Overview
Background
eFinancials currently uses two different mechanisms for the storage of financial documents, Serengeti (the University's corporate document management system) and Paperclip (an ABS module for eFinancials). These financial documents may have been electronically generated within eFin (e.g. pdf images of Purchase Orders) or may be scanned images of paper invoices from suppliers, receipts for expenditure etc.
As there are two solutions, Finance are not able to easily check that the paperwork has been successfully stored electronically and so are not confident in destroying the original paperwork. This paperwork accumulates and requires storage facilites to accomodate it, which incurs unessessary costs.
This project Will undertake a small piece of analysis to see what options might be available to improve this position.
Scope
To undertake business analysys with Finance in order to : -
- Document the current position for financial document management in Finance
- Clarify any concerns with the current position that prevent the destruction of paper copies after scanning
- Identify options for improvements in the current position, whether procedural or IT-based
Out of scope
- This project will not be responsible for implementing any of the improvement options
Objectives
- To identify options for improvement in the FIS paper document handling process to allow the destruction after scanning
Deliverables
- Documented as-is processes for scanning paper copies of financial documents with areas of concern clarified
- Documented potential options for improvement to the as-is process with pros & cons for each
Benefits
- Clarified current position of paper-based financial document handling in Finance
- Future reduction in the retention of paper-based financial documents and its associated handling & storage costs
Success Criteria
- Documented current position
- Options for improvement documented