GET THE FACS

Faculty Automated Contract System

AGENDA

• Introduction• Project Overview• System Highlights• Benefits Summary• Questions

AGENDA

Becky MundschenkSenior Application Developer/Analystbmundschenk@towson.edu

Willem BosmaImageNow Systemswbosma@towson.edu

Cindy LyonsAssistant Budget Directorclyons@towson.edu

PRESENTED BY

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, 64 undergraduate majors, and

50 graduate programs

TOWSON UNIVERSITY PROFILE

Adjunct Contract Process

• Approximately 6,000 contracts prepared and processed each year

• Three levels of approval– Appointee > Chair > Dean

• Three processing offices – Provost Budget > Human Resources > Payroll

ADJUNCT CONTRACT PROCESS

The Problem

• 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

The Problem

• 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

Project

• Timeline – completed in 8 months– 5 months analysis, design and development – 3 months testing and training

• Collaboration among academic, administrative and technical departments

• Training• Implementation• Acceptance

PROJECT

FACS Process Flow

Appointee selection

Appointee provisioning

Contract creation in PeopleSoft

Appointee acceptance

PDF creation (sent to

ImageNow)

Dept Chair approval

College Dean approval

PBO approval HR processing Payroll processing

Start

End

FACS PROCESSING

SYSTEM OVERVIEW

• PeopleSoft Bolt-On System• Custom Components for Contract Data Entry,

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 Access

FACS TECHNICAL HIGHLIGHTS

CONTRACT CREATION

CONTRACT CREATION

CONTRACT ACCEPTANCE

CONTRACT ACCEPTANCE

CONTRACT ACCEPTANCE

CONTRACT ACCEPTANCE

CONTRACT APPROVAL

The Problem

• Departments create and void contracts• Provost Budget Office reviews contract data

for funding source and processes cancellations• Human Resources uses contract to process Job • Payroll uses contract for payment processing

CONTRACT PROCESSING

CONTRACT PROCESSING

CONTRACT TRACKING

Contract Data Entered

Sent Email to Appointee

Contract emailed to ImageNow

Chair RejectChair

Accept

HR Process

HR CancelEnd

The ProblemCONTRACT TRACKING

FACS Security

SYSTEM OVERVIEW

• Uses Custom Roles, Permission Lists, Query Tree, Delivered and Custom Department Security

• Custom Department Security maintained by Provost Budget Office

FACS Security

Other FeaturesPrinting, Opt Out, Employee Data

Lessons Learned

FACS Benefits

• No paper• Secure system • Only takes seconds to create a contract• Electronic approvals• Document is immediately stored in ImageNow• 3 to 5 days from initiation to payroll complete

• Contract status is visible • Instant cancellations• Data stored in central location• Users can query on all fields• Departments can reconcile contracts created

to verify all have been entered• Ability to analyze data for potential duplicate

contracts, enrollments, workload, dual employment, highest degree, US citizenship

QUESTIONS