Electronic Document Management Overview for Departments

1
Electronic Document ManagementOverview for
Departments
Oct 3, 2007
2
Agenda

• Key Definitions
• Key Benefits of EDM
• Revised Workflow for Non-Pilot Departments
• Timeline for Implementation
• Downloading the OnBase ActiveX Control
• Questions

3
Key Definitions

• Electronic Document Management (EDM) A software
  package designed to store and manage electronic
  documents
• Hyland Vendor who is providing Electronic
  Document Management software and workflow
• OnBase Electronic Document Management Software
• MIMS the current imaging software used by AP

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Key Benefits of EDM

• Departments will view documents in AP/CAR -
  during processing and after payment has occurred
• Most archived documents will be viewable to
  departments, auditors, and AP staff through
  AP/CAR for three years and additional years if
  available through OnBase
• OnBase will send automatic email notifications
  based on
• Status changes
• Aging transactions
• Approvals
• Departments will be able to send invoices to AP
  electronically
• (once fully rolled out)
• Fewer missing documents
• Improved workflow
• Invoices will be paid more quickly
• Integration with Purchasing

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Revised Workflow for Departments
Processor enters and saves voucher info in
AP/CAR
Clicks Print Barcode button in AP/CAR
Prints coversheet with barcode for each voucher
Sends invoice with barcode coversheet thru mail
to AP
AP staff receives, scans and indexes invoice
DAF views voucher in AP/CAR by clicking View
Documents button
DAF approves voucher and accepts Accepted Voucher
Number (AVN)
Dept Processor
AP Staff
Dept DAF
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Changes to Workflow

• Processor will print coversheet with barcode for
  each voucher
• Processor will include barcode coversheet when
  sending invoices to AP
• DAF will view documents in AP/CAR
• DAF will accept the Accepted Voucher Number (AVN)

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Departmental Processor Invoice Processing
Screenshot
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DAF Approver Invoice Detail Screenshot
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DAF Approver Multi-Voucher Approval View
Screenshot
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Timeline for Implementation

• Wk of Sept 24th - Print Barcode button
  visible in AP/CAR to all AP/CAR
  users
• - View Documents button visible in AP/CAR
  for all AP/CAR users
• - Stop scanning into MIMS (clear out MIMS)
• Oct 1st - Departments send invoices with barcode
  coversheet
• - AP staff begin work using OnBase
• - Pilot Depts start sending documents
  electronically
• Oct 1st Nov 5th - Stabilization Period
• Nov 2007 - Purchasing goes live with OnBase
• Nov 2007-Dec 2008 - Non-pilot departments start
  sending documents to AP and Purchasing
  electronically

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Downloading ActiveX Control

• Before a user can view a document in AP/CAR, he
  or she MUST download and install the OnBase
  ActiveX control
• Steps to download the OnBase ActiveX control
• Go to CUIT website for instructions (under
  construction)
• Click on link to download the OnBase ActiveX
  control
• Follow steps

Please note In the next couple weeks AP will
work with System Administrators across the
University to inform them that the OnBase ActiveX
Control needs to be installed for AP/CAR users.
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User Support
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Wrap-Up
Questions?