With the implementation of PaperCut, Accounting and IT were able to introduce efficiencies and automate the integration between Banner, Active Directory and PaperCut so that faculty, staff and students are automatically set up for printing.
To summarize:
- Departments and job titles are now automatically updated in Active Directory (viewable via the Outlook address book) on a daily basis from the data in Banner.
- Since the majority of our faculty/staff print to the index of their primary department, there is no longer special setup needed to record the printing index separately. Exceptions are handled via a TD ticket to get the PaperCut client installed and the printing pop-up enabled so they can specify the desired index(es): Installing and Using the PaperCut Client
- Student assistants, graduate assistants, volunteers, etc. who require printing/copying capabilities need to be processed as an override. This requires manual setup and removal, therefore should only be used sparingly for those who must have the ability to print/copy.
In order to request an override: Submit a TeamDynamix ticket to indicate the person's name and department name or index that they should be printing to.
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Details of how the information flows from Banner to Active Directory and PaperCut are below.
Daily
Banner to Active Directory
- Exports out of Banner daily at 6:00 pm via an Argos report: NEOMED - Production Reports.Administration & Finance.Information Technology.Printer-Active Directory Integration.Printer - AD Integration (Papercut).Printer - AD Integration (Papercut) csv export.
- Imports into Active Directory at 7:00 pm. Updates Title, Department, and Pager
- Students:
- Title = Student; Department = cohort (M1, M2, M3, M4, P1, P2, P3, P4, GS); Pager = 99999
- Faculty/staff:
- Title = job title from primary job; Department = department of primary job; Pager = index for Department
- Also adds each of the users from the Argos report into a PaperCut AD group, which is used by PaperCut to determine who should have access to printing.
Active Directory to PaperCut
- Runs daily at 12:55 am
- Pulls in faculty/staff and students
- Updates the Users - full name and primary email, and:
- Department = Department (which is their cohort)
- Go into PaperCut as Restricted since they pay for printing from their printing allowance
- Department = Department
- Office = Office
- Printing is charged to the above department; Exceptions are handled via a TD ticket to get the PaperCut client installed and the printing pop-up enabled so they can specify the desired index(es): Installing and Using the PaperCut Client
- Student assistants, graduate assistants, volunteers, etc. who require printing/copying capabilities need to be processed as an override. This requires manual setup and removal, therefore should only be used sparingly for those who must have the ability to print/copy.
In order to request an override: Submit a TeamDynamix ticket to indicate the person's name and department name or index that they should be printing to.
- Notes:
- Active NEOMED students pay for their printing so they can not be set up in this manner as there is no way to determine if they are printing for themselves or for the department they are working for.
- If you are processing a large group of incoming student assistants, please indicate on the Student Employment Hiring Form:
- Need Printer Access? As noted above, only indicate yes if this is an absolute requirement.
- Printer Budget Index Specify the department index to be charged for their printing/copying.
- IT handles overrides by creating an entry in Banner GTVSDAX for the PAPERCUT group. A future-dated ticket will be created to remove the override on the end date specified in the Student Employment Hiring Form.
Monthly:
- On the first of the month a detail file is generated from Papercut containing all items printed, the person that printed them and the amount to be charged.
- This file is provided to Accounting along with another file that is summarized by department index.
- Accounting and Grants review the files and post the charges to Banner.
Quarterly:
- Starting June 15, 2019 and continuing every 3 months thereafter, an Argos report is run and sent to Jacky Kovach in Accounting - it shows all of the overrides currently in place.
- The main printer/copier contacts should audit this report of previously approved overrides and confirm that they are accurate and should remain in place.
Notes:
- PaperCut Accounts were imported from Equitrac and contain all of the valid indexes/activity codes for printing. If a new index is needed, Accounting must approve the request and enter the index into the PaperCut Accounts.