Nolij Implementation Guide
Before ITS can build your electronic office, the following will assist in the analysis process. You will be working closely with ITS to review, in detail, each process that currently uses paper documents or forms in your office. Below is an overview of what will be asked by ITS during our review and analysis.
In Nolij, all searches for documents are based on a query. Queries return results from database tables and display the results in the form of virtual folders. These folders link electronic information to database records.
Things to consider when thinking about what query will drive your search for people:
For items not related to people:
- What is the group of people that you are searching for? (students? staff? faculty? alumni?)
- Do you search for a specific group of people within the larger group? (active students, active employees, etc)
- What fields do you typically use to search? (bannerid, last name, first name, class year, dob, etc.)
- Excluding documents that are indexed to people, what are the types of things that you search for? (purchase orders, invoice #, etc.)
- What fields do you typically use to search? (invoice #, purchase order #, contract #, etc.)
What types of jobs (roles) do people within your office do? Roles in Nolij match to who can see different documents or data. A good place to start is by matching the roles/permissions your users have in Banner.
- Student Worker
- General User
User and Roles
Users need to be setup for access. Please list each person in your office and other users from different offices that access your documents. If they do not have a Banner account please indicate (or use unknown). For the Nolij Role, use the list of roles you defined in the Roles from above.
List of information needed:
- First and Last Name
- Banner UserId
- Nolij Role
Since Nolij is a Document Management System, we need to define how you receive these documents within your office.
Here are some questions to think about:
- What is the source that your documents come from? (e-mail, campus mail, someone creates them in your office, report, etc.)
- For documents that are not received electronically, who is going to scan them?
- When you receive a document, do they need any approval/signing first before filing them?
- What is the volume of documents you process yearly?
Custom Documents are the documents that you work with in your office (transcript, recommendation letter, W-2, etc.).
Create a list of all the custom document types with the following attributes:
- Document name
- Department/Office document owner
- Document retention (months or years)
- Average file size (kb or mb)
- Nolij role that can have access (read, annotate, etc.)
System Documents are the file types (extensions) that you use in your office. For example: pdf, doc, docx, tif, txt, etc. If you are going to be scanning documents, tif will need to be in your list.
Create a list of file types like:
Depending on how you use Nolij, there may be a need for specific (or new) hardware for your office (scanner) and for your office users (dual monitors). For scanners in your office already, put the cutag# and "scanner" for user id.
Please list the following users in your office and their existing hardware:
- Colgate user id
- First and last name
In Nolij, some documents may require approval or a signature. Describe how each document moves in and out of your office and within your office.
Create a list for each custom document to include the following:
- Custom Document
- How is the document received?
- Who processes the document?
- Where does the document go to next?
- What moves the document to the next step?
- When does this process happen?