Cheryl Ast Project Team Leader, Administrative Computing Services (949) 824-7367 2003 EDUCAUSE Southwest Regional Conference University of.

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Presentation transcript:

Cheryl Ast Project Team Leader, Administrative Computing Services (949) EDUCAUSE Southwest Regional Conference University of California, Irvine Thursday, February 20, 2003 Lorri Ahlert Special Projects Coordinator, Accounting & Fiscal Services (949) Copyright University of California, Irvine, This work is the intellectual property of the author. 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 author. To disseminate otherwise or to republish requires written permission from the author.

Reimbursements for non-PO related purchases Including travel and advances 2003 EDUCAUSE Southwest Regional Conference What is PayQuest?

Paper form filled in Signatures obtained Multiple copies made Sent to Disbursing 2003 EDUCAUSE Southwest Regional Conference Old paper process In the Department

Audit for policy compliance Vendor coding Data entry Batching Micro filming 2003 EDUCAUSE Southwest Regional Conference Old paper process In Disbursing

Unprecedented growth Decreasing staff and budgets Overwhelming workload 2003 EDUCAUSE Southwest Regional Conference Why PayQuest?

Users demand desktop solutions Build versus buy Mature mainframe Enterprise Resource Planning (ERP) system not scheduled for replacement 2003 EDUCAUSE Southwest Regional Conference Why PayQuest?

Accounting & Fiscal Services sponsored project with AdCom Services User group input Focus on increasing flexibility and streamlining processes Build the business rules into forms 2003 EDUCAUSE Southwest Regional Conference How to address the Challenges?

User control and ownership of their documents Introduce document scanning Retain the main frame system 2003 EDUCAUSE Southwest Regional Conference How to address the Challenges?

2003 EDUCAUSE Southwest Regional Conference PayQuest Home Page

User Guide FAQ’s Informational bullets 2003 EDUCAUSE Southwest Regional Conference Home Page New Forms 10 Primary form categories 35 form sub-types Forms phased in

2003 EDUCAUSE Southwest Regional Conference PayQuest Entertainment Form

Common look & feel for all form types Reusable section blocks Link to Policies & Procedures Help on each section title bar Required fields indicated 2003 EDUCAUSE Southwest Regional Conference Entertainment Form

Payee selection improved Caterer’s Table Selection of Payee by Employee #, Tax ID or Name No delay for Vendor coding Previously paid list Sensitive to privacy issues 2003 EDUCAUSE Southwest Regional Conference Entertainment Form

Audits and Edits Calculations based on limits Cross platform validation Access to Accounts based on security hierarchy Object codes unique to form type 2003 EDUCAUSE Southwest Regional Conference Entertainment Form

Visa payments to UC Irvine Corporate Card Notes feature Allocation of unique PayQuest Identification Number (PQID) PQID follows transaction to main frame, FS and scanning 2003 EDUCAUSE Southwest Regional Conference Entertainment Form

2003 EDUCAUSE Southwest Regional Conference PayQuest Cover Sheet

Summary of form Bar coded for scanning Cross department account/fund edits Attention lines Signature lines Attach documentation to the Cover Sheet Transaction submitted to ERP system 2003 EDUCAUSE Southwest Regional Conference Cover Sheet

2003 EDUCAUSE Southwest Regional Conference PayQuest Directory

Online filing cabinet View multiple forms Searchable and changeable Default view Signature lines Edit, Copy, View and Delete icons Scanned Images 2003 EDUCAUSE Southwest Regional Conference Directory

View Cover Sheet View Images 2003 EDUCAUSE Southwest Regional Conference View by PQID Summary Reports Awaiting Scanning Awaiting Vendor Coding Check Status Summary Transaction Detail Summary

HTML GUI Apache web server Tomcat Java application server Expresso framework Java/J2EE backend Sybase DBMS 2003 EDUCAUSE Southwest Regional Conference Where is this going to happen?

Elevon Inc. (Walker Interactive Systems) Manageable ERP systems enhancements Scanning using Kofax Imaging by Mobius Management Systems Java applet for viewing 2003 EDUCAUSE Southwest Regional Conference Where is this going to happen?

Thank you for your time and interest in PayQuest! 2003 EDUCAUSE Southwest Regional Conference Conclusion Cheryl and Lorri Questions?