GET THE FACS

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    15-Feb-2016
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GET THE FACS. Faculty Automated Contract System. AGENDA. AGENDA. Introduction Project Overview System Highlights Benefits Summary Questions. PRESENTED BY. Becky Mundschenk Senior Application Developer/Analyst [email protected] Willem Bosma ImageNow Systems [email protected] - PowerPoint PPT Presentation

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GET THE FACSFaculty Automated Contract SystemAGENDAIntroductionProject OverviewSystem HighlightsBenefits SummaryQuestions

AGENDA2Becky MundschenkSenior Application Developer/[email protected]

Willem BosmaImageNow [email protected]

Cindy LyonsAssistant Budget [email protected] BYTowson University ProfilePublic University near Baltimore, MDApproximately 22,000 students848 full-time faculty and 795 part-time faculty1,357 full-time staff and 471 part-time staff7 colleges, 64 undergraduate majors, and 50 graduate programsTOWSON UNIVERSITY PROFILEAdjunct Contract ProcessApproximately 6,000 contracts prepared and processed each yearThree levels of approvalAppointee > Chair > DeanThree processing offices Provost Budget > Human Resources > Payroll

ADJUNCT CONTRACT PROCESSThe ProblemHigh volume of paper documentsContract delivery by US and interoffice mailWeeks from initiation to payroll complete Labor intensiveHigh risk for errors and misplaced contractsDuplicate effort and data in colleges and administrative officesPROCESSING BEFORE FACSThe ProblemDelay in processing contract cancellationsContracts not secured until manually scanned into ImageNowNo reliable method for tracking contracts and reconciling paymentsPROCESSING BEFORE FACSProjectTimeline completed in 8 months5 months analysis, design and development 3 months testing and trainingCollaboration among academic, administrative and technical departmentsTrainingImplementationAcceptance

PROJECTFACS Process FlowAppointee selectionAppointee provisioningContract creation in PeopleSoftAppointee acceptancePDF creation (sent to ImageNow)Dept Chair approvalCollege Dean approvalPBO approvalHR processingPayroll processingStartEndFACS PROCESSINGSYSTEM OVERVIEWPeopleSoft Bolt-On SystemCustom Components for Contract Data Entry, Processing, Tracking, Security and Printing XML Publisher Templates for generating Contracts in PDF formImageNow for Workflow Approvals and Document StoragePeopleSoft Queries for Data AccessFACS TECHNICAL HIGHLIGHTSCONTRACT CREATION

CONTRACT CREATION

CONTRACT ACCEPTANCE

CONTRACT ACCEPTANCE

CONTRACT ACCEPTANCE

CONTRACT ACCEPTANCE

CONTRACT APPROVAL

The ProblemDepartments create and void contractsProvost Budget Office reviews contract data for funding source and processes cancellationsHuman Resources uses contract to process Job Payroll uses contract for payment processingCONTRACT PROCESSINGCONTRACT PROCESSING

CONTRACT TRACKING

The ProblemCONTRACT TRACKINGFACS SecuritySYSTEM OVERVIEWUses Custom Roles, Permission Lists, Query Tree, Delivered and Custom Department SecurityCustom Department Security maintained by Provost Budget OfficeFACS SecurityOther FeaturesPrinting, Opt Out, Employee DataLessons LearnedFACS Benefits No paperSecure system Only takes seconds to create a contractElectronic approvalsDocument is immediately stored in ImageNow3 to 5 days from initiation to payroll completeContract status is visible Instant cancellationsData stored in central locationUsers can query on all fieldsDepartments can reconcile contracts created to verify all have been enteredAbility to analyze data for potential duplicate contracts, enrollments, workload, dual employment, highest degree, US citizenship

QUESTIONSHR Process

HR Cancel

Chair Reject

Chair Accept