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Document Imaging Monday, April 16, 2012 John Ives – Disbursements Manager Jerri Painter – Accounts Payable Supervisor Julie Hughes – Travel and Complex Payment Supervisor Agenda • Introduction • Business Case • Perceptive • Project Plan • Benefits • Success Criteria • Accounts Payable • Travel Applications Introduction: What is Document Imaging? • A form of Enterprise Content Management (ECM) capable of replicating documents commonly used in business - Requires software that will electronically capture, store, and reprint images Enterprise Content Management (ECM) The Association for Information and Image Management (AIIM) defines ECM as: • Software that enables an organization to capture, process, and collaborate on important documents and content, protect data integrity from origination to destruction and access precise content of an institution’s everyday business processes Business Case Why is Document Imaging Important? Benefits: • Electronic storage • Enhanced security • Increased access • Improved efficiency • Cost savings Perceptive Software ImageNow: • Creates automated workflow • Distributes information accurately • Simplifies work tasks • Provides real time monitoring Compatible Integration Enterprise Resource Planning (ERP) systems: • Banner • CAMS • Datatel • PeopleSoft Potential Department Applications • Bursar • Financial Aid • Accounts Payable • Registrar • Admissions • Human Resources • Facilities • Payroll Perceptive Affiliates • National Association of College and University Business Officers (NACUBO) • American Association of Collegiate Registrars and Admissions Officers (AACRAO) • College and University Professional Association for Human Resources (CUPAHR) • National Association of Student Financial Aid Administrators (NASFAA) Perceptive Clients Over 500 colleges and universities to include: • Duke University • California Institute of Technology • College of Southern Maryland • Virginia Commonwealth University • Illinois State University • University of Michigan Project Plan UNC Charlotte Selected Departments: • Graduate School • Registrar • Accounts Payable Objectives Integration with 49er Mart and Banner: • Establish Workflow • Link Documents • Provide Training • Purchase Equipment • Utilize Technology Storage • Eliminate paper copies and filing • Ability to make annotations • Robust purging and retaining capabilities Access • Direct documents to authorized users • Controlled and managed privileges • Audit compliance Efficiency • Integration with Banner and 49er Mart • Electronic document workflow • Effective time management Security • Single and secure repository • Centralized system • Sensitive data is protected Cost Savings • Personnel resources • Storage facilities • Greater productivity Factors for Success • Commitment of business sponsors • Full support from department leaders • Effective training of staff and users • Adoption of system campus wide Accounts Payable Accounts Payable is divided into two areas: Invoice Processing: • Purchase orders • Capital Payments • Bookstore • Library • Student Accounts • Payroll Travel and Complex Payments: • Travel related payments • Direct Pay Requests Invoice Processing Processes over 70,000 invoices a year Employs: • Six fulltime staff • One temporary employee • One student worker Invoice Processing Invoice Processing staff manage invoices according to an alphabet distribution among four Invoice Processing Specialists: • A to D • E to K • L to Q • R to Z Invoice Processing One staff member is assigned to: • Process all direct deposit forms • Disburse mail and checks • File and purge documents One staff member processes all other payments: • Bookstore • Library • Capital Payments • Chartwells Invoice Processing Goals • Process invoices without paper copies • Reduce purging and filing time • Gain time for scanning into ImageNow • Utilize dual monitors for each employee Invoice Processing • When we implemented 49er Mart we began scanning invoices in and attached them to the invoice created In 49er Mart. • This allows the departments to view the invoice received in Accounts Payable for payment without having to contact AP for a copy. With ImageNow, they can logon and see any invoice processed in 49er Mart and or Banner. Invoice Processing Invoice Processing • Staff can process invoices in Banner and 49er Mart • Invoice information is populated into ImageNow • Repetitive keying is not necessary • Invoice number and amount are populated Invoice Processing Invoice Processing Plan • To scan invoices daily • ImageNow will date stamp invoices • Staff quality check invoices • Routed by first letter of vendor name • Document placed in correct alphabet section • Invoice Processing Specialists work from folders Invoice Processing Linking invoices to ImageNow: • Banner uses FAIINVE • 49er Mart uses the History screen Utilizing Imaging for Processing Travel & Personal Payments Requirements for Setting up workflow • • • • • Fund Approvals Alpha Spread Temp Workers Outside department access Set-up phase with Perceptive team • Responded to needs • Understood our processes • Some training documentation provided Training Staff • Individual computer set up • Software • Standards for computer settings • Utilize documentation provided • Hands-on direct training • Desk guide for day-to-day processes • Dual screens • Limited access to annotations outside of standards Day to Day Processes For Travel and Personal Payments: • • • • Who to scan What to scan When to scan Document Retention ImageNow Pros & Cons Pros: • Electronic routing (fund approval) • Instant status of documents in the workflow • Data retention/access • Filing space saved Cons: • Scanner choice • Patch Codes • • • • Scanning time Volume Receipts Additional task for staff Reflection of Company/Software Choice ImageNow Software: • Bought less than we needed/wanted • Requires on campus ITS in-depth support and assistance • Implementation set-backs • Have to create our own department training documentation Perceptive: • Responsive • Helpful (understands process) Long-Term Goals • Across campus access • Initial phase - limited access to key department contacts first • Imaging historical data • For documents that we retain perpetually • Possible off-campus departments to scan into our processing queue • Would randomly audit at department Participant Experiences? • • • • • • • Personal Experiences? Other schools using ImageNow? Retention time/storage of hard copies? Problems/Concerns? Helpful hints? How are you making improvements? How has imaging helped your Department/University?