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 TOWSON UNIVERSITY PROFILE

AGENDA Introduction Project Overview System Highlights Lessons Learned Benefits Summary Questions AGENDA

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 were not secured until scanned into ImageNow No reliable method for tracking contracts and reconciling payments PROCESSING BEFORE FACS

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 SYSTEM OVERVIEW

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

Project Timeline Process Flow Collaboration Training Implementation PROJECT

Contract Data Entry

Contract Acceptance

Contract Approval

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 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