1. GET THE FACS Faculty Automated Contract System

2. AGENDA Introduction Project Overview System Highlights Benefits Summary Questions AGENDA

3. Becky Mundschenk Senior Application Developer/Analyst bmundschenk@towson.edu Willem Bosma ImageNow Systems wbosma@towson.edu Cindy Lyons Assistant Budget Director clyons@towson.edu PRESENTED BY

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. CONTRACT CREATION

13. CONTRACT ACCEPTANCE

17. CONTRACT APPROVAL

18. 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

20. CONTRACT TRACKING

21. The Problem CONTRACT TRACKING

22. FACS Security

23. SYSTEM OVERVIEW Uses Custom Roles, Permission Lists, Query Tree, Delivered and Custom Department Security Custom Department Security maintained by Provost Budget Office FACS Security

24. Other Features Printing, Opt Out, Employee Data

25. Lessons Learned

26. 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

27. 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

28. QUESTIONS