Onbase Process Request Form
OnBase Process Request Form
(Revision 6.2 - 10/01/12)
Document Index
Requestor Information .……………………………………………………………………………………………………………………………………………………………….…Page 3
Records Retention/OnBase Document Type and Disposition Schedule …………………………………………………………………………………………..Page 5
OnBase Process and Implementation Request Form ……………………… …………….………………………………………………………………………..Page 7
Keywords ..……………………………………………………………………………………………………………………………………………………………………………………..Page 8
Autoname String …………………………………………………………………………………………………………………………………………………………………………...Page 12
Custom Queries ………………………………………………………………………………………………………………………………………………………………………………Page 13
Scan Queues …………………………………………………………………………………………………………………………………………………………………………………..Page 14
User Groups/Security Classes …………………………………………………………………………………………………………………………………………………………Page 15
Workflow …….…………………………………………………………………………………………………………………………………………………………………………………Page 18
Complete this form with your word processor. Use this form to initiate an OnBase processing request. This can be for new processes or to update an existing process.
Requestor Information (*Required):
*Name: / *Request Date:*Dept: / *Telephone:
*Title: / *Campus:
*E-Mail: / *New or Update an Existing Process:
*MAU: / UAA UAF UAS SW / OnBase PR #
*What to do? (Project goal: Please List the top one or two goals):
* What is driving this implementation? / Regulatory/Compliance Tech Obsolesce Saving Space Going Green Efficiency Issues
Customer Service Issues
Reason why?
*Suggested Priority: / *PRODUCTION Goal Date:
Priorities: 1=Low, 2=Medium, 3=High, 4=Now
Additional Questions (*Required):
*Who have you consulted on this implementation? What was their response?* Have functional areas been consulted and are they in agreement with this implementation?
* Has middle or top management at the MAU’s and SW been briefed on this implementation? What was their response?
*Does your department currently use OnBase or do you need to get set up with licenses/scanners?
*How is this implementation going to be funded?
*Is this process only to store documents in OnBase for retrieval purposes?
*Would this benefit other departments within the UA System? Explain? (What MAU’s will be impacted by this implementation?)
*Business processes at the other MAUs may be different or similar. Who would be your contact at the other MAU to determine if there is a commonality in their business process with the new or updated process you are requesting? (Current State/Alternatives)
Records Retention/OnBase Document Type and Disposition Schedule
The first step in determining the management of records and information is to develop a records retention disposition schedule. The records retention constitutes an organization’s official policy for information retention and disposal. Departments should develop operational specific retention and disposition schedules. Department/program specific retention schedules are custom-prepared and highly prescriptive. Operational retention periods are essentially estimates of the lifecycle for a specific records and information. The retention parameters should be determined by the lifecycles of objects to which the records pertain. Departments must address the lifecycle of the records and information determining the reasons the records are maintained and the retention periods, as well as instructions regarding the locations and conditions under which the record is to be retained.
Instructions for filling out the Records Retention/OnBase Document Type and Disposition Schedule Work Sheet
Column / Column DescriptionRecord Series/Title / List the nomenclature of the record or records series in this block. This is the official name given to the record(s). Additional identifying information may be included in this area.
*OnBase Document Type / List the OnBase Document Type by standard naming convention. *The OnBase Administrator will work with departmental personnel with the final naming convention.
Minimal Retention Time / What is the minimum retention time for this information/record? How long does the university retain this information/record? An example of a minimum retention period is paper record 1 month and/or digital records 12 months.
Paper Document Retention after Scanning / When can the information/record be disposed? This is the total retention time. When the information is no longer required how is it disposed?
Custodian Location / Which office or department is responsible for maintaining this information/record and in what media is it maintained (Paper, Microfilm, digital)?
Disposition Information Lifecycle / This is the area to reference or document the lifecycle of a document, such as shred a paper document after scanning into OnBase then delete the digitized document at the end of its retention.
Description/Details / Provide a more detailed description of the information/record. This is the justification block. Ensuring compliance with recordkeeping laws and regulations. Provide references for the retention and disposition based on federal laws, compliance, BOR policy, University Regulation, MAU or Department procedures, or best practices.
Work Sheet Submission
University of Alaska (Department) Records Retention/OnBase Document Type and Disposition Schedule
Retention Periods are Expressed in Years Unless Otherwise Noted
Note* If your department has an approved retention and disposition schedule created please attach to this document. You do not need to recreate it on this form.
Record Series/Title / *OnBase Document Type / Minimal Retention Time / Paper Document Retention after Scanning / Custodian Location / Disposition Information Lifecycle / Description/DetailsExample: Payment (check/EFT) / Example: Finance Payments UAA / Example: Paper documents (back up to Banner Receipts) 5 Years Digital Copies 1 fiscal year / Example: 6 months after scanning paper document into OnBase. Shred paper document. / Example: Paper-Cashiering Digital- Budget/Finance / Example: Shred paper docs - Delete scanned images from data base / Example: Automatically assigned unique document number, type of payment, name of Payer, amount of payment, payment number, date of payment, assigned to department, accounting data, and Banner Cash Receipt number based on Controller Accounting and Administrative Manual, and UAA Regulations/ MAU Departmental procedures and practices.
