AdminISB Quick Win Proposal AP ImageNow Phase II Invoice Images Available to Campus Departments

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AdminISB Quick Win ProposalAP ImageNow Phase II
Invoice Images Available to Campus Departments

• May 20, 2009

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Full Accounts Payable/P2P Solution
P2P SPECIAL REQUESTS
IMAGING IN AP
P2P CATALOG ORDERS
IMAGES TO DEPARTMENTS
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Just the facts

• Purchase 60 additional web concurrent licenses
  (already have 60 from Phase I).
• 145k total costs (mostly licenses)
• 2-3 month project
• Disbursement Accounting is providing the project
  management.
• This will be a MyAccess application.
• 50k annual maintenance (funded by FTE savings in
  AP, no longer sending out copies)

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Why this project is important

• Gives access to important invoice images to the
  individuals who need it.
• Removes Accounts Payable from the invoice copy
  distribution process.
• Provides better control, by allowing departments
  to view invoice images as soon as they are
  entered to PeopleSoft.
• Assists with the SAS112 general ledger
  verification process.

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Staffing Governance

• Functional Owners Disbursement Accounting,
  Controllers Office
• Assistant Controller Rob Cotterman
• Interim AP Manager Gail Kawakami
• Project Sponsors
• Assistant Controller Rob Cotterman
• Consulting Hosting Services
• ImageNow (Perceptive Software)

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Questions from March 18

• Isnt this part of a larger multi-phase project?
• No, this is our last ImageNow request for
  Accounts Payable.
• Will the system be using MyAccess?
• Yes
• What efficiencies have been realized from Phase I
  imaging with Accounts Payable?
• Customer Service to vendors, staff and
  departments (ability to answer questions)
• Trust eliminating perception that AP loses
  invoices
• Transaction processing increases in
  productivity, better management of work load

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Questions continued

• Will the Controllers Office be instructing
  departments that they do not need to print all
  invoices for their records?
• Yes, as part of the ImageNow II roll-out, AP will
  work with General Accounting to update training
  materials and provide a stronger message
• You do not need a paper copy for every invoice.