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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 - PowerPoint PPT Presentation
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GET THE FACS
Faculty Automated Contract System
Becky MundschenkSenior Application Developer/Analystbmundschenk@towson.edu
Wim BosmaImageNow Systemswbosma@towson.edu
Cindy LyonsAssistant Budget Directorclyons@towson.edu
PRESENTED BY
AGENDA
• Introduction to FACS• Project Overview• System Highlights• Benefits Summary• Questions
AGENDA
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 and 64 academic departments• 64 undergraduate majors and 50 graduate
programs
TOWSON UNIVERSITY PROFILE
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
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
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
• 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
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 CREATION
CONTRACT ACCEPTANCE
CONTRACT ACCEPTANCE
CONTRACT ACCEPTANCE
CONTRACT ACCEPTANCE
CONTRACT ACCEPTANCE
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 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
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,
adjusts the funding source and processes cancellations
• Human Resources uses contract to enter or update job information
• Payroll uses contract for payment processing
CONTRACT 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
FACS SECURITYFACS SECURITY
FACS SECURITY
OTHER FACS FEATURES• Automated Email 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
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