Example: Pay-Timesheets - Manage with employment action #2 Record Series1 (HR has a reference document defining and detailing action #2 records) / Example: HR Time Sheet (All MAU HR departments agreed to standardize their documents as "HR") / Example: Termination year + 50 years / Example: 6 months after scanning paper document into OnBase. Shred paper document. / Example: MAU Payroll Section Long term inactive storage2004 and before stored on microfilm, digitize 2005 and later - OnBase / Example: Destroy 51 years after termination shred microfilm, delete digital copies (paper copies shredded after scanned/ digitized) / Example: FICA, IRS, Davis-Bacon Act: 20 CFR 5.5 4y (after tax paid) Business Process Reason: Alaska Division of Retirement (DOR) required verifications. Retain for as long as DOR may require verification.
Example: N/A (Existing Process – request has no impact on current retention/disposition Schedule) / Example: N/A / Example: N/A / Example: N/A / Example: N/A / Example: N/A / Example: N/A
If this is a ‘New Process’ request, and you are not familiar with completing the remaining pages of this request form; send it now to , with a subject line of ‘OnBase Process Request’. Your MAU or Statewide OnBase Administrator will review your request and will contact you in assisting with the next steps in completing the entire request packet.
If this is for ‘Updating an Existing Process’ and you are familiar with all the components of this request form, proceed with completing as much of the packet as you can and send to with a subject line of ‘OnBase Process Request’.. If you are not familiar with completing the remaining pages of this request form, send now to , with a subject line of ‘OnBase Process Request’. Your MAU or Statewide OnBase Administrator will review your request and will contact you if they have questions or in assisting you with the next steps in competing the entire request packet.
--- For OnBase System Administrator Use ONLY ---*Date Received: / *Approved: YES NO
OnBase Process and Implementation Request Form
(Request for process to be completed)
The following pages and components are required to be filled out. If you are familiar with completing these components, please proceed, otherwise your MAU or Statewide OnBase System Administrator will assist you.
OnBase Department/Group? / HR / Admissions / Financial Aid / Registrar / Finance / Housing / Other:OnBase Area to be changed or created / Keywords / Document / Queries / Users / Workflow / Security Group / Other:
Modification to and existing Process/Item? / Custom Query / Workflow / Document / Keywords / Other:
What document type/s do you need created? (i.e., Checks) (You must also fill out and attach the Records and Retention/ OnBase Document Type and Disposition Schedule)
Business Impact?
Attach or describe your business process mapping?
Name of MAU contact for coordination / SW: / UAA: / UAF: / UAS:
KEYWORDS
Common Keywords – These are the standard keywords Per Document Type Group and in order they show up in the keywords box. If these correspond to the document types you are creating please check the appropriate box.
Common AD Keywords: / UAIDReceivingCampus
SSN
NameLast
NameFirst
NameMiddle
DOB
ProcessingStatus
Visa Type
PIDM
Term
Status
ADtoRO / Common FA Keywords: / UniqueID
ReceivingCampus
AidYear
UAID
SSN
NameLast
NameFirst
NameMiddle
DOB
PIDM
FafsaReceivedUAA
FafsaReceivedUAF
FafsaReceivedUAS
ProcessingStatus
DueDate
Status / Common RO Keywords: / UAID
ReceivingCampus
SSN
NameLast
NameFirst
NameMiddle
DOB
VisaType
PIDM
ProcessingStatus
ROTeam
Confidentiality
Status / Common RO Departmental Keywords: / RecievingCampus
Term
ProcessingStatus
ROTeam
Status
Common HR Keywords: / UAID
ReceivingCampus
DOB
NameLast
NameFirst
NameMiddle
KEYWORDS CONTINUED
Please check any other Keywords needing to be added to a specific Document Type
ABA / Create Profile / Invoice # / PO # / Termination YearAcademicYear / Created By / IS Batch # / Policy # / TimeStamp
Account # / Created Date / Key Number / Position 44 / Title
ADecision / CRN / Legal Type / PreBanner / TitleVType
ADecisionBy / Crse# / Level / Prefix / TKL
ADecisionDate / Current Student / LevelCode / PreviousStudent / TR #
ADto RO / Date / Mail Attachment Count / Priority Level / Training Date
Advisor / Date Last Attended / Mail Attachment Name / ProcessbyExpGradTerm / Training Facilitator
AidYear / Date Requested / Mail Bcc / ProcessingStatus / Training Location
Amount / Date Updated / Mail Cc / Program / Training Title
ApplicationSource / DB Version / Mail Cc Address / Program Status / Transaction #
ApplicationStatus / Degree / Mail Certified / Provided by / Transaction Code
