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GET THE FACS

GET THE FACS. Faculty Automated Contract System. PRESENTED BY. Becky Mundschenk Senior Application Developer/Analyst bmundschenk@towson.edu Wim Bosma ImageNow Systems wbosma@towson.edu Cindy Lyons Assistant Budget Director clyons@towson.edu. AGENDA. AGENDA. Introduction to FACS

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GET THE FACS

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  1. GET THE FACS Faculty Automated Contract System

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

  3. AGENDA AGENDA • Introduction to FACS • Project Overview • System Highlights • Benefits Summary • Questions

  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 collegesand 64 academic departments 64 undergraduate majors and 50 graduate programs

  5. ADJUNCT CONTRACT PROCESS ADJUNCT CONTRACT PROCESS • Approximately 6,000 contracts prepared and processed each year • Stages of approval and processing • Appointee > Chair > Dean > Provost Budget > Human Resources > Payroll

  6. PROCESSING BEFORE FACS 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. PROCESSING BEFORE FACS 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. FACS PROJECT FACS PROJECT • Timeline – From Design to Implementation completed in 8 months • Design and Development – Accomplished by a group of experienced technical staff • Testing and Training – A successful collaboration among Academic Departments, Chairs, Deans, Provost Budget, Human Resources and Payroll • Implementation – System enthusiastically adopted by the majority of users

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

  10. FACS TECHNICAL HIGHLIGHTS 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

  11. CONTRACT CREATION

  12. CONTRACT CREATION

  13. CONTRACT ACCEPTANCE

  14. CONTRACT ACCEPTANCE

  15. CONTRACT ACCEPTANCE

  16. CONTRACT ACCEPTANCE

  17. CONTRACT ACCEPTANCE

  18. CONTRACT ACCEPTANCE

  19. CONTRACT TEMPLATES CONTRACT TEMPLATES • Template Types • Adjunct Faculty • Offload • Per Student • Summer • Minimester • Special Summer Minimester

  20. CONTRACT PDF FORM

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

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

  23. APPROVAL WORKFLOW

  24. CONTRACT VIEW

  25. CONTRACT APPROVAL

  26. MULTIPLE CONTRACT APPROVAL • PeopleSoft Query • Route Multiple Contracts Simultaneously

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

  28. CONTRACT PROCESSING

  29. CONTRACT TRACKING

  30. FACS SECURITY 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

  31. FACS SECURITY FACS SECURITY

  32. FACS SECURITY

  33. OTHER FACS FEATURES OTHER FACS FEATURES • Automated Email Notification for Appointee contract acceptance • Automated uploading to ImageNowfor 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

  34. 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

  35. 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

  36. QUESTIONS

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