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Document Enhancement & Distribution Solution

Implementation Guide for Banner


Document Version 2.0

Last Updated 10.14.2010


Table of Contents
Welcome........................................................................................................................ 5

Step 1: Preparation .................................................................................................... 6


Create an Implementation Team............................................................................................... 6

Become familiar with the product ............................................................................................ 6

Identify and prioritize customized output needs ................................................................. 6

Obtain required information for implementation ............................................................... 7

Verify Login to HelpDesk.............................................................................................................. 7

Acquire hardware ........................................................................................................................... 7

Training.............................................................................................................................................. 8

Step 2: Installation ..................................................................................................... 9


Configure server for testing environment .............................................................................. 9

Step 3: Design ............................................................................................................ 10


Determine who will design the templates using FormFusion ....................................... 10

Assign appropriate people in each template design group ........................................... 10

Determine delivery method ...................................................................................................... 10

Create Environments and folders ............................................................................................ 10

Build templates ............................................................................................................................ 11

Create a Deployment and Training Plan ............................................................................... 11

Step 4: Review and Test ......................................................................................... 12


Test Banner processes................................................................................................................. 12

Test same processes with FormFusion .................................................................................. 12

Verify all methods of processing jobs work with FormFusion........................................ 12

Verify correct MAPS configuration .......................................................................................... 12

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Step 5: Go-Live .......................................................................................................... 13
Software and templates on production server ................................................................... 13

Begin production job processing in Banner ........................................................................ 13

Re-assess needs............................................................................................................................. 13

Step 6: Post Implementation ............................................................................... 14


Evisions Forums and CO-OP ...................................................................................................... 14

New Product Updates ................................................................................................................. 14

Support and Training links on Evisions web site ................................................................ 14

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Document Version 1.0 – Last Updated 10.14.2010
Trademark, Publishing Statement and Copyright Notice

© 2010 Evisions, Inc. All rights reserved.

This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual
property laws. No part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means
(electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Evisions, Inc.

The information contained herein is subject to change without notice and is not warranted to be error-free. Product features referenced herein for a period of
time may not match product contents. Evisions, Inc. does not warrant that the functions contained in the software will meet your requirements or that the
operation of the software will be uninterrupted or error free. Evisions, Inc. reserves the right to make changes and/or improvements in the software without notice
at any time.

This software and documentation may provide access to or information on content, products, and services from third parties. Evisions, Inc. and its affiliates are not
responsible for and expressly disclaim all warranties of any kind with respect to third-party content, products, and services. Evisions, Inc. and its affiliates will not
be responsible for any loss, costs, or damages incurred due to your access to or use of third-party content, products, or services. Evisions, Inc. does not endorse the
content or developer of any products or web sites mentioned.

All information in this guide is designed for instructional purposes only. Evisions, Inc. makes no guarantees regarding the accuracy or performance of any
techniques used in this guide. Software configurations and environments may vary, and some techniques used in this guide may not operate efficiently under all
configurations. This guide may contain examples of various technologies or products, which are the sole property and responsibility of their creators.

Trademarks are the property of the respective owners for any products mentioned herein.

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Document Version 1.0 – Last Updated 10.14.2010
Welcome
Welcome to the Evisions family! Evisions is a leader in providing quality software products and solutions to our Banner ® Digital Campus clients.
Our focus is exclusively on higher education, and we take great pride in our world-class Support and Professional Services departments, many of
whom came from a Banner environment. We are excited that you will be joining the hundreds of existing colleges and universities that use
FormFusion to meet, and exceed their custom output needs.

This document will identify the recommended steps to quickly get FormFusion up and running in your environment. We have already worked
with many clients like you, so we will share some of the best practices we’ve discovered along the way. Finally, we will make sure that you have
the support and training that you need to be successful with your implementation of FormFusion.

Thank you again for your business and please let us know if there is anything we can do for you and your school.

Sincerely,

Kevin B. Jones

President, Evisions, Inc.

