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Taming the Paper Tiger in Accounts Payable How Temple University eliminated the paper, streamlined the workflow and increased the productivity within.

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Presentation on theme: "Taming the Paper Tiger in Accounts Payable How Temple University eliminated the paper, streamlined the workflow and increased the productivity within."— Presentation transcript:

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2 Taming the Paper Tiger in Accounts Payable How Temple University eliminated the paper, streamlined the workflow and increased the productivity within the Accounts Payable Department by integrating the Feith Document Database system with their GEAC financial management system Presented by: Steve Hazzard Steve Hazzard – Dir of Applications Systems Frida Lukov Frida Lukov – Lead Software Developer Wednesday January 11, :45am Copyright Temple University This work is the intellectual property of the authors. 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 authors. To disseminate otherwise or to republish requires written permission from the authors.

3 Taming the Paper Tiger in Accounts Payable How Temple University eliminated the paper, streamlined the workflow and increased the productivity within the Accounts Payable Department by integrating the Feith Document Database system with their GEAC financial management system Presented by: Steve Hazzard Steve Hazzard – Dir of Applications Systems Frida Lukov Frida Lukov – Lead Software Developer Wednesday January 11, :45am Copyright Temple University This work is the intellectual property of the authors. 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 authors. To disseminate otherwise or to republish requires written permission from the authors.

4  Temple was founded by Dr. Russell H. Conwell in 1884, chartered as Temple College in 1888 and incorporated as Temple University in 1907  In 1967, Temple University became part of the Commonwealth System of Higher Education  Temple University has more than 34,000 students and 5,500 employees  Temple has distinguished faculty in 17 schools and colleges, including schools of Law, Medicine, Pharmacy, Podiatry, and Dentistry About Temple University  Based in Philadelphia, Temple is one of Pennsylvania’s three public research Universities, along with the University of Pittsburgh and Penn State University

5  Temple University is the 28 th largest University in the United States, and we are the 6 th largest provider of professional education in the country  The University has education centers in Harrisburg and Fort Washington, and international campuses in Tokyo, Japan, and Rome, Italy About Temple University

6  What’s wrong with paper  Reduction strategies  Taming the Tiger Paper vs. Imaging Paper vs. Imaging What would you choose What would you choose  The Feith Document Database  Implementing Document Imaging  Document Imaging up close  Questions Taming the Paper Tiger - Topics for Discussion -

7 What’s wrong with paper?  Inefficient manual process  Paper was everywhere!!!!!  Less Secure, “Lost” Invoices, Check Request, and Expense Reports….known as the “Black Hole”  Payments not timely  Filing of over 6,500 invoices a month  Customer Service–resulting in a game of “telephone tag”  Document Retrieval: 3 hours to 2 weeks

8  Making/sending copies is not environmentally friendly  Multiple copies invite duplicate processing  No Disaster Recovery Plan (are you making enough copies?)  Storage Space – 1 Million Documents taking up 1/3 of the entire office space! The equivalent of 400+ boxes… Imagine that! What’s wrong with paper?

9 Reduction Strategies But at best, these strategies only calm the Paper Tiger. Temple needed to actually tame the beast!  Matches  Re-use old paper and print on reverse side  Offsite storage  Purge  Shred, shred, shred

10 Taming the Tiger - Paper vs. Imaging - Can be lost or filed incorrectly Eliminates lost files Paper FilesDigital Files Must search by reading entire contents Backup measures insure against loss Indexed or full text searching Vulnerable to catastrophic loss

11 Take up a lot of space Take very little space Paper FilesDigital Files Deteriorate with age Simultaneous viewing Do not degrade Viewed by one person at a time Single copy Often multiple copies Taming the Tiger - Paper vs. Imaging -

12 Taming the Tiger - What would you choose? -

13 The Feith Document Database   Key Components used in AP Volume Image Processing (VIP) Computer Output to Laser Disk (COLD) FDD/WebFDD Quick Integrator Workflow IQ FDD Auditor

14 Implementing Document Imaging  Do not attempt without a documented process  In case you missed it the first time…DO NOT ATTEMPT WITHOUT A DOCUMENTED PROCESS  Assemble your team  Minimize the trauma & build on success...Tackle one process at a time  Balance best practice with best logic  Build and train

15 Document Imaging Up Close - AP Process -  Step 1 - Generate a Bar Code Sheet to separate invoices document type, ie. check request, invoice, etc. alpha category for AP clerk

16  Step 2 - Scan Invoices behind Barcode Sheet using Volume Image Processing (VIP) Single scan mode for 1 page invoices Multi scan mode for 1+ page invoices Document Imaging Up Close - AP Process -

17  Step 3 – Indexed documents go through the Workflow process Using barcode, workflow routes the document to assigned clerk You build your Business Rules into Workflow…KNOW YOUR PROCESS Document Imaging Up Close - AP Process - Workflow, the heart of the Tiger

18  Step 4 – Process invoices ‘Vendoring’ – coding invoice with TU vendor ID. Pay ($$$$) Document Imaging Up Close - AP Process -

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21  Step 3 Domesticate the animal by applying your new found knowledge along with your shiny new equipment IMPLEMENT  Step 2 Once you know the beast, identify the proper equipment and training techniques to be used. SELECT THE RIGHT SYSTEM  Step 1 To tame the Paper Tiger you must first understand it’s habits. DOCUMENTATION DOCUMENTATION Taming the Paper Tiger in Three Easy Steps


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