Meeting & Agendas

August 2016 Minutes Approved. {ln; ll}

Given that every year, HR, Payroll, and IT have to struggle spending hundreds of extra hours every August/September wrestling with the bi-weekly payroll that spans the end of one fiscal year and the beginning of a new fiscal year, and that a simple solution could easily remove all of that predictable labor, the ERP Systems Steering Committee recommends the following to be presented to the Technology Steering Committee for formal discussion: Instead of selecting September 1 as the start date for classified employees on the bi-weekly payroll schedule, select the first day of the 2-week period that spans the two fiscal years so that the pay rate will be the same through out the pay period. This will save ACC hundreds of hours in finessing the awkward payroll and it would slightly benefit the 200 or so classified employees that would have the higher salary rate for a few extra days. The only down-side would be a slight increase in ACC salary expense. HR, Payroll, and IT will work together to calculate the likely expense of adopting this change prior to mid-August 2017.

The ERP Systems Steering Committee recommends the formation of an official Request for Proposal (RFP) for a new Enterprise Content Management System software solution at ACC. For the last 15 years or so, ACC has used Fortis as its document management vendor. Fortis has been purchased by DocuWare and will only be supported until December 31, 2017. At that time Fortis, Fortis Blue, and DocuWare will all be merged into DocuWare. This appears to be an opportune time to evaluate ACC's future direction by determining the most feature-laden and cost-effective solution and map out a project plan to carry out the implementation. The ERP Systems Steering Committee recommends that an RFP be issued that includes the following criteria: An Enterprise Content Management software solution that: + Integrates with Colleague (ACC's ERP); + Integration with Ellucian CRMs Recruit, Advise, Advancement would be considered desirable; + Contains a sophisticated and intelligent indexing system; + Contains functionality that allows for the setting and utilization of institutional record retention policies; + Allows for the creation of forms with the ability to populate Colleague records and be available for retrieval in the imaging software database; + Contains an intuitive and intelligent file document structure; + Provides functionality consistent with federal standards for electronic signature and user authentication; + Allows for user reporting through a query language; + Allows for easy and speedy retrieval of data; + Stores critical forms (e.g., Student Admissions Application) at the time of submission and is able to display or re-create the forms instantly; + Includes role-based access to data and forms; + Includes secure end-user access, which includes the ability for multiple users to view documents; + Allows for multiple signatures, and routing of forms via process work flow functionality; + Allows the ability to scan documents that are easily retrievable; + Allows for the establishment of retention schedules; + Supports centralized user authentication and single sign-on; + Ability to auto-populate data when students access the eform; e.g., after the student logs on and opens a form, the student’s name, ID, etc. will already be on the form; + Ability to automatically archive documents after students submit forms; + Ability to provide links to an eform from, e.g., Colleague Self-Service; + Ability to convert and incorporate ACC’s existing Fortis records; + High percentage of ‘up’ time; + Inclusion of technical support services when institution has problems or questions; + Easy implementation