myKPR and DocushareInformation Management Solutions for Staff

Kawartha Pine Ridge District School Board

Agenda

Who We Are Our Docushare Implementation Exploring our Docushare

Environment

Kawartha Pine Ridge Snapshot

75 elementary schools, 19 secondary schools including four adult learning centres

7,000 square kilometres 33,000 students 3,500 employees

Docushare In Action

Customized and branded Dynamic Content Records Management Custom Objects Integration with other systems Scanflow Store Full Active Directory Integration Multiple servers (public and intra-only)

Document Management

Branded to the look and feel of KPR Clean login page with simple

instructions for staff Network username and password Photos of staff

myKPR Staff Intranet

Home Page Orientation

Customized by user role Quick links to applications Main area for bulletin board Menu bar that carries throughout

Docushare Large quick search link to encourage

users

Custom menu bar wherever you are Drop-down menu items Collections visible to those with

appropriate rights Always a quick link back to home page

Navigating myKPR

Dynamic content published by trained contributors (by department) Sorted by type of role (school or admin) for

general Departmental areas

Multimedia training videos Individual content (emailed or scanned) Board records Links to applications and websites

Content Review

3 license types: CPX, 6.0 and read-only CPX - System administrators, power users

and trained contributors 6.0 - Administrators, secretaries, managers RO – Teachers, custodians

Most groups pulled from Active Directory Users provisioned via Active Directory

Users and Permission Levels

Records Management

Integration with core admin systems Polls external application folders and

pulls records into Docushare Declares them as customized objects

with custom attributes Attaches a lifecycle Notifications, file movement and auto-

expunging PAY REGISTER eg.

Generated each pay, reside in network folder Custom code polls the folder from a scheduled task

and picks up files with a specific name Declares them as custom objects and puts in

specified collection Attaches retention end date and route Triggers on retention end date and moves to hold

folder – emails manager role After 30 days, if not claimed picks up delete date and

expunges file – emails manager

Payroll Records

Bell Mobility Billings

Bell Mobility’s « bill in a box » One 1300 page (double-sided) master

bill for 380 cell phones Copy of master to file, copies of

individual bills to owners, original to finance

Overall time to process: 3 days

Scanflow Store and Zonal OCR to the rescue Separated each bill by zone recognition,

OCR’d, PDF’d Scanflow Store created individual folders in

Docushare and put in the bills Each monthly bill will be scanned once Users have permissions to retrieve their bills

on demand

Scanflow Store Solution

Separate Docushare server Public access from the web Quick, easy searching Departmental responsibility for

publishing and maintaining content Incremental License

Public Website Documents

Thank You!

Kawartha Pine Ridge District School Board1994 Fisher Drive

Peterborough, ON K9J 7A1

(705) 742-9773

Kellie BarronICT Director

kellie_barron@kprdsb.ca

Cathy NewtonClient Support / Analyst

catherine_newton@kprdsb.ca