Cheryl Ast Project Team Leader, Administrative Computing Services (949) CUMREC 2003 University of California, Irvine Tuesday, May 13, 2003 Lorri Ahlert Special Projects Analyst, Accounting & Fiscal Services (949) Copyright University of California, Irvine, This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

Reimbursements for non-Purchase Order related items - 135,000 reimbursements totaling $185 million in calendar year 2002 Reimbursements for travel and advances - 20,000 reimbursements totaling $11 million CUMREC 2003 What is PayQuest?

Paper form filled in Signatures obtained Multiple copies made Sent to Disbursing CUMREC 2003 Old paper process In the Department

Audit for policy compliance Vendor coding Data entry Batching Micro filming CUMREC 2003 Old paper process In Disbursing

Unprecedented growth Decreasing staff and budgets Overwhelming workload CUMREC 2003 Why PayQuest?

Users demand desktop solutions Build versus buy Mature mainframe Enterprise Resource Planning (ERP) system not scheduled for replacement CUMREC 2003 Why PayQuest?

Accounting & Fiscal Services sponsored project with Administrative Computing Services User group input Focus on increasing flexibility and streamlining processes Build the business rules into forms CUMREC 2003 How to address the Challenges?

User control and ownership of their documents Introduce document scanning Retain the mainframe system CUMREC 2003 How to address the Challenges?

CUMREC 2003 PayQuest Home Page

User Guide FAQ’s Informational bullets CUMREC 2003 Home Page New Forms 10 Primary form categories 24 form sub-types Forms phased in

CUMREC 2003 PayQuest Entertainment Form

Common look & feel for all form types Reusable section blocks Link to Policies & Procedures Help on each section title bar Required fields indicated CUMREC 2003 Entertainment Form

Payee selection improved Caterer’s Table Selection of Payee by Employee #, Tax ID or Name No delay for Vendor coding Previously paid list Sensitive to privacy issues CUMREC 2003 Entertainment Form

Audits and Edits Calculations based on limits Cross platform validation Access to Accounts based on security hierarchy Object codes unique to form type CUMREC 2003 Entertainment Form

Visa payments to UC Irvine Corporate Card Notes feature CUMREC 2003 Entertainment Form

Allocation of unique PayQuest Identification Number (PQID) PQID follows transaction to mainframe, GL and scanning CUMREC 2003 Entertainment Form

CUMREC 2003 PayQuest Cover Sheet

Summary of form Bar coded for scanning Cross department account/fund edits Attention lines Signature lines Attach documentation to the Cover Sheet Transaction submitted to ERP system CUMREC 2003 Cover Sheet

CUMREC 2003 PayQuest Directory

Online filing cabinet View multiple forms Searchable and changeable Default view Signature lines Edit, Copy, View and Delete icons Scanned Images CUMREC 2003 Directory

View Cover Sheet View Images CUMREC 2003 View by PQID Summary Reports Awaiting Scanning Awaiting Vendor Coding Check Status Summary Transaction Detail Summary

HTML GUI Apache web server Tomcat Java application server Expresso framework Java/J2EE backend Sybase Database Management System (DBMS) CUMREC 2003 Where is this going to happen?

Elevon Inc. (Walker Interactive Systems) Manageable ERP systems enhancements Scanning with Ascent Capture from Kofax Imaging by Mobius Management Systems ViewOne by Daeja Imaging Systems for image retrieval CUMREC 2003 Where is this going to happen?

Thank you for your time and interest in PayQuest! CUMREC 2003 Conclusion Cheryl and Lorri Questions?