Banner Document Attachment for Automation of Purchase Requisition Process and Campuswide :: PIP System (SUNY Orange)

Banner Document Attachment for Automation of Purchase Requisition Process and Campuswide Print All

Initiative Title	Banner Document Attachment for Automation of Purchase Requisition Process and Campuswide
Submitted in Previous Year(s)	2018
Critical Information, Notes, Justification, Rationale	Currently departments are and will be submitting attachments using a IT home grown system for the online Purchase Requisition approval process. Currently IT, Facilities, and Security are using the online Purchase Requisition approval process, and it is planned to go campus wide by the end of AY 1819. Banner has a Document Attachment feature which can be used by all college departments, and will allow the approver in the auto purchase req process to see the attached documents. Right now the approver, purchasing and others can not see the attached documents and needs to correspond with the requisitioner to get this data. The only exceptions is purchasing who uses the IT Home Grown system. The college uses On Base to do document attachment and costs the college $31k a year and can increase as users are added and any modifications made by OnBase Reps. Banner's Document attachment feature costs $9k (as of 2/2/17), and has no additional cost when you add users and no modifications would be needed since we are using the document attachment feature that comes with Banner. This would be at least a $22k annual savings for the college once fully implemented. I would request for this to occur sooner than later since it would be helpful to have Banner Attachment implemented prior to having the remainder of the college use the online auto purchase requisition approval process, so they are trained once and not twice. If push comes to shove I would rather have implementation of the Auto Purchase Req Approval Process by the end of the AY1819, knowing that Banner document attachment being implemented on the early portion of 1920 year.
Consequences of this initiative not being funded	This is stated in the Critical Information above.
Department Goals	To facilitate and increase transperancy of Business Office Transactions.
Programs
Locations	Main Campus, Newburgh Campus
Estimated Completion Date	03/30/2019
Will this initiative span multiple budget years?	No
Importance	High
Funding Source	Request for Prioritization
Created	11/13/2018 10:18 am
Updated	11/13/2018 11:45 am

Institutional Goals

Goal	How will the initiative support this institutional goal?
STRATEGIC PLAN 2015-2020 PRIORITY III: Collaboration and Communication: We will develop connections between internal and external constituents and advance mutually beneficial partnerships. We will promote a culture of trust, respect, and collective responsibility. c: Improve management of information to increase transparency and centralize communication practices.	Successful submission of a purchase request can be tracked by the person who entered the request. Compared to know being aware and playing phone tag with the Purchasing Dept.
STRATEGIC PLAN 2015-2020 PRIORITY IV: Efficient and Effective Operations: We will anticipate and adapt to changing economic realities while maintaining the infrastructure and resources necessary to foster innovation and develop & deliver high quality programs and services. c: Review and revise allocation methods to ensure appropriate investment in people, services, facilities, & technologies.	Purchase Request will turn into a Purchase order more quickly. Then employees can be more productive and do other things.
ACADEMIC MASTER PLAN 2016-2020 Preparation and Success Objective #2: Develop and implement ongoing academic support for continuing students.	746465

Action Steps

Action Step	Responsible Party	Order
College decide to use Banner Document Attachment	VPs	1
IT to have a Banner Document Attachmetnt Plan Roll Out for the College Campus	IT	2
IT to install Banner Document Attachment	IT	3
It to train Purchasing how to use Banner Attachment	IT	4
Assure everyone who needs Banner Attachement has access to it	IT	5
Purchasing train college on how to use Banner Attachment for Auto Purchase Req Approval Process.	Purchasing	6

Expected Outcomes

Outcome	Order
Everyone will see the attached Documents	1

Assessment Methods

Method	Description	Other Method	Responsible Party
Other	Enter other assessment method	Ourcome of viewing the attached document is had at all levels of the approval process	Comptroller

Resources

INITIAL YEAR COST:	$15,000.00
RECURRING COST:	$10,000.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
Banner Document Management Campus Wide	$10000.00 / 10000.00 (1st year)	Information Technology, CIO Office
TOTAL:	$10,000.00 / $10,000.00

Facility

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Supply

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Staffing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Training

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Marketing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Other

Need	Cost (Initial/Recurring)	Supporting Departments
Elucian Setup and Training	$5000.00	Business Office
TOTAL:	$5,000.00 / $0.00

Prioritization

Level 5 Level 5 Cabinet Middle States	Level 4 Level 4 PBIE Committee	Level 3 Level 3 Academic Affairs and Student Services, Provost, VP Office Administration and Finance, VP Office Board of Trustees Chief Diversity Officer Institutional Advancement, VP Office President, Office of Student Services, VP Office SUNY Orange Foundation Sustainability Workforce Development, Strategy & Innovation, VP Office	Level 2 Level 2 Alumni Relations and Special Events Athletics Business Math Science and Technology, AVP Office Business Office CAPE Career and Internship Services Communications Office Enrollment Mgt and Student Financial Services, AVP Office Facilities Food Tech Grants Health Professions, AVP Office Hudson Valley Educational Consortium Human Resources, AVP Office Information Technology, CIO Office Institutional Planning Assessment and Research Lab School Learning & Student Success, AVP Office Liberal Arts, AVP Office Marketing Newburgh Campus Phi Theta Kappa Security Student Engagement and Completion, AVP Office	Level 1 Level 1 Academic Advising Academic Support Middletown Academic Support Newburgh Academic Technology Accessibility Services Admissions and Recruitment Arts and Communication Behavioral Sciences Biology Bursar Business Capital Projects Center for Student Involvement Center for Teaching and Learning Clinical Laboratory Science Computer Science and Technology Criminal Justice Cultural Affairs Custodial and Grounds Dental Hygiene Deployment & Operations Diagnostic Imaging Education Educational Opportunities Program Educational Partnerships English Enrollment Support Services Environmental Health and Safety ESL CAPE Financial Aid Global Studies Governance Honors Program HVAC Information Services & Network Infrastructure Interdisciplinary Studies Liberty Partnership Program Library Mail and Copy Services Maintenance Mathematics Movement Science Nursing Occupational Therapy Payroll Physical Therapy Records and Registration Science Engineering and Architecture Student Services - Data Management Student Services Central Student Services Newburgh Campus Student Support Initiatives Testing Center TRiO Student Support Services Unused Wellness Center Work Force Development CAPE	Initiative Title	Department
			1		Banner Document Attachment for Automation of Purchase Requisition Process and Campuswide $15,000.00 / $10,000.00	Business Office

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
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