CMS Reports Distribution & Archival

CMS Reports Distribution & Archival

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About the Client

California State University Fullerton (CSUF) is a leading education institution in California, USA. This educational institution implemented PeopleSoft ERP system as mandated by their California State University System.

Business Need

California State University at Fullerton utilizes IBM FileNet’s Enterprise Content Management (ECM) systems for document storage and retrieval. The University’s system stored roughly two million documents and was adding new documents at an approximate rate of 1500 pages per day.  Documents are ingested into the system via several methods; FileNet Capture Scanning and Indexing, FileNet Report Manager cross cataloging and using Fax Server inbound application connectors.

CSUF needed a reports migration solution to migrate, store and manage reports that are generated in the PeopleSoft Common Management System (CMS).  These reports were generated by the CMS system either in individual forms or in bulk forms. This solution was needed due to the complex nature of retrieving reports and the security structure in the CMS system that does not allow the CSUF users to easily retrieve the reports pertaining to their role and access controls.

Our Solution

• Proposed a FileNet P8 based system to periodically migrate the PeopleSoft CMS reports from the ERP system database and FileNet Image Services / FileNet Report Manager and store them into FileNet P8 Content Engine.
• FileNet Search Templates were designed to provide users with secure access to the PeopleSoft CMS reports. The user and groups access control were also synchronized between the PeopleSoft security system and FileNet P8 based LDAP security to provide unified logon access

Technologies Used

• IBM FileNet Image Services, IBM FileNet Report Manager
• IBM FileNet P8 Content Manager, IBM FileNet P8  Application Engine
• IBM WebSphere Application Server 6.0,
• XML Web Services, Java J2EE – JDBC, JAAS, JMS, Java Servlets, JSP
• Windows 2003 Server OS
• Oracle 9i Database Server, PeopleSoft 8.x ERP System – HRMS & Finance

Benefits of the solution

• Elimination of the manual effort spent in searching for reports from multiple PeopleSoft CMS system interfaces
• Elimination of printing and sharing reports with managers
• The ability to share and communicate necessary information both within and between departments
• Secure access to reports over the web 24×7