Banner Fund Establishment Using ImageNow Workflow and Appworx

Diana RivenbarkUniversity of North Carolina Wilmington

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.

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Form

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

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Business Need

• Process change factors– Update form

• Address revenue generating funds– Open ImageNow to campus– Efficiency

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Current Process – User PerspectiveCompletes PDF

Form routes to Acctg email box

Department

Accounting Acctg Specialist moves to

Fund Setupcategory

Acctg Mgr reviews, assigns attributes,

signs

Saves, emails to Acctg email box

Controller reviews & signs

Saves , emails to Acctg email

box.

Acctg Specialist sets up fund in Banner

Emails form to Asst Budget Dir

Moves to Fund in Banner in Budget category

Budget OfficeAsst Budget Dir

reviews/updates

Emails to Budget Dir

Budget Dir signs

Emails to Asst Budget Dir

Asst Budget Dir emails to

student worker

Student worker saves an electronic copy

Emails to Acctg Specialist

Accounting Acctg Specialist makes changes in Banner & links to

ImageNow

Acctg Specialist emails budget authority

Acctg Specialist deletes from

Fund in Banner in Budget category

Moves to Controller Review category

Budget Authority electronically signs Emails to Budget

Authority Emails to Senior Officer

Senior Officer electronically signs

Clicks Submit to General Accounting button

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Current Process - Challenges

• Is this an efficient process?– Emails – Email categories– Tracking– Multiple signatures– Processing delays– Banner data

updates/changes

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New Process – Preliminary Discussion

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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");}elseif (F5.rawValue == null){xfa.host.messageBox("You must enter a Department");}else{var oDoc = 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"});

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New Process – Design

Tab

Field 5

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New Process - EmailcTo: "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.eduSent: Mon Feb 25 13:46:46 EST 2013To: 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

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New Process EmailcTo: "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

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New Process - ImageNow View

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New Process - Signatures

Do we REALLY need five signatures?

Budget AuthoritySenior Officer

Accounting Manager Controller

Budget Director

Why aren’t we using ImageNow technology to facilitate the process?

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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?

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New Process – Attachments

Submit button opens an email

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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?

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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

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New Process – ImageNow Workflow

Work begins!

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ImageNow - Campus View

.

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ImageNow – Campus View

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ImageNow – Finance View & Process

• System emails individuals on workflow queue • In ImageNow, select workflow queue

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ImageNow – Finance View & Process

• Workflow view displays documents in queue

• Open document• Makes changes as needed

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ImageNow – Finance View & Process

• Route document

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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

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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

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New Process – User Perspective Completes PDF

Form routes to ImageNow Fund Establish queue

Department

AccountingAcctg Mgr reviews, assigns attributes Controller reviews

Routes to ImageNow Budget Approval queue

Budget OfficeAsst Budget Dir reviews

Routes to ImageNow Banner Fund Establish queue

AccountingAcctg Specialist creates fund in Banner;

links to ImageNow

Routes to ImageNow Controller Approval queue

Budget Authority electronically signs Emails to Budget

Authority Clicks Submit to Accounting button

ImageNow Mail Agent

Appworx Sends email to Budget Authority

Routes to ImageNow Fund Establish Completed queue

Senior Officer electronically signs

Clicks Submit to Accounting button

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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

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Future Plans

• Evaluate all forms used in Business Affairs• A true e-forms solution

• Open access to ImageNow drawers for campus users

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Diana RivenbarkUNCW Financial Systems

bellamyd@uncw.edu910-962-7384

Contact Information