Document ImagingMonday, 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 CaseWhy 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 PayableAccounts 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?