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Document Version 1.0 – Last Updated 10.14.2010
Step 1: Preparation
Create an Implementation Team
The first step in the FormFusion implementation is to form a team which will perform all of
the required tasks. The recommended team should include:
www.evisions.com/Services/Overview.aspx
 Project Manager - Oversees the entire implementation process. Evisions has
participated in a number of FormFusion implementations with institutions like yours, Professional Services can work with your
and if you desire, we can provide a member of the Evisions Professional Services staff institution to perform a readiness
to act as Project Manager. assessment and provide implementation
guidance.
 Technical Lead – Ensures that all tasks related to installation, template design, and
testing are performed. Professional Services can also assist in
many ways, leveraging Best Practices
 Business Lead – Decides how the final output will appear for each Banner process you derived from assisting numerous
are modifying with FormFusion. The Business Lead is also responsible for creation of institutions similar to yours.
a mock up of the output for the developer to build.
Evisions Professional Services can create a
 Users – Anyone who has a role in processing Banner output at your institution. training program tailored to meet your
specific goals and timelines. We’ve helped
 Technical Personnel – Database Administrator(s), MAP Server Administrator, and
clients with a “train the trainer” approach,
FormFusion template developers.
but are also capable of handling all your
initial and ongoing training needs.
Become familiar with the product Professional Services’ experienced staff can
also help you develop realistic
All team members should become familiar with the capabilities of FormFusion. The
implementation timelines.
FormFusion 3.0 User Guide describes the capabilities of the product and should be
reviewed by all team members. Also consider other forms of training provided by Evisions
that are discussed later in this guide.

Identify and prioritize customized output needs


The team needs to review existing customized processes(if any) and production critical
needs. Based on this review, a prioritized list of templates to be built or converted must be
created.

All applications and databases to be accessed by FormFusion must be identified. The


managers or system administrators of those systems may need to be involved in the
process.

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Document Version 1.0 – Last Updated 10.14.2010
Obtain required information for implementation
Evisions has a very streamlined and well tested process for helping institutions through
the implementation process. In order to begin this process you will need the following: Downloads

 Login account for Evisions HelpDesk and support web site.


MAPS Installation and Admin Guide
 FormFusion license.
MAPS Installer
 MAPS Installation and Admin Guide
EVILP
 FormFusion 3.0 Installation Guide - Banner
FormFusion 3.0 User Guide
 FormFusion 3.0 User Guide
FormFusion 3.0 Installation Guide - Banner
 Software downloads (MAPS Installer and EVILP).

 Evisions standard FormFusion templates from Evisions CO-OP Share.

Note: The information above is automatically sent to the primary contact on record at time
of purchase, after we receive notification of purchase. If you did not receive this
information or need to change the primary contact, please contact the HelpDesk at
http://helpdesk.evisions.com. Verify Login to Help Desk
The primary Evisions contact should have
received a login to both the Evisions
Verify Login to HelpDesk
support site and HelpDesk as part of the
post purchase emails. The Evisions
Once you have a login to the HelpDesk, please log in and review the functionality. The
administrator can then create additional
HelpDesk is your primary resource and project tracking utility for all support or technical
logins for other staff members to log in.
related inquiries. You can submit HelpDesk tickets, check the status of existing tickets, and
Log in to both sites to verify the
search the Evisions comprehensive knowledge base to answer common questions.
information is correct.
You can find the HelpDesk at http://helpdesk.evisions.com
http://helpdesk.evisions.com

http://www.evisions.com/support
Acquire hardware
FormFusion runs on the Evisions MAP Server. A single MAP Server is designed to operate
all of your Evisions applications (FormFusion, Argos, IntelleCheck). A server must be
acquired for the installation of MAPS, but only one server is required even if several
Evisions applications are used. It is sometimes possible to use existing hardware for this
purpose.

Hardware Requirements for Evisions products are discussed in the Hardware


Requirements for Evisions Software document. You will need to allocate hardware for Email communication with Evisions
both Test and Production Environments. You may elect to create a third environment for
Please be sure to add Evisions.com to your
training your staff, although many institutions use one of their other environments for this
“white list” or preferred email list to ensure
purpose.
our email communications are not directed
In order for FormFusion to print successfully, you will need the following: to your SPAM filter.

Printer(s) – You may want to consider a duplex printer if you require double sided output.
Evisions uses standard non-proprietary protocols and the institution is able to use any
printer make or model. Evisions does not have a preferred vendor. Many schools utilize
HP printers because of their attractive education pricing.

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Correct paper stock – You may use any paper type with FormFusion. For specific
applications like official transcripts, you may need to purchase special paper if the
Institution requires. You may want to consider moving to “fold and seal” output if you
have a large print volume. If you choose to do so you will also need a “fold and seal”
machine. If you have any questions about specific paper please ask during your
implementation through the HelpDesk. Evisions does not have a specific or required
vendor. If you are looking for specific stock and do not have a vendor, the following
company provides paper stock compatible with FormFusion:

