Workflow, eForms, and Document Imaging with DocFinity for AP/Purchasing Please complete evaluation: bit.ly/nercomp_doc #NercompPDO4
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
Jared Hamilton
Please complete evaluation:
• bit.ly/nercomp_doc
#NercompPDO4
Questions?