Banner Fund Establishment Using ImageNow Workflow and Appworx Diana Rivenbark University of North Carolina Wilmington

Session Etiquette Please turn off all cell phones. Please keep side conversations to a minimum. If you must leave during the presentation, please do so as quietly as possible. 2

Form 3 Request for Establishment of a Banner Fund form with electronic (Adobe) signatures

Business Need Process change factors –Update form Address revenue generating funds –Open ImageNow to campus –Efficiency 4

Current Process – User Perspective 5 Completes PDF Form routes to Acctg box Department Accounting Acctg Specialist moves to Fund Setup category Acctg Mgr reviews, assigns attributes, signs Saves, s to Acctg box Controller reviews & signs Saves, s to Acctg box. Acctg Specialist sets up fund in Banner s form to Asst Budget Dir Moves to Fund in Banner in Budget category Budget Office Asst Budget Dir reviews/updates s to Budget Dir Budget Dir signs s to Asst Budget Dir Asst Budget Dir s to student worker Student worker saves an electronic copy s to Acctg Specialist Accounting Acctg Specialist makes changes in Banner & links to ImageNow Acctg Specialist s budget authority Acctg Specialist deletes from Fund in Banner in Budget category Moves to Controller Review category Budget Authority electronically signs s to Budget Authority s to Senior Officer Senior Officer electronically signs Clicks Submit to General Accounting button

Current Process - Challenges Is this an efficient process? – s – categories –Tracking –Multiple signatures –Processing delays –Banner data updates/changes 6

New Process – Preliminary Discussion 7

New Process - Design 8 -Dedicated IN -Form Design in Adobe Live Cycle –Identify Values Drawer Document Type Index Values –Folder –Tab –Fields 3, 4, 5 –Script Editor Required fields Submit button topmostSubform.Page1.Button1::click - (JavaScript, client) if (Tab.rawValue == null) {xfa.host.messageBox("You must enter a Fund Title"); } else if (F5.rawValue == null) {xfa.host.messageBox("You must enter a Department"); } else { var oDoc = event.target;} oDoc.mailDoc({ bUI: true, cTo: cCC: "", cSubject: "DocType: Fund Establish", cMsg: " (Drawer): Accounting" + "\n Fund Title (Tab): " + Tab.rawValue + "\n Department (F5): " + F5.rawValue + "\n (DocType): Fund Establish" });

New Process – Design 9 Tab Field 5

New Process cTo: cCC: "", cSubject: "DocType: Fund Establish", cMsg: " (Drawer): Accounting" + "\n Fund Title (Tab): " + Tab.rawValue + "\n Department (F5): " + F5.rawValue + "\n (DocType): Fund Establish" From: “Rivenbark, Diana” Sent: Mon Feb 25 13:46:46 EST 2013 To: CC: Subject: Doc Type: Fund Establish ………………………………. (Drawer): Accounting Fund Title (Tab): Build Rivenbark Hall Department (F5): Facilities (Doc Type): Fund Establish [attachment: ACG Request for Est of Banner Fund_Static_distributed (2).pdf – Adobe Acrobat Pro.pdf] Code on Button

New Process 11 cTo: cCC: "", cSubject: "DocType: Fund Establish", cMsg: " (Drawer): Accounting" + "\n Fund Title (Tab): " + Tab.rawValue + "\n Department (F5): " + F5.rawValue + "\n (DocType): Fund Establish" Code on Button

New Process - ImageNow View 12

New Process - Signatures Do we REALLY need five signatures? Budget Authority Senior Officer Accounting Manager Controller Budget Director 13 Why aren’t we using ImageNow technology to facilitate the process?

New Process - Attachments What exactly are we attaching to the fund establish form? Now that we have identified who and what is submitted, how are we going to get the attachments into ImageNow? 14

New Process – Attachments Submit button opens an 15

New Process – Attachments 16 Problem – Senior Officer clicks the Submit to General Accounting button. Are we going to ask senior officers to keep track of attachments?

Attachments - Solutions 24% of funds have attachments 8% Budget (for budgeted trust funds) –Incorporate budget requirements in form 2% Miscellaneous documents – to Accounting Specialist –Use ImageNow drag & drop functionality 14% Scholarship/Endowment – submit to ImageNow –Accounting Manager will delete unsigned document 17

New Process – ImageNow Workflow 18 Work begins!

ImageNow - Campus View 19.

ImageNow – Campus View 20

ImageNow – Finance View & Process System s individuals on workflow queue In ImageNow, select workflow queue 21

ImageNow – Finance View & Process Workflow view displays documents in queue Open document Makes changes as needed 22

ImageNow – Finance View & Process Route document 23

Banner & Appworx Notifying the department –Fund set up in Banner –Each night, Appworx will send an with fund details to the budget authority Budget Authority info is maintained on FTIFATA (Fund Attributes) 24 SAMPLES ONLY

New Functionality – Purge Documents Fund inactivated/terminated –Accounting Specialist routes document to Purge queue –Retention period determines time in queue –Documents deleted from system after specified period 25

New Process – User Perspective 26 Completes PDF Form routes to ImageNow Fund Establish queue Department Accounting Acctg Mgr reviews, assigns attributesController reviews Routes to ImageNow Budget Approval queue Budget Office Asst Budget Dir reviews Routes to ImageNow Banner Fund Establish queue Accounting Acctg Specialist creates fund in Banner; links to ImageNow Routes to ImageNow Controller Approval queue Budget Authority electronically signs s to Budget Authority Clicks Submit to Accounting button ImageNow Mail Agent Appworx Sends to Budget Authority Routes to ImageNow Fund Establish Completed queue Senior Officer electronically signs Clicks Submit to Accounting button

Improvements & Efficiencies Tracking Fewer s Fewer electronic (Adobe) signatures Documents are in one system Better use of available technology reminders that work is pending Fewer delays in processing More complete and comprehensive information on form Less errors Document purge functionality 27

Future Plans Evaluate all forms used in Business Affairs A true e-forms solution Open access to ImageNow drawers for campus users 28

29 Diana Rivenbark UNCW Financial Systems Contact Information