Workflow Processes Improving Business Operations 2015 FORCES

Transcription

1 Workflow Processes Improving Business Operations 2015 FORCES Jason Watkins, CPA, CM Senior Manager, Financial Operations Hillsborough County Aviation Authority

2 Hillsborough FORCES 2015County Aviation Authority

3 Presentation Outline Business Challenge Records Retention Constraints Solution Requirements Leveraging / Appending Oracle Technical Overview Solution Examples

4 Business Challenge Eliminate Non Value Added Activities

5 Records Retention Constraints Florida Department of State Compliance with Florida Public Records Act General Records Schedule (GS1-SL) For State and Local Government Agencies Oracle Financials Minimum standards as an electronic records management system FileNet Workplace (P8)

6 Solution Requirements GL JE Approval Extracts Journal Entries (JE) Need to follow employee s supervisory hierarchy, with some deviations Approvals governed by role based authority limits Accounts Payable Produce documentation of batch name, date, invoice numbers, payment date, control total Ability to attach invoice images and other supporting documentation

7 Oracle Solution Leveraging and Appending Existing Functionality

8 Technical Specifications Implemented standard Journal Entry (JE) and Payables Invoice approvals with approval limits Does not use AME, but rather standard supervisory workflow Standard Reports Used as Basis for Custom Reports For JE, used the standard report Journals Voucher For Payables, used the standard report Invoice Approval Status File movement between Oracle and the To Be Filed directory handled by 3rd party program (GoAnywhere) Manual Process to Load to P8

9 Technical Specifications Create Concurrent Program that runs on demand and produces electronic copy of Summary Report and supporting documents from the GL Batch/Journal approval flow. The documents produced follow specific naming conventions, placed into specific directory on the application server. The Summary Report Packet Combines any PDF format attachments into a single document per batch. All other format attachment documents are created as stand-alone files.

10 General Flow Attachments (PDF, Excel, Word) are extracted to a temporary directory in Oracle Approval report is created in PDF Program makes call to Ghostscript to merge approval report with any PDF attachments that were extracted

11 General Flow After the process is completed, all files for that batch are moved to a staging directory GoAnywhereis constantly scanning the staging directory for files and any that are found are moved to the To Be Filed directory New approval report packet along with any other non-pdf attachments are manually uploaded into P8

12 To Be Filed Directory Temporary Oracle Directory Staging Directory

13 Archiving Dramatic reduction in filing time Manual load to P8 Search function by payment batch number Separately upload images of issued checks

14 Concurrent Job

15 AP Batch

16 JE Batch

17 JE Batch

18 Questions / Comments