Workflow, eForms, and Document Imaging with DocFinity for AP/Purchasing

Please complete evaluation: bit.ly/nercomp_doc

#NercompPDO4

Kevin Brassard – Chief Information Officer Jared Hamilton – Associate VP for Enterprise Applications

Presenters

• About Nichols

• Motivation for Starting Project

• Project Team Members

• Project Scope

• Vendor Selection

• Project Planning/Timeline

• Implementation

• Integration with Colleague

• Lessons Learned

• Next Steps

Overview

• Located in Dudley, MA

• Business – undergraduate and graduate

• 1,278 student FTE

• 224 faculty/staff FTE

• 4 in 10 graduates become a president, CEO, or business owner

• Ellucian Colleague; SQL Server

About Nichols College

• CFO initiated project

• File cabinets

• Efficiency

• Staffing

• Visibility of invoices

• Workflows/approvals

Motivation for Starting Project

• Forms

• New vendor request

• Travel reimbursement

• Check request

• Workflows

• Invoice approval

• Travel reimbursement/Check request

• Purchase requisition**

Project Scope

• Project Sponsor: CFO

• Project Manager: Jared Hamilton

• Business Owner: Controller

• Team Members:

• Business Analyst

• Purchasing Director

• AP Director

• (Facilities Coordinator)

Project Team Members

• Selection Criteria

• Cost

• Technology

• Ease of implementation/support

• Differentiators

• Browser-based

• User interface

• Mobile-friendly

• Licensing model

Vendor Selection

• Originally planned for 90 days

• Delays due to:

• Technology issues

• Work schedule conflicts

• Integration needs

• End-user buy-in

• Commitment to testing

Project Planning/Timeline

• Training

• Work station setup

• Scanners

• Back scanning

• Scope creep

• Use of portal

• Aha moments

Implementation

• Zero-footprint integration vs. Colleague customizations

• Database requirements/changes

• Custom programming-Voucher creation

• Data formatting

• Ease of use of DocFinity API

Integration with Colleague

Business Process

eForms

Job Views

Document Types

Metadata

Indexing

Datasources

Importers

• Control scope creep

• Curb Your Enthusiasm!

• Users struggle with views of workflows and how to automate/optimize

• BPO vs PO

• Even when integration is easy, it’s not easy!

• Interest in moving to subsequent phases before current phase is done (this is great stuff!)

Lessons Learned

• Admissions/Recruiter

• New Student Check-in

Next Steps

Kevin Brassard

Kevin.Brassard@Nichols.edu

Jared Hamilton

Jared.Hamilton@Nichols.edu

Please complete evaluation:

• bit.ly/nercomp_doc

#NercompPDO4

Questions?