Transcript Session Materials - University of North Carolina

Banner Fund Establishment Using
ImageNow Workflow and Appworx
Diana Rivenbark
University of North Carolina Wilmington
Session Etiquette
• Please turn off all cell phones.
• Please keep side conversations to a minimum.
• If you must leave during the presentation, please do so
as quietly as possible.
2
Form
Request for
Establishment of a
Banner Fund form
with electronic
(Adobe) signatures
3
Business Need
• Process change factors
– Update form
• Address revenue generating funds
– Open ImageNow to campus
– Efficiency
4
Current Process – User Perspective
Department
Completes PDF
Emails to Budget
Authority
Budget Authority
electronically signs
Emails to Senior Officer
Senior Officer electronically
signs
Clicks Submit to General
Accounting button
Form routes to
Acctg email box
Accounting
Budget Office
Accounting
Acctg
Specialist
moves to
Fund Setup
category
Acctg Mgr reviews,
assigns attributes,
signs
Saves, emails to
Acctg email box
Moves to Controller
Review category
Asst Budget Dir
reviews/updates
Budget Dir
signs
Emails to Budget
Dir
Emails to Asst
Budget Dir
Acctg Specialist
makes changes in
Banner & links to
ImageNow
Controller
reviews &
signs
Saves , emails
to Acctg email
box.
Acctg Specialist emails
budget authority
Acctg Specialist sets up fund in
Banner
Emails form to Asst Budget Dir
Moves to Fund in Banner in Budget
category
Asst Budget
Dir emails to
student
worker
Student worker saves an
electronic copy
Emails to Acctg Specialist
Acctg Specialist
deletes from
Fund in Banner in
Budget category
5
Current Process - Challenges
• Is this an efficient
process?
– Emails
– Email categories
– Tracking
– Multiple signatures
– Processing delays
– Banner data
updates/changes
6
New Process – Preliminary Discussion
7
New Process - Design
-Dedicated IN email
-Form Design in
Adobe Live Cycle
– Identify Values
• Drawer
• Document Type
• Index Values
– Folder
– Tab
– Fields 3, 4, 5
– Script Editor
• Required fields
• Submit button
topmostSubform.Page1.Button1::click - (JavaScript, client)
if (Tab.rawValue == null)
{xfa.host.messageBox("You must enter a Fund Title");
}
else
if (F5.rawValue == null)
{xfa.host.messageBox("You must enter a Department");
}
else
{
var oDoc = event.target;}
oDoc.mailDoc({
bUI: true,
cTo: "[email protected]",
cCC: "",
cSubject: "DocType: Fund Establish" ,
cMsg: " (Drawer): Accounting"
+ "\n Fund Title (Tab): " + Tab.rawValue
+ "\n Department (F5): " + F5.rawValue
+ "\n (DocType): Fund Establish"
});
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New Process – Design
Field 5
Tab
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New Process - Email
Code on Button
cTo: "[email protected]",
cCC: "",
cSubject: "DocType: Fund Establish" ,
cMsg: " (Drawer): Accounting"
+ "\n Fund Title (Tab): " + Tab.rawValue
+ "\n Department (F5): " + F5.rawValue
+ "\n (DocType): Fund Establish"
Email
From: “Rivenbark, Diana” [email protected]
Sent: Mon Feb 25 13:46:46 EST 2013
To: INAcctg<[email protected])
CC:
Subject: Doc Type: Fund Establish
……………………………….
(Drawer): Accounting
Fund Title (Tab): Build Rivenbark Hall
Department (F5): Facilities
(Doc Type): Fund Establish
[attachment: ACG Request for Est of Banner Fund_Static_distributed (2).pdf – Adobe Acrobat Pro.pdf]
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New Process Email
Code on Button
cTo: "[email protected]",
cCC: "",
cSubject: "DocType: Fund Establish" ,
cMsg: " (Drawer): Accounting"
+ "\n Fund Title (Tab): " + Tab.rawValue
+ "\n Department (F5): " + F5.rawValue
+ "\n (DocType): Fund Establish"
Email
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New Process - ImageNow View
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New Process - Signatures
Do we REALLY need five signatures?
Budget Authority
Senior Officer
Accounting Manager
Controller
Budget Director
Why aren’t we using ImageNow
technology to facilitate the process?
13
New Process - Attachments
• What exactly are we attaching to the
fund establish form?
• Now that we have identified who
and what is submitted, how are we
going to get the attachments into
ImageNow?
14
New Process – Attachments
Submit button opens an email
15
New Process – Attachments
Problem – Senior Officer clicks the Submit to General
Accounting button.
Are we going to ask senior officers to
keep track of attachments?
16
Attachments - Solutions
• 24% of funds have attachments
• 8% Budget (for budgeted trust funds)
– Incorporate budget requirements in form
• 2% Miscellaneous documents
– email to Accounting Specialist
– Use ImageNow drag & drop functionality
• 14% Scholarship/Endowment
– submit to ImageNow
– Accounting Manager will delete unsigned document
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New Process – ImageNow Workflow
Work begins!
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ImageNow - Campus View
.
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ImageNow – Campus View
20
ImageNow – Finance View & Process
• System emails individuals on workflow queue
• In ImageNow, select workflow queue
21
ImageNow – Finance View & Process
• Workflow view displays documents in queue
• Open document
•
Makes changes as needed
22
ImageNow – Finance View & Process
• Route document
23
Banner & Appworx
• Notifying the department
– Fund set up in Banner
– Each night, Appworx will send an email with fund details to the
budget authority
• Budget Authority info is maintained on FTIFATA (Fund Attributes)
24
New Functionality – Purge Documents
• Fund inactivated/terminated
– Accounting Specialist routes document to Purge queue
– Retention period determines time in queue
– Documents deleted from system after specified period
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New Process – User Perspective
Department
ImageNow
Mail Agent
Accounting
Budget Office
Completes PDF
Emails to Budget
Authority
Budget Authority
electronically signs
Clicks Submit to Accounting
button
Senior Officer electronically
signs
Clicks Submit to Accounting
button
Form routes to ImageNow Fund
Establish queue
Acctg Mgr reviews, assigns attributes
Controller reviews
Routes to ImageNow Controller
Approval queue
Routes to ImageNow Budget
Approval queue
Asst Budget Dir reviews
Routes to ImageNow Banner
Fund Establish queue
Accounting
Acctg Specialist creates fund in Banner;
links to ImageNow
Routes to ImageNow Fund Establish
Completed queue
Appworx
Sends email to Budget
Authority
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Improvements & Efficiencies
•
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•
•
•
•
•
•
•
Tracking
Fewer emails
Fewer electronic (Adobe) signatures
Documents are in one system
Better use of available technology
E-mail reminders that work is pending
Fewer delays in processing
More complete and comprehensive information on form
Less errors
Document purge functionality
27
Future Plans
• Evaluate all forms used in Business Affairs
• A true e-forms solution
• Open access to ImageNow drawers for campus users
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Contact Information
Diana Rivenbark
UNCW Financial Systems
[email protected]
910-962-7384
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