UT Dallas External Phone Calls
OIT is aware of an issue affecting some external calls to the University to be disconnected and is working with Microsoft for a solution. Calls to our Service Desk are functioning normally. We will provide additional details as they become available.
Digital Content Services
Digital Content Services (DCS) is responsible for OnBase, the software suite from Hyland, that is an enterprise system combining document imaging, workflow, and eForms with document management tools to capture, preserve, and deliver digital documents.
OnBase is used by over 2 dozen departments and colleges across campus, and it is the responsibility of DCS team to make sure that the system is administered, maintained, and upgraded regularly. In addition, the group performs workflow analysis, workflow development, and eForms design.
For more information on using OnBase, to get access, or to learn about training, please contact the DCS team at oitdcs@utdallas.edu.
OnBase Teams Channel
The OnBase Teams channel is used to communicate important information about updates, maintenance, issues, downtime, available training, and upcoming events. If you would like to receive these notifications, you can join the Teams channel. When you’ve been added to the channel, be sure to change the settings so that you get a notification when a comment is added.
How to Submit a Work Request Ticket
All requests for modifications, changes to existing processes, or data feeds should be initiated with a JIRA Work Request Ticket. Upon submission of the ticket, the customer(s) will be contacted by an OIT staff member. The approval process for requests includes review and prioritization by the Digital Transformation Group.
Services
Areas Where Digital Content Services Serves
eForm Management
- Translates user’s requirements into an OnBase Unity form
- Identifies and implements necessary security, including creation of new user groups in coordination with IAM, if necessary
- Creates necessary document types and keywords
- Creates accompanying workflows
- Identifies and implements retention rules
- Ensures compliance with relevant accessibility requirements/regulations
- Creates necessary reports/dashboards to allow identified users to have required visibility to data created by the eForms
- Implements test environment to conduct necessary quality assurance activities with users
- Works with users, web services, etc. for proper implementation of final solution
- Thoroughly document work
Electronic Workflow Development
- Translates user’s requirements into OnBase Workflow(s)
- Identifies and implements necessary security, including creation of new user groups in coordination with IAM, if necessary
- Creates necessary document types and keywords
- Identifies and implements retention rules
- Creates necessary reports/dashboards to allow identified users to have required visibility to data created by eForms
- Thoroughly document work
PeopleSoft Integrations
- Manages administration of BizTalk Integration Server
- Translates user’s requirements into technical integration specifications
- Creates transcript capture templates, if required
- Designs and creates mappings between OnBase and PeopleSoft
- Creates any required and related document types, keyboards, and workflows
- Works with appropriate PeopleSoft resources to ensure correct communication with the PeopleSoft system
- Ensures successful delivery of data between systems
- Implements test environment to conduct necessary quality assurance activities with users
- Thoroughly document work
Case Management (Workview)
- Translates user’s requirements into OnBase WorkView application
- Identifies and implements necessary security including creation of new user groups in coordination with IAM, if necessary
- Creates necessary document types and keywords
- Identifies and implements retention rules
- Creates necessary reports/dashboards to allow identified users to have required visibility to data created by the eForms
- Implements quality assurance activities with users
- Thoroughly document work
Authorization Management
- Actively monitors requests for authorization changes
- Promptly responds to all requests
- For requests for new access request, verifies that appropriate permission has been acquired from relevant data owner
- Adds/removes user from necessary AD groups
- Verifies work with the requestor
System Administration
- Monitors the OnBase system regularly throughout each workday to verify processes are running correctly and efficiently
- Monitors communication on non-workdays to be alert for unexpected issues
- Completes daily checklist every workday morning to ensure the system is ready for the day’s work
- Monitors automated processes/data feeds to proactively address issues before they impact the work of user
- Respond promptly to issues reported by users
- Plan and conduct upgrades to system software for both major and minor upgrades
- Monitor communication from vendor to be alert for any issues that may impact the security or performance of our environment
- Proactive stay abreast of new versions and associated feature that may benefits our users
- Communicate necessary information and documentation to DCS team and to the OnBase Solution Architects
Reporting Dashboards
- One Card
- Travel authorization
- Reconciliation with GL
Reporting Dashboards
- Translates user’s requirement into OnBase reports or dashboards
- identifies and implements necessary security, including creation of new user groups in coordination with IAM , if necessary
- Write and test necessary SQL to ensure both accuracy and efficiency so performance of the production database is not impacted
- Migrate queries to OnBase reporting/dashboard environment
- Conduct necessary training and testing with users
- Thoroughly document work, including publishing of queries for reuse by others
Business Process Analysis
- Work with users to analyze and sees business processes to identify opportunities for improvements and automation
- Work with users to document requirements for new or improved processes
- Translate business requirements to technical specification for DCS developers
- Maintain thorough documentation of processes
Technical Development
Technical Development Responsibilities
Develops, maintains, and digitally routes electronic forms.
Develops and maintains interfaces between the ERP system and OnBase.
Leads design efforts for automating processes and enhancing existing processes.
Performs systems development and manages multiple development tasks as necessary.
Functional Analysis and Application Consulting
Functional Analysis and Application Consulting Responsibilities
Provide guidance to customers seeking ways to automate business processes.
Continuously review current inventory of modifications to identify opportunities to rescue technical debt.
Identify opportunities to use new technologies to improve the user experience.
Shares process information an makes recommendations on how to improve processes and overall job execution within the team/department.
Production Support
Production Support Responsibilities
Provides high-level support and troubleshooting of all issues related to functional processes that are not working to the business community satisfaction.
Provides backup support and assistance to other team members.
Research, coordinate, retrofit code changes and make recommendations on application of maintenance and upgrades.
Creates data fixes and code line updates to resolve reported production issues.