IDOL's OnBase Screenshots for RFP.docx
DOCX document 563 KB Posted
- Attached to
- General Contracting Services
- Solicitation number
- 548
- Issued by
- Canyon County, Idaho
About this file
The document is a set of screenshots from the OnBase document management system used by the Illinois Department of Labor (IDOL). It outlines the automated processes used to scan, upload, and index documents in the OnBase system from various IDOL work groups and initiatives. The document describes the Scan Queue sweeps that pull documents from shared folders, run them through Advanced Capture and Workflow, and index them in OnBase. It also mentions manual scanning and indexing processes that still require 6-8 hours per week, as well as specific initiatives for HR and Accounting. The document also provides details on the WIOA DIP (Document Import Processor) configuration and verification report.
The related state and local contract opportunity is for general contracting services to provide peripherals and optics for network connections to support all state agencies in Idaho. The contract is available for state and local government jurisdictions, specifically Canyon County. No additional details are provided on pricing, set asides, incumbents, funding, or other salient information.
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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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