OnBase

Document Management

OnBase is a document management system that replaces the Banner Document Management (BDM) System. 

Document handling in OnBase

In an effort to support a “document-centric” environment within OnBase, we are providing reminders and recommendations for best practice and usage of documents post conversion.

Multi-page documents

Documents that are comprised of multiple pages are expected to have all pages indexed at the same time. Having a document that consists of multiple file formats are to be treated as individual documents. This approach adheres to best practices as recommended for Onbase and ensures future documents can be leveraged with workflows.

Page handling within a document
  • Removing blank or unnecessary pages that are scanned in should be removed during the time of scanning or indexing. If pages are needed to be removed from a PDF, it is recommended that you remove the pages prior to indexing the document into Onbase. This adheres to best practices as recommended for Onbase.
  • Appending includes adding one or more pages at the beginning or at the end of a document. Appending does not adhere to best practices for the Onbase software.
  • Reordering pages is recommended during the indexing process. Once a document is indexed, the order of the pages is expected to be preserved as is.
BDM (Banner Document Management) Documents

BDM documents converted to OnBase are intended to be in an archived state, meaning that no pages will be added, deleted, or reordered. However, looking ahead, adopting this new practice of treating documents individually will ensure your documents are organized in a way that allows for automation and better aligns with the OnBase Workflow functionality.

Workflow

OnBase is a workflow system, automating business processes across campus.

Workflows currently live
  1. Registrar Grade Change automates the faculties current process for a students’ grade to be changed (increased). This workflow utilizes a customized, secure, electronic form that receives/updates Banner data and includes notifications.
  2. Financial Aid Checklist which provides a secure web form for students to upload financial aid documents into OnBase. This workflow verifies the checklist requirements are met and once approved or rejected updates Banner, this drastically reduces the manual work of scanning and tracking documents.

Training

End User Training for OnBase is scheduled by department to provide specific training for each area.

The location for all of the dates is Alderson Hall, Room 240.

Email its_aa_team@mines.edu to reserve your spot.

Dates
  • 1/15/20, 10:00 to 11:00, Open to All  (Outlook Integration and Application Enabler)

Login to OnBase

TRAILHEAD

  • Accessing OnBase via Trailhead has the same basic functionality as the client.
  • Mac and Linux users will need to access OnBase via Trailhead.
  • OnBase Workflows are accessed via Trailhead

DESKTOP CLIENT INSTALL INSTRUCTIONS FOR WINDOWS

Internet Explorer is required for this Installation
Desktop Client is required for Scanning

OUTLOOK INTEGRATION INSTRUCTIONS

 

Project Contacts

OnBase Project Implementation Schedule (updated)

06-26-2018: Contract with Hyland signed for Document Conversion and Registrar Grade Change Workflow

10-16-2018 to 10-19-2018: Hyland & Mines onsite for discovery of Mines documents and Registrar Grade Change Workflow

04-18-2019 to 04-25-2019: Base Install User Acceptance Testing Round 1

05-07-2019 & 05-08-2019: Document Conversion Validation Round 1

04-29-2019 to 08-30-2019: Issue Resolution from Round 1 and review of Document Handling with Departments

09-03-2019 to 09-13-2019: Base Install User Acceptance Testing Round 2 (Final)

09-24-2019 & 09-25-2019: Registrar Grade Change Workflow Training and User Acceptance Testing Kick-off

09-30-2019: Document Conversion Validation Round 2 (Final)

10-06-2019 (5:00 PM, MT): Last day to modify existing documents in Banner BDM

10-15-2019 to 10-24-2019: End User Training

10-07-2019 to 10-23-2019 (5:00 PM, MT):  Users can add new documents to Banner BDM. Users are prohibited from modifying existing documents. If you do modify existing documents those changes will not carry over to OnBase

10-23-2019 (5:01 PM, MT): This is the Banner BDM Freeze. Banner BDM will be read only from this point forward. Hold on to your new documents that are waiting to be indexed until Go-Live on 10/28/19

10-28-2019: OnBase Go-Live. Users begin using OnBase Workflow system as the Document Management system. OnBase will have all documents from Banner BDM. Project team will communicate if there are any exceptions for document availability.

Project Team

Information & Technology SolutionsAdditional DepartmentsProject Sponsors
Joan Terrill, OnBase Project ManagerAcademic AffairsKirstin Volpi, Executive VP, COO, CFO; Finance, Administration & Operations
Ted Boeckman, OnBase Technical LeadAdmissionsThomas Boyd, Senior Associate Provost for Operations
Derek Cover, OnBase Application AdministratorBudget and PlanningDaniel Fox, V.P. Student Life, Dean of Students
Wan Zheng, OnBase Application AdministratorBursar
Arlene Strauss, OnBase Application AdministratorController’s Office
Loni Cramer, OnBase Workflow DeveloperContinuing and Professional Education Services
Diane Kitson, OnBase Workflow DeveloperFinancial Aid
Melanie Kosciolek, OnBase Workflow DeveloperGraduate Studies
Emily Miles, SQL Server DBAHuman Resources
Vanessa Rael, OnBase Business Process EngineerInternational Office
Connie Schamaun, OnBase Website DeveloperLock Shop
Ricardo Santiago Oquendo, OnBase Trailhead SupportOffice of Research Administration
Donald Hanson, OnBase Lab SupportProcurement
Mike Erickson, OnBase ITS RepresentativeRegistrar
MAPS (Payroll, A/P, Travel & Expense)

Environments