Academic Affairs Budget and Personnel Department Processors Manual

perceptive-content Imaging aabp

Academic Affairs Budget and Personnel (AABP) has document views, folder views, a workflow, custom capture profiles and a delegate email account created specifically for the department for processing and management of electronic document storage. This manual provides guidance on the use of department-specific Perceptive Content tools.

Shared Document Types Managed by AABP:

AABP manages the shared document types and associated custom properties used by Academic Affairs college/unit business offices. Any requested changes require prior approval by AABP since all colleges/units currently using the shared logic would be impacted. The AABP department currently uses this shared logic for storing Budget files.

Plan For Consistency:

Since many document key and custom property values are not required and allow variable formatting, it is recommended that pre-planning be done so that field input such Fiscal Year (Ex: FY19 or 2018-2019) and use of File Name, Notes, etc. is used consistently. This will aid with searching for stored documents.

System Access Restrictions

The ability to view items and complete actions within Perceptive Content is restricted based on approved system security access. An FAQ on requesting access updates is available here. Questions regarding which security group(s) will provide the access needed can be submitted via a Help Ticket.

Accessing the Imaging System via the Desktop Client

1. If you do not have the Perceptive Content desktop client installed, follow the guidance available here to complete the installation.

Configure Test Connection:

For testing/training, you will need to use the Test instance of Perceptive Content. Follow the guidance available here to configure and access the Test instance.

2. Launch the Perceptive Content desktop client, enter your NinerNet credentials and click the Connect button to log in.

3. Once logged into the application, a toolbar will display. Available icons may vary based on user permissions.
menu bar

Capturing Documents into Perceptive Content

1. AABP has a custom Capture Profile that is available to designated users for adding documents to Perceptive Content. Follow the guidance available here to initiate access changes.

2. The Capture Profile includes options to scan, print or upload documents into Perceptive Content. Separate options are available for Budget documents so that related college/unit application plans can be used in conjunction with document capture. Review available options by clicking the dropdown arrow to the right of the Capture icon on the Perceptive Content Toolbar.

Batch Scanning Note:

The use of the batch scanning option requires the purchase of a license for each computer that is using it.

Banner Linking Note:

Budget documents captured require manual update of document keys and custom properties using the provided application plan. Non-budget documents scanned, printed or uploaded to archive use Banner linking to update document keys. Non-budget documents scanned, printed or uploaded to workflow require manual update of document keys and custom properties or Banner linking within workflow. Guidance on using Banner linking to updates properties is available here.

3. Follow the guidance available here to capture a document.

4. Follow the guidance available here to locate your document and confirm that it was captured as expected.

Other Reference Available:

Additional guidance on navigation within the Perceptive Content desktop client is provided here.

AABP Documents Views

AABP has several custom document views that assist with locating documents. A screenshot of current document views is provided below. Details regarding purpose and security are provided in the related table.

view

Type	Name	Purpose	Security
Document View	AA Budget and Personnel	View of all documents stored in the AA Budget and Personnel drawer.	AABP External Viewer AABP Processor AABP Supervisor IAD Auditors
Public Filter	Budget - By College	Filter for searching budget document types stored in the AA Budget and Personnel drawer with a prompt for college/unit name to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor IAD Auditors
Public Filter	Budget - By Document Type	Filter for searching for a selected budget document type stored in the AA Budget and Personnel drawer.	AABP External Viewer AABP Processor AABP Supervisor IAD Auditors
Public Filter	Budget - By File Name	Filter for searching budget document types stored in the AA Budget and Personnel drawer with a prompt for File Name custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor IAD Auditors
Public Filter	Budget - Fiscal Year	Filter for searching budget document types stored in the AA Budget and Personnel drawer with a prompt for Fiscal Year custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor IAD Auditors
Public Filter	By Box Number	Filter for searching all document types stored in the AA Budget and Personnel drawer with a prompt for Box Number custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor IAD Auditors
Public Filter	By Doc Type By Date	Filter for searching all document types stored in the AA Budget and Personnel drawer with prompts for Document Type and date range.	AABP External Viewer AABP Processor AABP Supervisor IAD Auditors
Public Filter	Documents Search	Filter for searching all document types stored in the AA Budget and Personnel drawer with a prompt for Document custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor IAD Auditors
Public Filter	New Faculty - Not Linked	Filter that displays all documents stored in the AA Budget and Personnel drawer that have a blank College or Department document key. This view is intended to be used by AABP personnel to update the missing document keys. Once updated, the document will no longer be visible using this public filter.	AABP External Viewer AABP Processor AABP Supervisor IAD Auditors
Public Filter	Transcripts - By Level	Filter for searching Transcript document types stored in the AA Budget and Personnel drawer with a prompt for Degree Level custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor IAD Auditors
Document View	AA Budget and Personnel - Ext. Viewer	View of document types Transcript, AA-21, Licenses-Certifications and Employment History in the AA Budget and Personnel drawer.	AABP External Viewer - AA16 AABP External Viewer - Limited
Document View	AA Budget and Personnel - Faculty Qual	View of AA-21 documents stored in the AA Budget and Personnel drawer.	AABP External Viewer AABP External Viewer - Limited AABP Processor AABP Supervisor
Document View	AA Budget and Personnel - Post Doctoral	View of document types Tuition Increment Waiver Request, SHRA Lapse Requests and SHRA Lapsed Salary Forms stored in the AA Budget and Personnel drawer.	AABP Post Doctoral Processor AABP Processor AABP Supervisor
Document View	AA Budget and Personnel - SHRA	View of documents stored in the AA Budget and Personnel drawer with "POST" in the Position Number custom property field or 40-EHRA Post Doctoral in the Employment Class custom property field.	AABP Processor AABP Supervisor
Document View	AA Budget and Personnel - Transcript View	View of document types Transcript, AA-21, and Licenses-Certifications stored in the AA Budget and Personnel drawer.	AABP External Viewer - Transcript
Document View	AA Budget and Personnel - Tuition Waiver	View of document type Tuition Waiver stored in the AA Budget and Personnel drawer.	AABP Supervisor AABP Tuition Waiver Processor
Document View	AA Budget and Personnel - Wk Verification	View of document type AA-34 Form: Verification of Work Exp stored in the AA Budget and Personnel drawer.	AABP Processor AABP Supervisor

