 Take CIMS Reports and store them electronically  eFile A/P Invoices - stop updating Vendor Files  eFile behind all activities: J/E, A/R, C/R – stop storing originals – stop sending cheque remittances to Employees – auto to direct deposit  Have Schools participate in attaching their backup to P/Os and to Journal Entry Requests  Encourage EC and AC online for viewing, reporting, analyzing.. Reduce printing, encouraging online  Just do it all – no more Hard Copy, scan everything, stop filing … Are we getting there? eFile – Evolution

 Categorize/Organize  Secure (authorization)  Name  Add appropriate tags, searchable words  Confirm: process can be application independent – If CIMS were to disappear your documents and a database for them exist just like in a PC directory  … CIMS does this all for you! eFile – Critical Components

 Security: Confirmation of Folder Access  IFS: *public *write only, Access through RES This confirms SOLID Folder Security to unauthorized users and hackers  Appropriate access to other authorized users to view and explore documents (DocID authority GLB.001)  Smarter Logic added regarding showing ONLY appropriate portion of J/E, C/R etc. according to GNL.110 security … but be careful of Image!!! eFile – Critical Components

 A US study estimates the world creates 4 exabytes of efile data annually.. 400M per every person on earth  Google is used for 2 million hits per minute on searching for online efiled information!  Number of Districts gone paperless meaning – no filing of hardcopy or backup – means automatically shred OR boxes with dates??  Seven Oaks, SD23, RETSD, ???  Number of Documents/year.. Reaching 30000/year eFile – Statistics/Affirmation

 Looked at some districts analyzed document growth for Finance … 6-12 Gig per year  Seven Oaks: 24G - 17G A/P Invoices, 4G Reports  Gig (18,722 A/P items)  Gig (16,440 A/P items)  River East Transcona: 34G - 25G A/P Invoices, 5G Reports  Gig (19,200 A/P items)  Gig (15,700 A/P items)  Delta School District: 37G - 25G A/P Invoices, 3.5G Reports  Gig (16,751 A/P items)  Gig (16,349 A/P items) eFile – Statistics/Affirmation

 Looking largely at A/P documents Since July 1, 2012  Incredible - some have image for EVERY A/P Inv !!! eFile – Statistics/Affirmation CustomerA/P 2013 Images Missing ACP.713 Other Stored Items Not Used SD720/6320P/OsJ/E,A/R,C/R,Perm Seven Oaks200/16182J/E, A/R, C/R, P/O JR Req, Permits Mystery Lake480/4620Some P/O,JE,PerA/R, Schl Acct Brandon200/10275C/RJ/E, A/R, Schl Acc SD230/19345P/O,JE,C/RA/R,Perm,Schlb PLPSD70/3983P/Os, J/EC/R,Schlb,A/R TMSDNot Using RETSD600/19634JE, AR, CR, POSchl Acct, Permit Delta2280/14948JE, CR, ARPO

 Finance is the group where you name and slide.  Confirmation: batch postings, listings all showing **NO IMAGE or IMAGE  Confirmation: Copy/paste eFile – Image Naming

 Efficiency? Is it taking more time, has it added or reduced to our workload?  Accessibility? Are people utilizing and enjoying having this information readily available? Schls, Supts, Consultants, Maintenance …  Scanner/Document Tips and/or concerns?  Document Quality concerns?  Signatures, Sign offs.. Problem in scanning because of signature rather than to browse/attach PC Document  Filing: Are documents still being filed? eFile – What have we Learned

 Changes to all reporting to indicate *NoImage or Image so districts can audit/ensure efiling has occurred appropriately.  New IMG.301V, IMG.301A – ability to store unlimited amount of documents with Vendor or A/R Customer  Vendor Activity Lookup – shows Images for P/O and/or A/P AND smart enough to look at both P/O Vendor and remit to if different. eFile – Newest Features

 Scanning takes time and storage … **New** Consider reducing the overall storage?  Are you printing less at Board Office?  How about at locations – any reporting? How to inform on closing P/Os etc…..  SCHOOLS: Are they participating in the eFiling  Browse/attach for P/Os and or Reqs  Browse/attach to J/E requests  … Packing slips ?? eFile – Considerations