get the facs
DESCRIPTION
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 PresentationTRANSCRIPT
GET THE FACS
Faculty Automated Contract System
AGENDA
• Introduction• Project Overview• System Highlights• Benefits Summary• Questions
AGENDA
Becky MundschenkSenior Application Developer/[email protected]
Willem BosmaImageNow [email protected]
Cindy LyonsAssistant Budget [email protected]
PRESENTED BY
Towson University Profile
• 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, 64 undergraduate majors, and
50 graduate programs
TOWSON UNIVERSITY PROFILE
Adjunct Contract Process
• Approximately 6,000 contracts prepared and processed each year
• Three levels of approval– Appointee > Chair > Dean
• Three processing offices – Provost Budget > Human Resources > Payroll
ADJUNCT CONTRACT PROCESS
The Problem
• High volume of paper documents• Contract delivery by US and interoffice mail• Weeks from initiation to payroll complete • Labor intensive• High risk for errors and misplaced contracts• Duplicate effort and data in colleges and
administrative offices
PROCESSING BEFORE FACS
The Problem
• Delay in processing contract cancellations• Contracts not secured until manually scanned
into ImageNow• No reliable method for tracking contracts and
reconciling payments
PROCESSING BEFORE FACS
Project
• Timeline – completed in 8 months– 5 months analysis, design and development – 3 months testing and training
• Collaboration among academic, administrative and technical departments
• Training• Implementation• Acceptance
PROJECT
FACS Process Flow
Appointee selection
Appointee provisioning
Contract creation in PeopleSoft
Appointee acceptance
PDF creation (sent to
ImageNow)
Dept Chair approval
College Dean approval
PBO approval HR processing Payroll processing
Start
End
FACS PROCESSING
SYSTEM OVERVIEW
• PeopleSoft Bolt-On System• Custom Components for Contract Data Entry,
Processing, Tracking, Security and Printing • XML Publisher Templates for generating Contracts
in PDF form• ImageNow for Workflow Approvals and Document
Storage• PeopleSoft Queries for Data Access
FACS TECHNICAL HIGHLIGHTS
CONTRACT CREATION
CONTRACT CREATION
CONTRACT ACCEPTANCE
CONTRACT ACCEPTANCE
CONTRACT ACCEPTANCE
CONTRACT ACCEPTANCE
CONTRACT APPROVAL
The Problem
• Departments create and void contracts• Provost Budget Office reviews contract data
for funding source and processes cancellations• Human Resources uses contract to process Job • Payroll uses contract for payment processing
CONTRACT PROCESSING
CONTRACT PROCESSING
CONTRACT TRACKING
Contract Data Entered
Sent Email to Appointee
Contract emailed to ImageNow
Chair RejectChair
Accept
HR Process
HR CancelEnd
The ProblemCONTRACT TRACKING
FACS Security
SYSTEM OVERVIEW
• Uses Custom Roles, Permission Lists, Query Tree, Delivered and Custom Department Security
• Custom Department Security maintained by Provost Budget Office
FACS Security
Other FeaturesPrinting, Opt Out, Employee Data
Lessons Learned
FACS Benefits
• No paper• Secure system • Only takes seconds to create a contract• Electronic approvals• Document is immediately stored in ImageNow• 3 to 5 days from initiation to payroll complete
• Contract status is visible • Instant cancellations• Data stored in central location• Users can query on all fields• Departments can reconcile contracts created
to verify all have been entered• Ability to analyze data for potential duplicate
contracts, enrollments, workload, dual employment, highest degree, US citizenship
QUESTIONS