dynamic, collaboration)
Who (or what) generates the documents? (team of people, paper, fax)
Who needs to access the documents? (internal vs. external)
Do you have complex workflow needs?
  Related Knowledgebase Articles:
 
 
Online Collaboration Tools at Princeton: Answers to Frequently Asked Questions (FAQ)
(Solution ID: 9905)
File Sharing: Answers to Frequently Asked Questions (FAQ) (Solution ID: 5872)
  Free help! x8-5147
OnBase Project Lifecycle
Design
•  Gather the information you need to design your solution
•  Meet with OIT
•  OIT documents your requirements
Develop
•  OIT gets estimate from vendor for solution development
•  Review/approve estimate
•  Vendor develops solution in Development environment
Test
Implement
•  OIT migrates solution to QA environment
•  Users test solution
•  If necessary, other departments regression test
•  Plan implementation (during week, or weekend depending on type of migration)
•  OIT migrates solution to Production environment
OnBase Application Examples
  Office of Development
 
STRIPES integration
  Office of the Treasurer
 
New Request to Pay Project
  Human Resources
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Dependent Audit Project
  Facilities
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Invoices
Contracts
Utility Bills
  Undergraduate Financial Aid
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Supporting documentation for aid applications
PeopleSoft
Create Employee /
Student / Vendor
voucher
RTP
Approve New /
View historical
vouchers
Fax Server
Print barcoded
cover sheet
Fax
supporting
documents
Read barcode
!
Create text and image
Export index
DISCLAIMER:
files
data
This presentation contains forward-looking
statements. Various factors may cause actual
results to differ materially in the future from
those reflected in the forward-looking
statements contained in this presentation. OnBase
Data Warehouse
Voucher data
Import image files
Historical
voucher data
Lookup index data
View historical reports
Treasurer’s
Image Storage
Undergraduate Financial Aid
Undergraduate Financial Aid
A few technical details…
  Certain features require heavy client install
  Scanning
  Document Import Processor
  Virtual Print Driver
  Not currently integrated with AD/LDAP
  Requires VPN for off-campus or wireless access
  Data: Oracle / Documents:NAS
  Terry Lam
  tlam@princeton.edu
  x8-3007
  OPM: AIS – PSIG OnBase
System Requirements
  Scanning Workstations
  Pentium PC 500 MHz
  Windows 2000 SP4, XP SP2, Server 2003 SP1 or greater, or
Vista
  Bus Architecture EISA, PCI, or Micro Channel
  256 MB RAM (in addition to the operating system
requirements)
  1 GB of free HD space — system files and OnBase software
  1 GB of free HD space or partition — ISO image
  Scanner must be TWAIN compliant
System Requirements
  Client Retrieval Workstations
Hardware
Minimum
Recommended
CPU
Operating System minimum requirements
Pentium 4 2.4 GHz or faster (or
equivalent)
Memory (RAM)
Operating System minimum requirements
1 GB or greater (2 GB or greater for
Windows Vista).
Free Hard Disk Space
At least 200 MB
500 MB
Video Resolution
1024 x 768 (1280 x 800 widescreen) Any resolution
lower will result in a loss of functionality.
1280 x 1024 (1440 x 900 widescreen)
System Requirements
  Web Client-Side Workstations
Client Requirements –
ActiveX and HTML Only
Microsoft Internet Explorer 6.0 SP1 or later required. Internet Explorer 8 is not supported. Microsoft
MSXML 3.0 (SP5 or later) required. Operating systems: Microsoft Windows Server 2003, XP SP2,
2000 SP4, or Vista
Client Requirements –
Java Client
For Macintosh:
•  Mac OS X 10.4 or later
•  Safari 2.0 or later or Firefox 2.0.0.16 or later
•  Java 2 SE Runtime Environment, 1.5 or later
For Windows:
• Windows XP SP2 or later service pack
• Firefox 2.0.0.16 or later or Internet Explorer 6.0 (SP1 or later). Internet Explorer 8 is not supported.
• Java 2 SE Runtime Environment, 1.5 or later
E-mail Platform
MAPI 1.1 Compliant E-Mail Client connection and supporting Active Messaging DLLs.
CPU
Pentium III 500mHz processor (or faster) — recommended.
System Memory
256 MB (or greater) — recommended.
Printer Memory
A minimum of 200 MB is required. At least 500 MB is recommended.
Free Hard Disk Space
A minimum of 200 MB is required. At least 500 MB is recommended.
Screen Resolution
Minimum of 1024 x 768. Any resolution lower will result in a loss of functionality.
Resources
  Knowledgebase Articles
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OnBase (Solution ID: 9533)
Online Collaboration Tools at Princeton: Answers to Frequently Asked
Questions (FAQ) (Solution ID: 9905)
File Sharing: Answers to Frequently Asked Questions (FAQ) (Solution ID:
5872)
  OBUG SharePoint site
 
Getting Started with OnBase
  OnBase Website
 
www.onbase.com
  Laurel Quigley
 
 
lquigley@princeton.edu
x8-5147