Transcript GET THE FACS Faculty Automated Contract System PRESENTED BY Becky Mundschenk Senior Application Developer/Analyst [email protected] Wim Bosma ImageNow Systems [email protected] Cindy Lyons Assistant Budget Director [email protected].

GET THE FACS
Faculty Automated
Contract System
PRESENTED BY
Becky Mundschenk
Senior Application Developer/Analyst
[email protected]
Wim Bosma
ImageNow Systems
[email protected]
Cindy Lyons
Assistant Budget Director
[email protected]
AGENDA
AGENDA
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Introduction to FACS
Project Overview
System Highlights
Benefits Summary
Questions
TOWSON UNIVERSITY
TOWSON UNIVERSITY
UNIVERSITY PROFILE
TOWSON
PROFILE
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Public University near Baltimore, MD
Approximately 22,000 students
848 full-time faculty and 795 part-time faculty
1,357 full-time staff and 471 part-time staff
7 colleges and 64 academic departments
64 undergraduate majors and 50 graduate
programs
ADJUNCT CONTRACT
ADJUNCT
CONTRACT PROCESS
PROCESS
• Approximately 6,000 contracts prepared and
processed each year
• Stages of approval and processing
– Appointee > Chair > Dean > Provost Budget
> Human Resources > Payroll
PROCESSING BEFORE
BEFORE FACS
FACS
PROCESSING
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High volume of paper documents
Contract delivery by US and interoffice mail
Weeks from initiation to payroll complete
Labor intensive
No way to validate information
High risk for errors and misplaced contracts
PROCESSING BEFORE
PROCESSING
BEFORE FACS
FACS
• Duplicate effort and data in colleges and
administrative offices
• Delay in processing contract cancellations
• Contracts not secured until manually scanned
into ImageNow
• No reliable method for tracking contracts and
reconciling payments
FACS PROJECT
PROJECT
FACS
• Timeline – Completed in 8 months
• Design and Development – Accomplished by a
team of experienced technical staff
• Testing and Training – Successful collaboration
among Academic Departments, Chairs, Deans,
Provost Budget, Human Resources and Payroll
• Implementation – System enthusiastically
adopted by the majority of users
FACS PROCESSING
PROCESSING
FACS
Start
Appointee
selection
Appointee
provisioning
Contract
creation in
PeopleSoft
College Dean
approval
Dept Chair
approval
PDF sent to
ImageNow
Appointee
acceptance
PBO approval
HR processing
Payroll
processing
End
FACS TECHNICAL
TECHNICAL HIGHLIGHTS
HIGHLIGHTS
FACS
• PeopleSoft Bolt-On System
• Custom Components for Contract Creation,
Processing, Tracking, Security and Printing
• XML Publisher Templates generate Contracts in
PDF form
• Contract content stored in a table of text fields
• ImageNow for Workflow Approvals and
Document Storage
• PeopleSoft Queries for Data Review
CONTRACT CREATION
CONTRACT CREATION
CONTRACT ACCEPTANCE
CONTRACT ACCEPTANCE
CONTRACT ACCEPTANCE
CONTRACT ACCEPTANCE
CONTRACT ACCEPTANCE
CONTRACT ACCEPTANCE
CONTRACT TEMPLATES
TEMPLATES
CONTRACT
• Template Types
– Adjunct Faculty
– Offload
– Per Student
– Summer
– Minimester
– Special Summer Minimester
CONTRACT PDF FORM
IMAGENOW WORKFLOW
• ImageNow Mail Agent captures and indexes
contracts from PeopleSoft
• Routing rules move Workflow documents to
the appropriate Approvers
• E-Mail notifications are sent to Approvers
when contracts are available for approval
IMAGENOW WORKFLOW
• Grants Office, Department Chairs, Deans, and
Provost Budget Office approve or reject
documents
• ImageNow iScripts are used to update
PeopleSoft with the current contract status
and capture the history of status changes by
approvers
APPROVAL WORKFLOW
CONTRACT VIEW
CONTRACT APPROVAL
MULTIPLE CONTRACT APPROVAL
• PeopleSoft Query
• Route Multiple Contracts
Simultaneously
CONTRACT PROCESSING
PROCESSING
CONTRACT
• Departments create and void contracts
• Provost Budget Office reviews contract data,
adjusts the funding source and processes
cancellations
• Human Resources uses contract to enter or
update job information
• Payroll uses contract for payment processing
CONTRACT PROCESSING
CONTRACT TRACKING
FACS SECURITY
SECURITY
FACS
• Combination of delivered and custom roles,
permission lists and department security.
• Custom Department Security maintained by
Provost Budget Office
• Coordination of security changes between
PeopleSoft and ImageNow done by Provost
Budget Office
FACS SECURITY
SECURITY
FACS
FACS SECURITY
OTHER
OTHER FACS FEATURES
• Automated Email Notification for Appointee contract
acceptance
• Automated uploading to ImageNow for workflow and
document storage
• “Opt Out” option for Appointee contract acceptance via
paper form
• Printable PDF contract for Appointee and Departments
• Data capture of Appointee citizenship, education and
other employment
• Custom queries for reviewing contract data by
department, college, contract status and other criteria
FACS BENEFITS
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No paper required
Secure system
Only takes seconds to create a contract
Electronic approvals
Document immediately stored in ImageNow
Processing from contract initiation to completion
possible in 3 days
• Contract status is visible and trackable
• Instant cancellations
FACS BENEFITS
• Data stored in central location
• Queries can be used to review multiple
contracts at a glance
• Data available for analysis of workload,
enrollments, dual employment, teaching
credentials, US citizenship and contract
duplication
• Departments can reconcile contracts created
to verify all have been entered
QUESTIONS