 Scanning Highlights – “Technical”  Reminder to save documents as pdf type searchable  Consider installing/learning about full Adobe Product (not just adobe reader)  Append documents together easily without printing/rescanning  Add post it notes, checkboxes, signature, other add-ins online without having to print, pen up, rescan  Be conscious of image physical size  ScanSnap Settings *Scan to Folder  Rotation Auto-Detect – drives me crazy!  Duplex versus Simplex - control at time of scan  Reminder for the carrier sheet feed and settings  Using Sketcher symbol versus pressing blue button Scanning & E File

‘create front and back images separately’

Scanning – Name and Place (map drive)  A/P Invoices (Yes Most of you are using)  are you scanning the monster docs or … getting Pdf’s from Telephone, Utilities??  REMINDER: Employee Expense – attach their backup viewable from EC  Journal Entry backup *Careful on bulk J/Es – you must break these up to ensure access is appropriate.. Are you? Is this working?  Cash Receipt backup  A/R Invoice details  Bank Statements (district and school books) ** Anyone ???  Now that you are scanning all of this stuff - what affects has this had on your workflow/processes: –Do you still provide physical invoices to approver or are you done once it is scanned? –Are A/P Invoice copies still being made? Is the hardcopy used by anyone - be HONEST! Scanning & E File

 Attach from AdminConnect for P/Os & Packing slips  School and dept participation? How many have Scansnaps? How many are participating in the browse/attach?  REMINDER: Now Much better efficiency in AC as you can input PO# (enter) to get directly to it (no need to click P/O types etc. just P/O# and go)  Reqs and P/Os – P/O backup AND/OR Vendor Inclusions  Now More options for up to 5 additional documents (packing slips for instance)  BIG QUESTION: We know that over 50% of your payments are made without P/Os … I am concerned. We have been thinking multiple attachments at the P/O level  … Should we really be thinking multiple attachments at the A/P Level?  … If so, what types would we use.. Packing slip for instance would get confusing if at PO stage and A/P stage??? Scanning & E File

INVOICES A/P INVOICES A/R RECEIPTSJOURNAL ENTRIES P/O SD DELTA SD FMCM MLAKE N/A3444 BSD TMSD PLPSD S OAKS RETSD Quantity (Scanning) Surprised to see that many A/P Invoices.. Like 28,000+ per year!

 Extra Considerations Scanning  Some customers: attach documents to Vendors … ???  Or is this tender/bid specific and should we be attaching at the BID.380 stage or something? Scanning & E File

 E File Challenges & Concerns  Time and Effort?  Change/improvement in workflow?  Filing and handling scanned paper  Issues with no paper, or having paper..  Issues with signatures?  Issues with map drive or with the entire folder being visible? We are under the impression that the viewing etc. is done from within CIMS and F2 in Invoice lookup – NOT in searching in the map drive … REALITY?? Scanning & E File

 E File Future Goals  No future in-list/goals for finance and Efiling  E File Risks  In charge of naming and placing documents  Danger in shares of deleting/moving all contents (case in point at Delta)  Full ability of end users to preview/print contents  Retention Polices  Currently no plans to delete/purge any efiled documents Scanning & E File