using ellucian workflow and document management system to ...

USING ELLUCIAN WORKFLOW AND DOCUMENT

MANAGEMENT SYSTEM TO AUTOMATE CHANGE OF DEGREE- TOYIN JOSEPH (PURDUE UNIVERSITY NORTHWEST)

ILLINOIS BANNER USER GROUP (ILBUG) 2020 VIRTUAL CONFERENCE

INTRODUCTION

Benefits of an automated approval process

Ellucian Ethos Platform

Workflow Integration with document management system

Reporting and Analysis

ILBUG 2020 - TOYIN JOSEPH

WHAT IS ELLUCIAN WORKFLOW?

A cloud-based business process management that provides the ability to automate form-

intensive, approval-based processes across departments and systems.

Empower business users to create workflows using a web-based form designer with drag-

and-drop functionality with little to no coding experience.

Ellucian Ethos Integration is the central hub for all data and API integration between

applications and Ellucian Workflow.

Uses the Ellucian Ethos Data Model for data exchange with other applications.


PREREQUISITE – SETUP

Install the Ellucian Messaging Service (EMS) on your Banner Web API server

Configure and deploy the Web APIs for Banner

Add each Ellucian Ethos Data Model as a resource to Banner

Configure BEP (Banner Event Publisher) for EMS/AMQP

Turn on the database triggers in Banner for each data model

Configure and deploy the EMS Adapter to read from the EMS and publish to Ellucian Ethos Integration

Java/PHP Knowledge

Postman (for testing Ethos API)

For more information, see Ellucian Resource site: https://resources.elluciancloud.com/bundle/ellucian_workflow_acn_configure/page/r_auth_source_setup_banner.html


https://resources.elluciancloud.com/bundle/ellucian_workflow_acn_configure/page/r_auth_source_setup_banner.html

POSTMAN


PROCESSMAKER DESIGNER

Design workflow business logic

Create forms for data capture/display

Create reusable components e.g. triggers, templates etc.



PROCESSMAKER DESIGNER


A single workflow

task can have

multiple action steps

associated with it

CHANGE OF DEGREE OBJECTIVE (CODO) AUTOMATION PROCESS


CHANGE OF DEGREE REQUEST FORM


Clicking “Next” will cause the following triggers to be executed:

• Getting Initiator Information

• Student’s Demographic data

• Student’s Current Academic Discipline

Student ID is required.


Fields are

auto-

populated

using triggers

to extract

student

information

and workflow

initiator

information



Advisors submit request on behalf of students by entering data in all required fields.



Current advisor selects the

new/prospective student advisor

from the drop-down list for approval.

Files can be attached to the request to

provide additional information to other

users who will interact with the case.

CHANGE OF DEGREE APPROVAL PROCESS

• The new advisor is notified by email of a pending CODO request which requires approval.

• With single sign-on, user can click on the link Login to Workflow and will be taken directly to the case details for approval.

Current task in the workflow processUsers can also login to their workflow accounts and go to

Inbox to see all the tasks assigned to them.

If the new advisor approves the request, the case is routed to the

Registrar’s office for processing

Approval history is maintained throughout the lifespan of the case and displayed to the approvers alongside the case details.

The registrar’s office updates the student curriculum information

based on the request.

CHANGE OF DEGREE AUTOMATION PROCESS

The next task is to generate output document using data fields in the case.


GENERATE OUTPUT DOCUMENT

Create a new directory in workflow to store all output documents associated with the process.

From the designer, create an output document type and associate the directory to it.


Use the HTML editor to display necessary data fields and format your document.


• The next task generates the output document.

• By clicking the upload button this file will be uploaded to BDM and indexed to a student’s record.

Users can view the file and save it locally

by clicking the filename hyperlink.



OUTPUT DOCUMENT GENERATED

WORKFLOW INTEGRATION WITH BANNER DOCUMENT MANAGEMENT

Banner Document Management (BDM) is an imaging and electronic document management system

Workflow integration with BDM gives the ability to associate electronic files from workflow to a person's record for later retrieval.

This process relies heavily on adding triggers to workflow processes that can perform tasks such as uploading a file to BDM, Indexing a file in BDM etc.

REQUIREMENTS

Ellucian Workflow requires Banner Document Management API 9.1.2 or higher.

PM Connector components configuration which are called by workflows. The configurations define the BDM API URLs, the authentication methods, the access credentials, and more.

For more information on setup, visit Ellucian Resource site: https://resources.elluciancloud.com/bundle/ellucian_workflow_acn_configure/page/c_bdm_overview.html


https://resources.elluciancloud.com/bundle/ellucian_workflow_acn_configure/page/c_bdm_overview.html


Connectors Used in Change of Degree Workflow Process

Connectors used

for this project





Use PM Connectors in Triggers

BDM Application type

to store the file

Attach the file to a student

record using indexes

Specify the

connector to use

UPLOADING AND INDEXING OUTPUT DOCUMENT IN BDM


• The next step is to upload this output file generated by the workflow process to BDM and index it to a student’s record.

Invokes the triggers which

sends the file to the BDM API

server and index it to a

student’s record

UPLOADING AND INDEXING OUTPUT DOCUMENT IN BDM

• Verify the document made it to BDM by searching for the student in ApplicationXtender

All required fields for the BDM

application must be supplied when

invoking the trigger for indexing a file,

especially the DOCUMENT_TYPE

Application - BANNER STUDENT COMMON

• The file can be viewed in BDM and retrieved from any Banner form the user has access to.

REPORTING AND ANALYSIS

Create a PM table to store the data from all cases related to the workflow process.

All table names have the prefix PMT_ i.e.

PMT_CODO_CASE_STATUS table


Use the Data Reporting Tools to design the report using the table as input and specify access permissions.

User can access the reports

depending on user’s

permission

Table.Field


Data can be exported using

any of these formats for

analysis



How many CODO processed in a given term?

What is the composition of students requesting change of degree?


USING ELLUCIAN WORKFLOW AND DOCUMENT MANAGEMENT

SYSTEM TO AUTOMATE CHANGE OF DEGREE

Questions???


USING ELLUCIAN WORKFLOW AND DOCUMENT MANAGEMENT

SYSTEM TO AUTOMATE CHANGE OF DEGREE

Thank You!!!For more information:

Toyin Joseph

[email protected]

using ellucian workflow and document management system to ...

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