AABP Folders Views

When a non-budget AABP document is routed to archive it routes through the workflow queue AABP Ready to Archive where it is added to an AA Budget and Personnel folder. AABP has several custom folder views that assist with locating documents. A screenshot of current folder views is provided below. Details regarding purpose and security are provided in the related table.

folders

Type	Name	Purpose	Security
Folder View	AA Budget and Personnel	View of all AA Budget and Personnel folders.	AABP External Viewer AABP External Viewer - Limited AABP Processor AABP Supervisor
Public Filter	By Faculty Name	Filter for searching AA Budget and Personnel folders with a prompt for Faculty Name folder custom property value to refine the search results.	AABP External Viewer AABP External Viewer - Limited AABP Processor AABP Supervisor
Public Filter	By Folders Sent To HR	Filter that displays AA Budget and Personnel folders with Notes folder custom property value equal to "Sent Folder To HR".	AABP External Viewer AABP External Viewer - Limited AABP Processor AABP Supervisor
Folder View	AABP AA-16 Summary	View of all AABP AA-16 Summary folders.	AABP External Viewer AABP External Viewer - AA16 AABP Processor AABP Supervisor
Public Filter	By College/Department/Year	Filter for searching AABP AA-16 Summary folders with a prompt for College, Department and Year folder custom property values to refine the search results.	AABP External Viewer AABP External Viewer - AA16 AABP Processor AABP Supervisor
Public Filter	By Year	Filter for searching AABP AA-16 Summary folders with a prompt for Year folder custom property value to refine the search results.	AABP External Viewer AABP External Viewer - AA16 AABP Processor AABP Supervisor
Folder View	AABP Assignments Ending	View of all AABP Assignments Ending folders.	AABP External Viewer AABP Processor AABP Supervisor
Public Filter	By Year	Filter for searching AABP Assignments Ending folders with a prompt for Year folder custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor
Folder View	AABP Chair Reappointments	View of all AABP Chair Reappointments folders.	AABP External Viewer AABP Processor AABP Supervisor
Public Filter	By Year	Filter for searching AABP Chair Reappointments folders with a prompt for Year folder custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor
Folder View	AABP Concurrent Employment Report	View of all AABP Concurrent Employment Report folders.	AABP External Viewer AABP Processor AABP Supervisor
Public Filter	By Year	Filter for searching AABP Concurrent Employment Report folders with a prompt for Year folder custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor
Folder View	AABP Departmental Profile	View of all AABP Departmental Profile folders.	AABP External Viewer AABP Processor AABP Supervisor
Public Filter	By College/Year	Filter for searching AABP Departmental Profile folders with a prompt for College and Year folder custom property values to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor
Public Filter	By Year	Filter for searching AABP Departmental Profile folders with a prompt for Year folder custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor
Folder View	AABP EPAF Approver Request Emails	View of all AABP EPAF folders.	AABP External Viewer AABP Processor AABP Supervisor
Folder View	AABP PC5	View of all AABP PC5 folders.	AABP External Viewer AABP Processor AABP Supervisor
Public Filter	By College	Filter for searching AABP PC5 folders with a prompt for College folder custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor
Public Filer	By Year	Filter for searching AABP PC5 folders with a prompt for Year folder custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor
Folder View	AABP Phased Retirement	View of all AABP Phased Retirement folders.	AABP External Viewer AABP Processor AABP Supervisor
Public Filter	By Year	Filter for searching AABP Phased Retirement folders with a prompt for Year folder custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor
Folder View	AABP Reappointment, Promotion, Tenure	View of all AABP Reappointment, Promotion, Tenure folders.	AABP External Viewer AABP Processor AABP Supervisor
Public Filter	By Year	Filter for searching AABP Reappointment, Promotion, Tenure folders with a prompt for Year folder custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor
Folder View	AABP Recruitment Allocation	View of all AABP Recruitment Allocation folders.	AABP External Viewer AABP Processor AABP Supervisor
Public Filter	By Year	Filter for searching AABP Recruitment Allocation folders with a prompt for Year folder custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor
Folder View	AABP Recruitment and Retention Fund	View of all AABP Recruitment and Retention Fund folders.	AABP External Viewer AABP Processor AABP Supervisor
Public Filter	By Year	Filter for searching AABP Recruitment and Retention Fund folders with a prompt for Year folder custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor
Folder View	AABP Tenured Faculty Performance Review	View of all AABP Tenured Faculty Performance Review folders.	AABP External Viewer AABP Processor AABP Supervisor
Public Filter	By Year	Filter for searching AABP Tenured Faculty Performance Review folders with a prompt for Year folder custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor
Folder View	AABP Vacancy Report	View of all AABP Vacancy Report folders.	AABP External Viewer AABP Processor AABP Supervisor
Public Filter	By Year	Filter for searching AABP Vacancy Report folders with a prompt for Year folder custom property value to refine the search results.	AABP External Viewer AABP Processor AABP Supervisor

