C&IS Process Improvement through Technology, Part II

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Team ID: 
273
College / Administrative Unit: 
Computer and Information Systems
Date Started: 
February 1998
Objective: 
To simplify and streamline financial business processes using information technology.
Desired Results: 

Re-designed process by moving data entry from accounting to the source at Inventory section

Simplify and streamlined financial business processes using information technology

Recommended revising the process to incorporate new financial tools

Examining the possibility of integrating imaging technology

Investigating the adequacy of current electronic invoices

Advocated having all vendors supply the Office of Telecommunications (OTC) with electronic invoices

Recommendations will significantly reduce paper flow and filing efforts will be drastically reduced

Recommendations will decrease the time to turnaround invoices

Recommendations will improve customer service

Advocates the need to replace reports generated formerly in Rbase with Access to generate reports in order to increase the ability to manage OTC by using up-to-the-minute financial data

The new system will provide managers with readily available information in pre-formatted reports while increasing flexibility in reporting

The team has learned how to use Access software so reports can be generated with data warehouse data

The time to process FIT reports with monthly constraints will be reduced from 7.8 hours to 1 hours allowing a faster, more streamlined report available for electronic access

The two AT&T billing edge reporting times will be reduced from 3 days per month to 1 day per month and 3 hours per month to 30 minutes per month, respectively
1 of 2 AT&T billings - 2 days saved

The two AT&T billing edge reporting times will be reduced from 3 days per month to 1 day per month and 3 hours per month to 30 minutes per month, respectively
2 of 2 AT&T billings - 2.5 hours saved

All of the reduced cycle times have yielded a labor avoidance of over $4,858 per year.

June 2000: Recommendations:
--Revise process to incorporate new financial tools.
--Examine possibility of integrating imaging technology.
--Advocate having all vendors supply OTC with electronic rather than paper invoices
--Investigate adequacy of current electronic invoices.
--Review how to use ICAG, ISTR, and other mainframe financial functions. (competed)
--Review how to use FIT and create reports . (completed)
--Create job aids/checklists:
how to use purchasing system functions (completed)
when to use mainframe functions. (completed)
--Learn how to use Access software so reports can be generated with data warehouse data. (completed)
--Use Access report templates or modify as needed.

Contact Person: 
Robin Anderson
Members:
  • Jeff Kuhns, Sponsor
  • Karen Schultz, Sponsor
  • Steve Updegrove, Sponsor
  • Robin Anderson, Leader