Travel & AP Imaging What does that mean to me?

Report
Julie Hughes – Travel & Complex Payment Supervisor
&
Jerri Painter – Accounts Payable Supervisor
Agenda
 What is Document Imaging?
 What will be imaged?
 How will this impact me?
 When will I see a change and how will I know about
them?
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What is document imaging?
 Electronically capturing, storing and accessing Images
of documents
 Benefits





Storage
Security
Access
Efficiency
Cost savings
3
ImageNow by Perceptive
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ImageNow
 University selecting Imaging vendor of choice
 Integrates with:
 Banner
 49er Mart
 PeopleSoft
 Can integrate with most any system
 Other departments on campus using this system
 Registrar
 Graduate School
 (upcoming) Financial Aid, Graduate School Admissions, Human
Resources, Purchasing…….
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ImageNow
 Allows for :
 Electronically routing (workflow)
 Tracking of documentation
 Annotations
 Redacting
 Robust purging and retaining capabilities
 Controlled privileges
6
What will be imaged?
 Currently live with:
 Vendor Processing
 Direct Deposit
 Processes currently working on:
 49er Mart invoices
 AP Payments & Utility invoices
 Direct Pay Requests (DPRs)
 Travel Authorization/Reimbursement
 Mileage and Parking
 All other AP/Travel payment types
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When will this happen?
 Had hoped to be fully live by now
 Expect to complete the AP processing steps first
 Travel and Complex Payments second (more complex)
 Cannot set a date
 Hopefully by the end of the calendar year
 At least in active testing within a month
8
Imaging Workflow
 Documents/invoices come in to AP/Travel
 Either Manually scanned or electronically exported to
ImageNow
 Imaged document can be:
 Routed for fund approval
 Annotated
 Notes/Comments added
 Once payment is entered into Banner
 Linked to image
 Sent to Archive (basically file room)
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ImageNow
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How will this impact me?
 Differences you may notice
 Processing time
 How you see information
 Quicker access to information
 We can track where a payment is at anytime throughout
the workflow process
 Ability to retrieve documentation immediately for
reference
11
Probable Process Changes
 Expected process changes
 Routing to Travel/AP first

After Department Approvals are done
 Fund approvals will be done electronically

(RCM/Treasury, Budget. Purchasing, Tax)
 No more multiple copies of Travel Authorizations
required!
 We will have the ability to “copy” as many of the TAs as
needed (if needed/still working on this process)
12
Possible Form Changes
 In order to efficiently use ImageNow Forms will most
likely change
 To allow for effective scanning
 To allow for proper electronic annotations
 Some changes will be minor
 Colors/text field
 Some changes will be complete revisions
 Travel forms
 DPR
 This means we need your help to use the most current
forms!
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What does the future bring?
 Long-Term Goals
 Across Campus Access


Limited access to key department contacts first
Distributed access to some main department contacts to reduce the
need to call or email for status of payment
 Imaging some historical data
 For documents we retain perpetually
 In our Dreams!
 Once imaging becomes more common across UNCC


May look at the ability for select departments to scan into our
processing queue
May look at extending electronic approval process to include
department levels
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How will I know?
 Email announcement sent through Admin-Chat
 Information will be sent through list-serve as changes
occur which might affect
 As new forms are posted will announce through
Admin-chat
 Post new forms on web
 Use web for most current forms!
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Questions?
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