IDOL's OnBase Screenshots for RFP.docx
DOCX document 563 KB Posted
- Attached to
- HVAC Maintenance
- Solicitation number
- 174
- Issued by
- Canyon County, Idaho
About this file
This document is a set of screenshots and notes describing IDOL's (Illinois Department of Labor) use of the OnBase software to process and index various document types. The key details include:
The department has configured several automated "Scan Queue" sweeps to pull documents from designated folders and run them through the OnBase Advanced Capture and Workflow processes. Documents are organized by work group and document type prior to being uploaded. There are three main Scan Queue sweeps that process a large percentage of the documents. Occasionally documents have indexing issues that require manual review and correction in an exceptions workflow queue. The department also has some remaining manual scanning and indexing requirements, primarily for HR and Accounting documents, which they would like to explore automating further. The document provides details on the department's use of DIP (Document Import Processor) and AE (Application Enabler) within their iUS system.
The document does not contain any information about a specific state or local contract opportunity. It appears to be internal technical documentation related to the department's use of the OnBase software.
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Document Intake Processing There are several sweeps setup to run via the scheduler which pull documents uploaded to shared folder. These documents are then run through Advanced Capture and Workflow.
IDOL configures Scan Queues, Advanced Capture, Workflow and Schedule Management to upload and index several document types from different work groups within the department. Documents that are to be uploaded into OnBase are placed within a specified folder or subfolder by users based upon work group and/or Doc Type.
As an example, when the scheduler performs the Scan Queue sweep for ‘AC – Wage & Hour – Automated’, the documents within the folder/sub folder are processed based upon the Scan Queue configuration settings.
If there are workflow exceptions with a swept document, it is usually caused by incorrect or missing data that impacts indexing of the document. The exceptions workflow queue is checked and worked if needed once per day to make sure sweep documents are correctly indexed.
Note: There are three scheduled Scan Queue Sweeps that upload a large percentage of documents into OnBase.
· Scan Queue Sweep : AC - Client Accounts – Automated
· Scan Queue Sweep : AC - Employer Accts – Automated
· Scan Queue Sweep : SWP – IUS
Manual Scanning and Indexing Over the last couple of years, the Department has taken steps to automate how documents get uploaded into OnBase. There is currently 6 – 8 hours of manual scanning and indexing per week that is still required. There is also a couple of unique initiatives for HR and Accounting that require scanning and indexing as needed. We would like to explore possible options to automate these going forward.
DIPs (Document Import Processor) The below is a list of the DIPs that IDOL has used recently. This number will increase as the department is currently working on moving documents currently housed on its SharePoint (on-prem environment) to OnBase, so that hardware can be retired.
Below are some screenshots of our most recent DIP configuration (WIOA DIP) along with a copy of the verification report from that DIP.
AE (Application Enabler) The Department’s Appeals, Compliance and UI – (Unemployment Insurance) divisions currently leverage AE within the iUS System, Custom Queries Most of the custom queries were created by request from the users and are available to staff from the web, unity, and thick clients.
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B3CA71F8.txt VERRPT002 Page : 1
08/23/2024 10:24:03 AM
Verification Report Build:
21.1.4.1000 Process Format : WIOA DIP Store Documents Indices : Yes Store Document Data Files : Yes Store Import File : No Test Only : No Default Document Date : 08/23/2024 Internal Batch Number : 123848
File : Z:\WIOA\Results\taaDIP - TAA - Final.csv was processed.
Entries Found : 20846 Unarchived Documents : 0 File Size : 4120 K
Total Number of Documents Found = 20846 during process Total Number of Documents Archived = 20846 during process Total Number of Files Processed = 1 during process
Internal Documents Total Report # Document Name Found Pages
150 Client Accts - WIOA................................................... 20846 20846 ** 1 Unidentified Items *************************************************** 0 0
TOTALS 20846 20846
Total Processing Time : 0 Hours, 19 Minutes, 6 Seconds Average Processing per Document : 0.054975 Seconds Average Processing per Page : 0.054975 Seconds
No files remain to be processed in directory:Z:\WIOA\Results\ image13.png image14.png image15.png image16.png image17.png image18.png image1.png image2.png image3.png image4.png
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