GET THE FACS Faculty Automated Contract System

AGENDA Introduction Project Overview System Highlights Benefits Summary Questions AGENDA

Becky Mundschenk Senior Application Developer/Analyst Willem Bosma ImageNow Systems Cindy Lyons Assistant Budget Director PRESENTED BY

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

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

PROCESSING BEFORE FACS 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

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

FACS PROJECT Timeline – From design to implementation completed in 8 months Collaborative effort among academic, administrative and technical departments – System design and development involved a team of technical staff – Testing and training included users from Academic Departments, Chairs, Deans, Provost Budget, Human Resources and Payroll Acceptance – enthusiastically adopted by the majority of users FACS PROJECT

FACS PROCESSING Appointee selection Appointee provisioning Contract creation in PeopleSoft Appointee acceptance PDF sent to ImageNow Dept Chair approval College Dean approval PBO approval HR processing Payroll processing Start End FACS PROCESSING

FACS TECHNICAL HIGHLIGHTS PeopleSoft Bolt-On System Custom Components for Contract Creation, 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 Review FACS TECHNICAL HIGHLIGHTS

CONTRACT CREATION

CONTRACT ACCEPTANCE

CONTRACT TEMPLATES Template Types – Adjunct Faculty – Offload – Per Student – Summer – Minimester – Special Summer Minimester CONTRACT TEMPLATES

CONTRACT PDF FORM

IMAGENOW WORKFLOW ImageNow Mail captures and indexes contracts from PeopleSoft Routing rules move Workflow documents to the appropriate Approvers notifications are sent to Approvers when contracts are available for approval

IMAGENOW WORKFLOW Grants Office, Department Chairs, Deans, and Provost Budget Office approve or reject documents ImageNow iScripts are used to update PeopleSoft with the current contract status and capture the history of status changes by approvers

APPROVAL WORKFLOW

CONTRACT VIEW

CONTRACT APPROVAL

MULTIPLE CONTRACT APPROVAL PeopleSoft Query Route Multiple Contracts Simultaneously

CONTRACT PROCESSING Departments create and void contracts Provost Budget Office reviews contract data for funding source and processes cancellations Human Resources uses contract to enter or update job information Payroll uses contract for payment processing CONTRACT PROCESSING

CONTRACT TRACKING

FACS SECURITY Uses Custom Roles, Permission Lists, Query Tree, Delivered and Custom Department Security Custom Department Security maintained by Provost Budget Office Coordination of security changes between PeopleSoft and ImageNow FACS SECURITY

OTHER FACS FEATURES Early Provisioning for appointee authentication Automated Notification for Appointee contract acceptance Automated uploading to ImageNow for workflow and document storage “Opt Out” option for Appointee contract acceptance via paper form Printable PDF contract for Appointee and Departments Data capture of Appointee citizenship, education and other employment Custom queries for reviewing contract data by department, college, contract status and other criteria OTHER FACS FEATURES

FACS BENEFITS No paper Secure system Only takes seconds to create a contract Electronic approvals Document is immediately stored in ImageNow Processing from contract initiation to completion is possible in 3 days Contract status is visible and trackable Instant cancellations

FACS BENEFITS Data stored in central location Queries can be used to review multiple contracts at a glance Data available for analysis of workload, enrollments, dual employment, teaching credentials, US citizenship and contract duplication Departments can reconcile contracts created to verify all have been entered

QUESTIONS