FileNet User Group FileNet User Group MeetingMeeting

March 22, 2005March 22, 2005

Benefits-Benefits-Jenny Jenny Murphy….Murphy….

Makes contracts easily available to Makes contracts easily available to System Administration users. System Administration users.

Saves file cabinet space - @ 370 Saves file cabinet space - @ 370 contracts per year (three file contracts per year (three file drawers per year of paper).drawers per year of paper).

Eliminates human error of Eliminates human error of misfiling. misfiling.

Eliminates digging through file Eliminates digging through file cabinets to find contracts. cabinets to find contracts.

……..Benefits - ..Benefits - continued…..continued…..

Expedites contract payments and Expedites contract payments and requests for copies.requests for copies.

Can e-mail documents versus Can e-mail documents versus copying and sending them copying and sending them through hard mail. through hard mail.

Handles the record retention of Handles the record retention of Contracts electronically. Contracts electronically.

How APS did it – How APS did it – Jenny…Jenny… Studied the business process.Studied the business process. Obtained OGC opinion and had Obtained OGC opinion and had

Regents’ Rules modified. Regents’ Rules modified. Developed logic behind a Developed logic behind a

numbering system. numbering system. Devoted resources to the project. Devoted resources to the project. Promote the tool so all can benefit.Promote the tool so all can benefit.

Developed process for Developed process for adding Contracts to adding Contracts to FileNetFileNet Enter data in ACCESS – Enter data in ACCESS – RitaRita Determine & assign number – Determine & assign number – JennyJenny Prepare document for scanning, include Prepare document for scanning, include

QC function of counting pages – QC function of counting pages – RitRitaa Scan, index, and release document into Scan, index, and release document into

FileNet, includes QC function of FileNet, includes QC function of verifying document ID – verifying document ID – SallySally

Disposal of paper contracts - Disposal of paper contracts - RitaRita

….Continued…..

ADVICEADVICE

1.1.Start with current and keep Start with current and keep up…don’t let volume of old up…don’t let volume of old documents hold you back. documents hold you back.

2.2.Plan and devote resources. Plan and devote resources.

3.3.Numbering scheme is key. Numbering scheme is key.

On the Horizon….On the Horizon….

APS and OTIS are reviewing the APS and OTIS are reviewing the search function for APS payment search function for APS payment documents in FileNet. – Becky F. documents in FileNet. – Becky F.

Guidelines for how to get Guidelines for how to get access to FileNet - access to FileNet - JenniferJennifer Email Becky Franklin or Jenny Murphy for Email Becky Franklin or Jenny Murphy for

approval for FileNet access, then they will approval for FileNet access, then they will forward it along to me and I will request access forward it along to me and I will request access through OTIS or Curtis. through OTIS or Curtis.

When emailing be sure to send the following When emailing be sure to send the following info: info:

Full nameFull name Your user ID Your user ID DepartmentDepartment

Please direct all technical questions to OTIS and any questions Please direct all technical questions to OTIS and any questions concerning locating a document to me. Jennifer Ramos 499-concerning locating a document to me. Jennifer Ramos 499-

42194219

Instructions on how to find your USER ID: : Go to Outlook’s address book type your name and right click, select properties and get your alias, which is normally your network id.

Tips for scanning prepTips for scanning prep--SallySally No StaplesNo Staples Clear dark copiesClear dark copies No color post-itsNo color post-its Receipts are Receipts are

taped to 8 ½ X taped to 8 ½ X 11 sheets11 sheets

No legal paperNo legal paper

Every page should feed through the scanner without jamming and produce a legible image on the monitor.

Thank You!

Jenny Murphy

Becky Franklin

Rita George

Rebecca Mendez

Kyle Hayes

Kim Tucker

Michael Valdez

Mary Ann Howard

Sally Rankin

Jennifer Ramos