Get the FACS Faculty Automated Contract System

Becky Mundschenk Senior Application Developer/Analyst Willem Bosma ImageNow Systems Cindy Lyons Assistant Budget Director PRESENTED BY

Towson University Profile Public University near Baltimore, MD Approx. 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

AGENDA Introduction Project Overview System Highlights Lessons Learned Benefits Summary Questions

Adjunct Contract Process before FACS Approximately 6,000 multi-page paper contracts prepared and processed each year Three levels of approval: appointee, chair, & dean signed documents Contracts delivered by mail or courier

Three processing offices: Provost Budget Office, Office of Human Resources (OHR), and Payroll Provost Budget Office enters contract into shadow system (Access) to authorize payment OHR establishes job record in PeopleSoft and scans documents into ImageNow Payroll enters pay schedule into PeopleSoft to pay appointees

The Problem High volume of paper documents Weeks from initiation to payroll complete Labor intensive High risk for misplaced contracts Duplicate effort in colleges and central administrative offices: spreadsheets, shadow systems, copying, and storage

Time delay in processing contract cancellations Contracts were not secured until scanned into ImageNow No reliable method for reconciling contracts, matching enrollments to contracts, identifying dual employment

SYSTEM OVERVIEW PeopleSoft Custom Bolt-On System Custom components for Contract Data Entry, Updating, Processing, Printing and Tracking XML Publisher Templates to produce Contracts in PDF form ImageNow Workflow for Approvals PeopleSoft Queries for verifications

Project Timeline Process Flow Collaboration Training Implementation

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

Contract Data Entry

Contract Acceptance

Contract Approval (ImageNow Slides)

Contract Updates/Review

Contract Processing

Contract Tracking

FACS Security

Other Features Printing, 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 1-3 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