National Document Solutions

http://www.nationalds.net

PHONE: 800 325 3120 ext 6312


Training provided by Evisions
Determine which types of training
provided by Evisions will be utilized and
schedule training for appropriate
Training individuals. The following forms of
training are provided by Evisions.
 MAPS Administration Training
Live web-based training on MAPS
Download and read the MAPS Installation and Admin Guide from the Evisions Administration and FormFusion. Go to the
Support Site. interactive training calendar and select
MAPS or FormFusion. Sign up for the
 FormFusion Developer Training appropriate class using the following link:
http://www.evisions.com/calendar
Download and read the FormFusion 3.0 User Guide

Other training methods from Evisions are shown in the sidebar to the right. Videos can be downloaded and viewed at
your leisure from the Evisions
Documentation and Software page:
http://www.evisions.com/Support/Docum
Create timeline entationandSoftware.aspx. Select
After the team has been trained and become familiar with all product features, Go-Live FormFusion or MAP Server as the product
requirements and a tentative timeline for the project should be created. The requirements and select Videos as the Document Type.
would identify the departments and users who will be executing and reviewing the Videos exist for a variety of FormFusion
customized output, and how and when they will be trained and given access to the tool. features as well as MAPS Administration
and Configuration.

Evisions Professional Services staff is


available for on-site training.
http://www.evisions.com/Services/Overvie
w.aspx

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Step 2: Installation
Configure server for testing environment
 Download and review the

o MAPS Installation and Admin Guide

o FormFusion 3.0 Installation Guide - Banner


Downloads
 Download and install the Oracle OLE DB Provider. FormFusion is capable of accessing
any database that can be queried using SQL and for which an OLE DB provider, or Oracle OLE DB Provider
ODBC driver exists. If you are using non-Oracle databases, you will need to locate and
install the appropriate OLE DB provider or ODBC driver for that database. It is also MAPS Installation and Admin Guide
possible to connect to data sources such as flat files and spreadsheets.
MAPS Installer
 Download the MAPS Installer and perform the installation. Configure the MAP Server
per the MAPS Installation and Admin Guide. EVILP

 Download and compile the “EVILP” Process on your Banner server and also modify FormFusion 3.0 User Guide
GJAJOBS.shl (or sctban.pm for Windows) per the FormFusion 3.0 Installation Guide -
Banner. FormFusion 3.0 Installation Guide - Banner

 Within MAPS, activate FormFusion by applying your license.

The sidebar at the right contains links to the software and manuals mentioned above.

Note: If you have any issues or complications during installation, Evisions HelpDesk is
available to assist. Submit a HelpDesk ticket with any questions or issues and we will
support your installation or answer any questions.

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Document Version 1.0 – Last Updated 10.14.2010
Step 3: Design Best Practice – Evisions CO-OP
Search for templates submitted to the
Evisions CO-OP Share from institutions
Determine who will design the templates using FormFusion similar to yours. It is likely that you can
leverage work done by like institutions.
If you would like assistance with the development of your FormFusion templates, Evisions
Professional Services can do so. Information regarding Evisions Professional Services can
be found at http://www.evisions.com/Services/Overview.aspx.
Best Practice – Design Standards
Develop naming conventions for folders,
Assign appropriate people in each template design group template names, template objects, ADO
connection names, etc. Creating a naming
You will want to form a group to approve the final template design. Be sure to involve all convention for objects will ease
decision makers so that when a mock up is finalized the designer will not be required to development and maintenance. Evisions
perform multiple iterations. Remember to have a mock up for all copies of the output as Professional Services can help you create
each copy can look different and be delivered differently based on need. naming conventions and development
standards.

Determine delivery method


FormFusion can be configured to send output to any printer. Through OPTIONAL add-on
modules you can also send output via email, Banner Self-Service, or directly to your BDMS
imaging system.
Optional Modules
Determine how many copies you will need of the output and where each copy should be
FormFusion has the ability to print to any
delivered. Configure FormFusion to deliver output to desired recipient.
printer. In order to deliver output
electronically you need to have the
appropriate add-on module. Within the
Create Environments and folders FormFusion main toolbar, click on
Help/View License and you will find a list of
The FormFusion explorer consists of one or more “Environments”. An Environment options you are licensed for. If you do not
defines the default printer and database connection for all templates in that environment. have the delivery method you need,
Any number of Environments can be created within FormFusion. Folders are created contact your sales representative to
beneath Environments and are used to organize templates, and for enforcing template acquire the optional feature.
security. It is very important that you give careful consideration to what folders you will
create, and who will have permissions to the objects in those folders.

The FormFusion 3.0 User Guide describes the tree structure and contains examples on
how to create Environments and folders.

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Build templates
Often, an existing template built for a Banner process is a good place to start when you are
building your own templates, and many templates can be found on the Evisions CO-OP
Share. Simply download and import into FormFusion the templates you find most useful.
Note that there are templates for FormFusion versions 1.9 and 3.0. Although you are
installing and configuring FormFusion 3.0, the 1.9 templates may still be useful as a
starting point.

