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GET THE FACS

GET THE FACS. Faculty Automated Contract System. AGENDA. AGENDA. Introduction Project Overview System Highlights Benefits Summary Questions. PRESENTED BY. Becky Mundschenk Senior Application Developer/Analyst bmundschenk@towson.edu Willem Bosma ImageNow Systems wbosma@towson.edu

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GET THE FACS

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  1. GET THE FACS Faculty Automated Contract System

  2. AGENDA AGENDA • Introduction • Project Overview • System Highlights • Benefits Summary • Questions

  3. PRESENTED BY Becky Mundschenk Senior Application Developer/Analyst bmundschenk@towson.edu Willem Bosma ImageNowSystems wbosma@towson.edu Cindy Lyons Assistant Budget Director clyons@towson.edu

  4. Towson University Profile 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

  5. Adjunct Contract Process 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

  6. The Problem 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

  7. The Problem 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

  8. Project PROJECT • Timeline – completed in 8 months • 5 months analysis, designand development • 3 months testing and training • Collaboration among academic, administrative and technical departments • Training • Implementation • Acceptance

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

  10. SYSTEM OVERVIEW FACS TECHNICAL HIGHLIGHTS • PeopleSoft Bolt-On System • Custom Components for Contract Data Entry, 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 Access

  11. CONTRACT CREATION

  12. CONTRACT CREATION

  13. CONTRACT ACCEPTANCE

  14. CONTRACT ACCEPTANCE

  15. CONTRACT ACCEPTANCE

  16. CONTRACT ACCEPTANCE

  17. CONTRACT APPROVAL

  18. The Problem CONTRACT PROCESSING • Departments create and void contracts • Provost Budget Office reviews contract data for funding source and processes cancellations • Human Resources uses contract to process Job • Payroll uses contract for payment processing

  19. CONTRACT PROCESSING

  20. CONTRACT TRACKING

  21. The Problem CONTRACT TRACKING

  22. FACS Security

  23. SYSTEM OVERVIEW FACS Security • Uses Custom Roles, Permission Lists, Query Tree, Delivered and Custom Department Security • Custom Department Security maintained by Provost Budget Office

  24. Other FeaturesPrinting, Opt Out, Employee Data

  25. Lessons Learned

  26. FACS Benefits • No paper • Secure system • Only takes seconds to create a contract • Electronic approvals • Document is immediately stored in ImageNow • 3 to 5 days from initiation to payroll complete

  27. Contract status is visible • Instant cancellations • Data stored in central location • Users can query on all fields • Departments can reconcile contracts created to verify all have been entered • Ability to analyze data for potential duplicate contracts, enrollments, workload, dual employment, highest degree, US citizenship

  28. QUESTIONS

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