Banner Fund Establishment Using ImageNow Workflow and Appworx

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

2. 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.

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

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

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

6. Current Process - Challenges • Is this an efficient process? • Emails • Email categories • Tracking • Multiple signatures • Processing delays • Banner data updates/changes

7. New Process – Preliminary Discussion

8. New Process - Design -Dedicated IN email -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 { varoDoc = event.target;} oDoc.mailDoc({ bUI: true, cTo: "INAcctg@uncw.edu", cCC: "", cSubject: "DocType: Fund Establish" , cMsg: "  (Drawer): Accounting" + "\n Fund Title (Tab): " + Tab.rawValue + "\n Department (F5): " + F5.rawValue + "\n (DocType): Fund Establish" });

9. New Process – Design Field 5 Tab

10. New Process - Email • cTo: "INAcctg@uncw.edu", • 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” bellamyd@uncw.edu Sent: Mon Feb 25 13:46:46 EST 2013 To: INAcctg<INAcctg@uncw.edu) 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 Email

11. New Process Email • cTo: "INAcctg@uncw.edu", • 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 Email

12. New Process - ImageNow View

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

14. 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?

15. New Process – Attachments Submit button opens an email

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

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

18. New Process – ImageNow Workflow Work begins!

19. ImageNow - Campus View .

20. ImageNow – Campus View

21. ImageNow – Finance View & Process • System emails individuals on workflow queue • In ImageNow, select workflow queue

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

23. ImageNow – Finance View & Process • Route document

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

25. 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

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

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

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

29. Contact Information Diana Rivenbark UNCW Financial Systems bellamyd@uncw.edu 910-962-7384