Articulation / DegreeAuditStatus / Mail Date / ReadyToVerify / TranscriptType
ArticulationStatus / Department / Mail From / Received by / Transfer Date
Audio Date / Deposit Date / Mail From Address / ReceivingCampus / Type
Authentication / Description / Mail MessageID / Recommendation / Type of Change
Author / Destination Directory / Mail Return Path / RecommendationBy / UAA ADecision
Banner Receipt # / Distribution / Mail State / RecommendationDate / UAA ARF Department
Batch # / DOB / Mail Subject / Regulation # / UAA ARF Program
Batch Amount / Document Handle / Mail To / Reports / UAA Dept Review
Batch Number / DueDate / Mail To Address / Requested By / UAA GARF Department
Box Number / Effective Academic Year / Major / RequestType / UAA GARF Program
Build Version / Effective Date / Minor / Reservation Number / UAA Intl
Calendar Year / Enclosure Count / NameFirst / ReviewedBy / UAA Major
Campus / End Column / NameFirst Alt1 / ReviewedDate / UAA Review Status
CARStatus / EPC / NameFirst Alt 2 / RIM Subject / UAA Send to Review
CARType / Exception Code / NameLast / Roll Number / UAID
Category / Exception Reason / NameLast (Initial) / ROTeam / UAScholar
Cert/Endorsement / ExpGradTerm / NameLast Alt 1 / TranscriptType / Union Code
Chapter / FafsaReceivedUAA / NameLast Alt 2 / SAP ArchiveLink Barcode / UniqueID
Check # / FafsaReceivedUAF / NameMiddle / Section / Vender #
Check Amount / FafsaReceivedUAS / NameMiddle Alt 1 / Security Type / Vendor Name
Check Consecutive# / Fax Unique ID / NameMiddle Alt 2 / Shred Date / VerificationBy
CheckSequence# / File Name / Null Keytype / Site ID / VerificationComplete
CheckSerial # / Fiscal Year / OnBase Function / Software Version / VerificationDate
College / Functional Area / OnBase Ins Type / SSN / VisaType
Comm Type / I9 Date / OnBase Version / Start Column / WithdrawlType
Committee-Workgroup / IDecision / Pay Period / Statement Cycle Date / Work Mode Code
Complete Date / IDecisionBy / Pay Period Ending Date / Status / WP Reference
Concentration / IDecisionDate / Payee/Payor / Stub Amount
Confidentiality / Identification # / Payment type / Student Type
Consultant assigned / In System / PCI Compliant / Subject
Control Number / Institution # / PetitionType / Term
CorresType / Internal Chart # / PIDM / Termination Date
Please list any Keywords that need to be required (Please note that receivingcampus is ALWAYS required):
To create new keywords please fill out the questions below
Are there any keywords that need to be created for you document?What is the field/character length? (how long should the field be? (10, 15, 20 characters in length)
Should the field be alphanumeric numeric date field currency
Do you need a dropdown list? If so what are the items that should be listed?
AUTONAME STRINGS
Common Auto-name Strings Per Document Type Group in order they show up in the autoname string
AD Documents / Status – UAID – ReceivingCampus – DocumentType – NameLast, NameFirst – DOB – DocumentDateFA Documents / Status – AidYear - UAID – ReceivingCampus – DocumentType – NameLast, NameFirst – DOB – DocumentDate
RO Documents / Status – UAID – ReceivingCampus – DocumentType – NameLast, NameFirst – DOB – DocumentDate
RO Departmental Documents / Term - ReceivingCampus – DocumentType - DocumentDate
HR Documents / UAID – ReceivingCampus – Document Type – NameLast, NameFirst NameMiddle – DocumentDate
Other keywords you would like in the auto-name string? If so please write them in the correct order.
Custom Queries
Available custom queries to add document types to for retrieval
AD Filter By Appl Source & Receiving Campus = Enter the Application Source, Receiving Campus, Date Range or Term to view AD Application UG and AD Application GR documentsAlt Search for Student File = Enter the appropriate information to locate the student’s file: After locating the student file you will be able to sort by keywords
HR Timesheets filter = search for HR Time Sheets
RO CUR Filter = Search for RO Curriculum Action Request
Search for Student File = Searches for the student file includes only AD and RO documents
Search for Student File AD FA RO = Searches for the student file includes AD RO and FA documents
Creating a New Custom Query
Please explain what you want to happen.List the document types you would like to have included in the new custom query.
List the keywords you would like to be able to run a search on.
List keywords you would like to be able to sort on once the documents have been pulled
List the keywords you would like to see showing up in the search results. (They can be different than what you have listed to search on)
Scan Queues