Assign security for folders once they are created. You may apply security to FormFusion
components (MapForm, FormStamp, etc.) beneath their parent folder. However, if you
have applied appropriate security at the folder level, you shouldn’t need to apply security
to individual components since they will inherit the security from their parent folder. To
prevent personnel unavailability from adversely impacting the project, make sure that
more than one individual is aware of how security is implemented.

Create a Deployment and Training Plan


Create a training plan for users in which the following should be considered:

 A training environment which includes a server, client PCs, and a location to train.
This can be its own server or reside in one of your other environment. Database
connections and security must be created.

 Sample Banner output and templates to be used for training exercises.

Create a training schedule to ensure that users will be trained prior to the Go-Live date.

Make sure that users who have been trained have an environment where they can
practice the skills they have learned.

In order for users to take advantage of the new FormFusion templates, users will need to
be instructed on how to use the “special print” field in Banner Job Submission (jobsub).
Consider developing a reference guide with the process name, description, and special
print parameter for users.

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Step 4: Review and Test
Test Banner processes
Once installation is completed, perform several test runs in your Banner test environment
of the baseline process you wish to customize. This will allow you to verify the output that
will be customized by FormFusion.

Test same processes with FormFusion


Re-run Banner process with the “special print” field in job submission filled in with the
appropriate name for the template you are designing. Your output should be updated
with your template configuration and delivered to appropriate person(s), department(s),
or application (Self-Service, BDMS, etc).

Verify all methods of processing jobs work with FormFusion


Many campuses run “UC4/Appworx” to schedule Banner jobs. UC4 can be configured to
process jobs using FormFusion output. Ensure this configuration is completed before Go-
Live.

FormFusion is also capable of running in Banner “Sleep/Wake” mode. If your institution


uses this functionality, you will need to configure sleep/wake to use FormFusion.
Documentation is available on the FormFusion support website by clicking Setup for
Sleep/Wake Process.

Verify correct MAPS configuration


Verify if the MAP Server configuration is correct with regard to groups, users, printers,
email servers, etc.

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Step 5: Go-Live
Software and templates on production server
At this point, selected templates to be run in production have been created and approved,
and the MAP Server has been configured to provide access to the user community. There
are several options for creating the production environment:
Best Practice – access to production
Since considerable effort has been spent creating and verifying the test environment,
environment
consider making this the production environment. This eliminates the need to clone the
MAPS configuration on another server and eliminates any errors made while cloning. A Remember to restrict who can put objects
new test environment could then be created for additional template development. If this into the production environment.
technique is used, be sure to limit access to the production server to only appropriate
people.

You can also copy the contents of the test server to a production server. This requires
installing MAPS and copying the MAPS configuration from the test server to the
production server (Evisions HelpDesk can provide guidance with this activity). If you
choose this option, templates designed on the test server can be copied onto the
production server. Alternatively, using FormFusion’s import/export feature, you can also
export templates from the test server and import them to the production server.

Begin production job processing in Banner


End users log in to Banner, run jobs through job submission with the special print field
completed, and FormFusion will output forms to your specifications.

Re-assess needs
After using FormFusion in a production environment for a period of time, the team should
meet to review if the implementation meets the needs. The review may determine that
additional software options (email, Banner Self-Service, Imaging) may be required.
Contact Evisions Professional Services if
The team may also determine that a change in hardware configuration is required. you feel that you need assistance with re-
assessing needs.

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Step 6: Post Implementation
Evisions Forums and CO-OP
Evisions recommends participating in the Forums where you can share ideas and Best Practice – Enterprise Licensing
information with other Evisions clients. We also encourage you to submit templates to the
CO-OP Share. Take advantage of Enterprise Licensing by
identifying needs across the institution and
determine if FormFusion can help meet
those needs.
New Product Updates
Keep aware of new product updates by checking the Evisions web site.

Notification of new product updates are also broadcasted to MAPS users which can be
installed with minimal user intervention.

Support and Training links on Evisions web site


HelpDesk: http://helpdesk.evisions.com

FormFusion Support: http://www.evisions.com/support/ProductSupport/FormFusion.aspx

Training Services: http://evisions.com/Services/Training.aspx

Training Calendar: http://www.evisions.com/calendar

Professional Services: http://www.evisions.com/Services/Overview.aspx

CO-OP Share: http://www.evisions.com/Support/COOPUserCommunity/Share.aspx

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Document Version 1.0 – Last Updated 10.14.2010