1	Overview of the DRAFT E-Commerce Plan Presented to the Executive Council January 31, 2006
2	Identified E-commerce activities Accounting A/P cycle Cash receipts cycle Procurement Project management Records retention / identity theft Space Inventory Treasury function Admissions Alumni Financial aid Human resources Research
3	Significant Accomplishments ACH Direct deposit (electronic cash disbursements) Reporting Credit card reallocations Electronic distribution of reports Tax E-filing TouchNet (electronic cash receipts)
4	Accounting Priorities Work-in-Process Document imaging and management Secure web site for vendor financial information Web based Project Management New Web based space study Report bursting of Space Exceptions report Month end financial reports burst to financial manager’s portals
5	University Wide Proposals that Need to be Prioritized Work-in-Process Emas Enhanced wireless Enhanced web presence Social Security Number conversion Proposed Enterprise portal (bundle with CMS) Content Management System (bundle with portal) Document Imaging and Management Self service for HR Self service for faculty and advisors
6	Accounting’s New 3-legged Stool Necessary changes to promote Accounting Services’ E-commerce activities Technology upgrades Policy changes University culture and attitude changes
7	Accounting’s Strategy Long term strategy E-procurement and acquisition Internet property disposals 1098T’s to the web Short term strategy Ideas developed in the following slides MapPoint (electronic plat book of campus properties)
8	Setting Accounting Priorities Build a foundation for a secure data center Reduce risk of Identity theft through document imaging Increase the number of ACH or “checkless” disbursements Increase the utilization of TouchNet receipts Image direct deposit Maintain web ‘perpetual’ space inventory Introduce web based enterprise project management software
9	Paper Record Retention Boundaries No assigned responsibility Only recently named an Advocate No available “secure” University space No allotted dollars for leased space Chicken or the egg approach Current year budget boundaries Future budget boundaries One size fits all
10	Action item – Reduce risk of Identity theft Address paper records retention issues Currently a decentralized philosophy Current paper record storage arrangement is unacceptable Document imaging is a long term solution Leasing secure space is a short term solution Do you know someone who has had their credit card or identity stolen? There are people in this building who have had that misfortune. True or False: We are willing to live with potential risk of identify theft from our paper records.
11	Two Options Do nothing and assume the risk Change the Boundaries
12	Action item – Fund document imaging FY06 proposed strategy Pay-to-play Select core departments would be allowed to convert available S&W + FB budgets to SS&E budgets for the document imaging project. Select core departments would be allowed to sweep remaining budget to a new document imaging account. FY07 proposed strategy University to fund costs for data maintenance, storage and archiving of electronic records.
13	Action item – Banner Purchase Req form Increase the number of users of the Banner purchase requisition form Expedites the process for the issuing department Eliminates data entry work for the Purchasing department
14	Action item – Change the A/P cycle Goal is to switch stakeholders from paper checks to ACH payments We have a very customer friendly payment cycle We currently cut checks daily Proposal – Produce weekly paper checks for all of our stakeholders.
15	Action item – ACH direct deposit of employee reimbursements Set goal of enrolling 425 employees Currently at 124 Revise the marketing plan Propose a policy that creates incentives to participate in ACH and disincentives not to participate in ACH Enroll all new employees Policy Incentive for ACH refund ACH payment will be direct deposited into your bank account in 2 business days after processing, or Paper check will be given to you within two weeks of submission.
16	Action item – ACH direct deposit of Student refunds Set goal of enrolling 1000 participants Currently at 175 Revise the Marketing plan Propose a policy that creates incentives to participate in ACH and disincentives not to participate in ACH Include on Admissions Office portal Push at Frosh Orientation Incentive for ACH of refund ACH payment will be direct deposited into your bank account in 2 business days after processing, or Paper checks will be distributed within two weeks of submission.
17	Action item – ACH direct deposit of payments to vendors Convert the current wire transfers Payroll taxes TIAA Take a big step forward Create a secure web site to capture vendor financial information Generate a remittance report to accompany the email notification Start with vendors to whom we cut the most checks Simultaneously offer it to the new vendors
18	Action item – TouchNet utilization Implement new uses Non A/R Student payments Enrollment deposits, parking tickets, student health care, etc. All non-student payments Sponsored research COBRA Rent Telcom Other Auxiliaries MTF to use ACH feature for payments to MTU Continue to push the current functions and activities Coordinate effort with Admissions Office on enrollment deposits Benefits Office on COBRA payments Housing on rent payments Research Acctg for sponsored research payments Kiosks
19	Action item – Image Direct Deposit
20	Action item – Space inventory Create web based space inventory process Report bursting of Space Exceptions reports Address the issues raised in our AQIP space proposal
21	Action item – web based Project management software tool Great tool for Critical Path Management Used at other Universities U of Minnesota Just good business sense Philosophy, not a ‘to-do’ list Great resource allocation tool Communication tool Up-to-date progress reports
22	Decisions that need to be made Commit to the fist step of document imaging – Accounting and HR implementation by 6/30/06. Accept document imaging funding proposal. Agree to change the A/P cycle to encourage ACH. Implement incentive process change for ACH student refunds. Implement incentive process change for ACH employee reimbursements. Implement web based space inventory and exception reporting. Implement web based enterprise project management software.
23	The Next Steps Commit to the concept of the need for a comprehensive University wide E-commerce plan Prioritize the proposals Decide which commitments we are willing to make Engage other stakeholders in the plan Develop a time line to complete the plan Formalize the plan Adopt the formalized plan Implement Monitor progress
24	Resources http://www.admin.mtu.edu/acct/dept/controller/docimg/ http://www.admin.mtu.edu/space/ http://www1.umn.edu/pmo/