GET THE FACS

Faculty Automated Contract System

Becky MundschenkSenior Application Developer/Analystbmundschenk@towson.edu

Wim BosmaImageNow Systemswbosma@towson.edu

Cindy LyonsAssistant Budget Directorclyons@towson.edu

PRESENTED BY

AGENDA

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

AGENDA

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 and 64 academic departments• 64 undergraduate majors and 50 graduate

programs

TOWSON UNIVERSITY PROFILE

ADJUNCT CONTRACT PROCESS

• Approximately 6,000 contracts prepared and processed each year

• Stages of approval and processing –Appointee > Chair > Dean > Provost Budget

> Human Resources > Payroll

ADJUNCT CONTRACT PROCESS

PROCESSING BEFORE FACS

• 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

PROCESSING BEFORE FACS

• 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

FACS PROJECT

• Timeline – From Design to Implementation completed in 8 months

• Design and Development – Accomplished by a group of experienced technical staff

• Testing and Training – A successful collaboration among Academic Departments, Chairs, Deans, Provost Budget, Human Resources and Payroll

• Implementation – System enthusiastically adopted by the majority of users

FACS PROJECT

FACS PROCESSING

Appointee selection

Appointee provisioning

Contract creation in PeopleSoft

Appointee acceptance

PDF sent to ImageNow

Dept Chair approval

College Dean approval

PBO approval HR processing Payroll processing

Start

End

FACS PROCESSING

FACS TECHNICAL HIGHLIGHTS

• PeopleSoft Bolt-On System• Custom Components for Contract Creation,

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 Review

FACS TECHNICAL HIGHLIGHTS

CONTRACT CREATION

CONTRACT CREATION

CONTRACT ACCEPTANCE

CONTRACT ACCEPTANCE

CONTRACT ACCEPTANCE

CONTRACT ACCEPTANCE

CONTRACT ACCEPTANCE

CONTRACT ACCEPTANCE

CONTRACT TEMPLATES

• Template Types– Adjunct Faculty– Offload– Per Student– Summer– Minimester– Special Summer Minimester

CONTRACT TEMPLATES

CONTRACT PDF FORM

IMAGENOW WORKFLOW

• ImageNow Mail Agent captures and indexes contracts from PeopleSoft

• Routing rules move Workflow documents to the appropriate Approvers

• E-Mail notifications are sent to Approvers when contracts are available for approval

IMAGENOW WORKFLOW

• Grants Office, Department Chairs, Deans, and Provost Budget Office approve or reject documents

• ImageNow iScripts are used to update PeopleSoft with the current contract status and capture the history of status changes by approvers

APPROVAL WORKFLOW

CONTRACT VIEW

CONTRACT APPROVAL

MULTIPLE CONTRACT APPROVAL

• PeopleSoft Query • Route Multiple Contracts

Simultaneously

CONTRACT PROCESSING

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

adjusts the funding source and processes cancellations

• Human Resources uses contract to enter or update job information

• Payroll uses contract for payment processing

CONTRACT PROCESSING

CONTRACT PROCESSING

CONTRACT TRACKING

FACS SECURITY

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

• Custom Department Security maintained by Provost Budget Office

• Coordination of security changes between PeopleSoft and ImageNow

FACS SECURITY

FACS SECURITYFACS SECURITY

FACS SECURITY

OTHER FACS FEATURES• Automated Email Notification for Appointee contract

acceptance• Automated uploading to ImageNow for workflow and

document storage• “Opt Out” option for Appointee contract acceptance via

paper form• Printable PDF contract for Appointee and Departments• Data capture of Appointee citizenship, education and

other employment• Custom queries for reviewing contract data by

department, college, contract status and other criteria

OTHER FACS FEATURES

FACS BENEFITS

• No paper• Secure system • Only takes seconds to create a contract• Electronic approvals• Document is immediately stored in ImageNow• Processing from contract initiation to completion is

possible in 3 days• Contract status is visible and trackable• Instant cancellations

FACS BENEFITS

• Data stored in central location• Queries can be used to review multiple

contracts at a glance• Data available for analysis of workload,

enrollments, dual employment, teaching credentials, US citizenship and contract duplication

• Departments can reconcile contracts created to verify all have been entered

QUESTIONS