AABP Workflow Process

AABP has a custom workflow. AA Budget and Personnel Process, that assists with processing documents. A screenshot of current workflow queues visible to AABP processors and supervisors is provided below. Details regarding purpose and security for each queue are provided in the related table.

workflow queues

Name	Purpose	Routes Out	Security
AABP AA09 Processing	Processors review submitted AA-09 forms and route them forward for archive.	AABP Ready to Archive	AABP Processors AABP Supervisors
AABP AA14 Processing	Processors review submitted AA-14 forms and route them forward for archive.	AABP Ready to Archive	AABP Processors AABP Supervisors
AABP AA14 Reappoint Processing	Processors review submitted AA-14 reappointment forms and route them forward for archive.	AABP Ready to Archive	AABP Processors AABP Supervisors
AABP AA15 Processing	Processors review submitted AA-15 forms and route them forward for archive.	AABP Ready to Archive	AABP Processors AABP Supervisors
AABP AA21 Processing	Processors review submitted AA-21 forms and either route them forward as approved or route them for changes/re-approval.	AABP AA21 Approve Continue Processing AABP Return for Changes	AABP Processors AABP Supervisors
AABP AA34 Processing	Processors review submitted AA-34 forms and route them forward for archive.	AABP Ready to Archive	AABP Processors AABP Supervisors
AABP Clean Up	Documents routed to archive that have a missing/invalid Faculty ID or Faculty Name route to this queue for correction. After valid update is completed the document is routed to archive.	AABP Ready to Archive	AABP Supervisors
AABP Delete Pending	Only AABP Supervisors have the rights to delete documents. AABP Processors can route documents to this queue for AABP Supervisors to delete.	None; Documents are deleted	AABP Supervisors
AABP Post Doctoral Processing	AABP Post Doctoral Processors update document keys and custom properties of these documents and then route them forward to archive. Post Doctoral Insurance Request Forms are automatically routed here for processing. Other documents can also be captured directly into this queue for processing.	AABP Ready to Archive	AABP Post Doctoral Processors AABP Processors AABP Supervisors
AABP Processing	Documents are captured directly into this workflow queue by processors who update document keys and custom properties, if appropriate, and then route them forward based on appropriate next steps. The default routing destination is AABP Ready to Archive.	AABP Ready to Archive AABP Delete Pending AABP eForm Deny AABP SAO Processing HR HRIS Processing	AABP Processors AABP Supervisors
AABP Recv from HR	Documents routed to AABP by HR are added to this workflow queue. AABP Processors update document keys and custom properties, if appropriate, and then route the documents forward for deletion or archive.	AABP Ready to Archive AABP Delete Pending	AABP Processors AABP Supervisors
AABP Send to HR	AABP Processors and AABP Supervisors can add FOLDERS to workflow in this queue to have them automatically routed to HR for processing. Adding FOLDERS here is done by locating the folder in a folder view, right clicking on the folder name in the grid listing, selecting Add to Workflow, choosing the AA Budget and Personnel Process with queue AABP Send to HR, and then clicking the Add button.	Automatic routing to HR	AABP Processors AABP Supervisors
AABP SHRA Lapse Processing	SHRA Lapse Salary Requests route here for processing. Documents are routed forward to the pending approval queue once processing is complete.	AABP Pending Approval	AABP Processor AABP Supervisor
AABP Unpaid Adjunct Processing	Used for processing of Unpaid Adjunct forms	AABP Ready to Archive	AABP Processor AABP Supervisor

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Academic Affairs Budget and Personnel Department Processors Manual

Accessing the Imaging System via the Desktop Client

Capturing Documents into Perceptive Content

AABP Documents Views

AABP Folders Views

AABP Workflow Process

Active AABP Managed eForms

Production:

Test:

Active AABP Managed DocuSign Forms

Production:

Demo:

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