Purpose
This article contains information regarding various process and forms automation methods using Atlas (Team Dynamix), PeopleSoft, Microsoft 365, and OnBase.
Quick Links
Atlas
Atlas is the University’s service management (sometimes called IT Service Management or ITSM) platform, which allows multiple university departments to manage service requests, incidents, and inquiries from their customers, with the benefit of enhanced collaboration between university departments. Atlas also provides knowledge management, project management, and change management capabilities to the university. Visit the Service Catalog to request Atlas Access, New Development or Help.
Service Catalog
The Service Catalog is a list of services that customers can select and request. Service catalog entries can initiate a new ticket within any ticketing application, begin a new project request, or be a link to another website. Custom attributes can be added to services to capture additional information about your service catalog. Some resources are listed below:
- Atlas Portal Service
- Requesting departmental access
- Requesting new or updated services
- Help and consultations
Knowledge Management
Information is stored, organized, and shared in the Knowledge Base. Customers can use the knowledge base to learn about products, services, and processes. Internally, employees can share, collaborate, and distribute all department knowledge and information. Article permissions can be configured by categories or individually when an article is being edited. Some resources are listed below:
- Atlas Portal Service
- Requesting departmental access
- Requesting new or updated articles
- Requesting knowledge base training or consulting
- Help and consultations
Forms External
Forms can be modified with custom attributes to collect information. When a customer requests a service, the form will include specific questions that will assist in speeding the process of the request. Below is an example of specific questions from a customer’s perspective using the portal. Multiple resources are listed below:
- Atlas Service
- Requesting technician access
- Requesting development work
- Help and consultations
- Atlas Portal Service
- Requesting departmental access
- Requesting new or updated services (incl. forms)
- Help and consultations
Forms Internal
Forms can also be used internally to manage incidents, tickets or track assets. Users can send internal updates or create tasks via Atlas forms. Internal forms can also be modified with custom attributes to collect information needed. Some resources are listed below:
- Atlas Service
- Requesting technician access
- Requesting development work
- Help and consultations
PeopleSoft
PeopleSoft is an enterprise application from Oracle. There are multiple components to the PeopleSoft application, including Campus Solutions, Human Capital Management, and Financial Management System. At UTD, the entire PeopleSoft collection of services is called Galaxy, with each component having its name. The Campus Solutions component has been dubbed Orion, and the combination of Human Capital Management and Financial Management systems has been combined with being called Gemini.The PeopleSoft application interfaces with several other services that UTD OIT manages and provides to create a complete and feature-rich university technology solution. Visit KA 153 for more information.
Galaxy Gemini HCM
Human Capital Management (HCM) is dedicated to supporting the core business needs of the University through the development, use, and maintenance of enterprise information systems, and to providing the integrated exchange of data with internal and external stakeholders.
- Workflow Examples: Time Entry and Approval, ePAR (electronic Personnel Action Request): Request and approval of common personnel actions such as hiring, transfers, funding updates, and terminations
Listed here are some resources:
Galaxy Gemini FMS
Financial Management Systems (FMS) refers to PeopleSoft Finance, which includes General Ledger, Procurement, Asset Management, and Project Costing. PeopleSoft Finance also interfaces with other applications, both internal to UTD and external.
- Forms: Cost center change request forms, One Card and travel request forms, Treasury cash request forms, Faculty startup extension request form
Listed here are some resources:
Galaxy Orion (Campus Solutions)
Galaxy Orion is a service to support admissions, enrollment, registration, orientation, financial aid, student accounts, and collections, advising, and career services. Orion automation options include:
- Workflow Examples: Grade change workflow, change of major workflow, internship request workflow
- Forms: Our end users can create Activity Guides with step-by-step questions to automate administrative tasks. Example: applying for certificates is an Activity Guide, I believe. This is not done by OIT but by power users in administrative offices.
Listed here are some resources:
Microsoft 365
Microsoft 365 is a line of subscription services offered by Microsoft. M365 subscription contains several other services, including:
- Planner
- Power Apps
- Power Automate
- Power BI
- Sway
Microsoft Forms
With Microsoft Forms, you can create surveys, quizzes, and polls and easily see results as they come in. It is multilingual and gives you the option to customize messages. Forms also gives you the option to collaborate with others, share internally or externally. You can access Microsoft Forms at https://forms.microsoft.com/.
Note: Microsoft Forms should not be used for instructional purposes when a grade is assigned (quizzes/tests).
Listed here are some resources:
Power Automate
Power Automate is an online tool to save valuable time and automate repetitive and mundane daily tasks. It helps you streamline, connect two applications, and set a flow to recurring tasks on schedule. It can send automatic reminders and move business data between systems on a schedule. Some resources are listed below:
OnBase
OnBase, the software suite from Hyland, is an enterprise system combining document imaging, workflow, and eForms with document management tools to capture, preserve, and deliver digital documents. You can access OnBase at https://onbase.utdallas.edu/AppNet_16/Login.aspx.
EForms
OnBase eForms, also called Unity forms, are digital forms that may be embedded in web pages or exist as their own web page. A Unity form is advisable in situations where the form needs to enter a moderately or advanced electronic workflow, or in situations where the submitted form is a part of an official record, requires implementation of document retention rules, and/or when security auditing of the electronic may be necessary.
When submitted, a Unity form is entered directly into OnBase as an electronic document where it is stored and can be immediately routed through a digital workflow. Dashboards can be created within OnBase to provide easy viewing of all form submissions.
Case Management
OnBase case management solutions empower workers to effectively manage cases, make better decisions and handle high-value exceptions. OnBase centralizes all information surrounding a case and provides users with the necessary tools to manage a case, including providing customized actions and reporting options. (UTD has a limited number of Case Management licenses, and some cost may be involved to set up new Case Management solutions.)
Digital Storage
A core element of OnBase is Digital Storage of documents. A document may be a Unity form, a scanned document, or any other type of file, including audio and video files. Documents may be added to OnBase in a multitude of ways, including scanning, use of the Virtual Print Driver, where a document is printed to OnBase instead of to a printer, sent to OnBase through a Microsoft Outlook plugin, or by “sweeping” in large numbers of documents from a source directory. OnBase Digital Storage offers strong security, easy retrieval, enhanced document recovery, thorough and detailed auditing of what has happened to the document and who has viewed or printed the document, and automated document retention rules. Additionally, any document in OnBase may be routed through digital workflows. If a University document is part of a student’s official record, it should be stored in OnBase. Also, if a document has applicable retention rules, OnBase would be a good option for storage.
PeopleSoft Integration
Data may be exchanged in either direction between PeopleSoft and OnBase. If demographic data on students, faculty, and/or staff is desired to populate a Unity form, this information can be auto-populated to improve accuracy and make the form easier to populate for the user. If data then needs to be transmitted to PeopleSoft, this can also be achieved through OnBase.
Listed are some resources: